We collect, use and are responsible for certain information about you. When we do so we are subject to the General Data Protection Regulations (GDPR), which applies across the European Union (including the United Kingdom) and for the purpose of GDPR and the UK data protection laws, we are responsible as the controller of that personal information.

About this document

This privacy policy sets out the way we collect, store, use and share personal information and in doing so, how we comply with our legal obligations to you. It also explains your rights in relation to your personal information and how to contact us, or supervisory authorities, in the event that you have a complaint.

Your privacy is important to us, and we are committed to protecting and safe guarding your data privacy rights.

This privacy policy applies to our customers, supplies, staff emergency contacts, and our website users.

Key terms

We, us, our: Lynch Cooper Ltd, The Clock House, Station Approach, Marlow, SL7 1NT                

Personal information: Any information relating to an identified or identifiable individual

How we collect your personal information

We may collect your personal information in a few limited ways, namely:

• Directly from you, when you make enquiries on our website, by email or telephone
• From publicly accessible sources e.g. Companies House
• From a third party such as an organization we have a direct relationship with and you have confirmed that you are happy for your personal information data to be shared e.g. FENSA
• From staff – where your details are provided as an emergency contact

The types of information we collect

We may collect the following types of personal data about you:

• Your name and contact information including email address and telephone number and company details
• Your location data, if you choose to give it to us
• Your billing information
• Your contact history, purchase history and saved items
• Information from accounts you link to us, e.g. Facebook
• Your responses to surveys

This personal information is required to provide products and services to you. If you do not provide personal information we ask for, it may delay or prevent us from providing products and services to you.

How and why we use personal information

Under data protection law, we can only use your personal information if we have a proper reason for doing so. We will use personal information for the following purposes:

• To comply with our legal and regulatory obligations
• Processing and fulfilment of orders for our products
• Ensuring that the contractual arrangements between us can be implemented so that the relationship can run smoothly
• Obtaining trade/bank references
• After sales and guarantee purposes
• To comply with health and safety legislation
• Where you have provided consent

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.

The following table explains what we use (process) your personal information for and our reasons for doing so:

What we use your personal information for and our reasons

To provide products and services to you:

For the performance of our contract with you or to take steps at your request before entering into a contract.

To prevent and detect fraud against you or us.Conducting checks to identify our customers and verify their identity (Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business, e.g. under health and safety regulation or rules issued by our insurance provider):

For our legitimate interests or those of a third party, i.e. to minimize fraud that could be damaging for us and for you. To comply with our legal and regulatory obligations. To comply with our legal and regulatory obligations.

Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies:

To comply with our legal and regulatory obligations.

Ensuring business policies are adhered to, e.g. policies covering insurance and health and safety:

For our legitimate interests of those of a third party, i.e. to make sure we are following our own internal procedures so we can deliver the best service to you.

Ensuring the confidentially of commercially sensitive information:

For our legitimate interests or those of a third party, i.e. to protect trade secrets and commercially viable information.

Operational reasons, such as improving efficiency, training and quality control:

For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we deliver the best service for you at the best price.

Statistical analysis to help us manage our business, e.g. in relation to our financial performance, customer base, product/service range or other efficiency measures:

For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service for you at the best price.

What we use your personal information for and our reasons

Updating and enhancing customer records: 

For the performance of our contract with you or to take steps at your request before entering into a contract To comply with our legal and regulatory obligations. For our legitimate interests or those of a third party, e.g. making sure that we can keep in touch with our customers about existing orders and new products

Statutory returns:

To comply with our legal and regulatory obligations .

Ensuring safe working practices, staff administration and assessments:

To comply with our legal and regulatory obligations. For our legitimate interests or those of a third party, e.g. to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you.

Marketing our services and those selected third parties to: existing and former customers third parties who have previously expressed an interest in our services third parties with whom we have had no previous dealings:

For our legitimate interests or those of a third party, i.e. to promote our business to existing and former customers.

External audits and quality checks:

For our legitimate interests or those of a third party, i.e. to maintain our accreditations so we can demonstrate we operate at the highest standards. To comply with our legal and regulatory obligations

Promotional Information

We may use your personal information to send you updates (by email, text message, telephone or post) about our products and services.

We have a legitimate interest in processing your personal information for promotional purposes (see how and why we use your personal information). This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we ask for this consent separately and clearly.

You have the right to opt out of receiving promotional communications at any time by contacting us at: terry@lynchcooper.co.uk or telephoning 0779 225 1390

We may ask you to confirm or update your marketing preferences if you instruct us to provide further products and services in the future, or if there are changes in the law, regulation, or the structure of our business.

Who we share your personal information with

We do not routinely share your personal information. We would only do so if we have a legitimate business reason to do so, this may include:

• third parties we use to help deliver our products and services, e.g. insurance providers, delivery companies, contractors and payment service providers
• external auditors
• our insurers and brokers
• our bank

We only allow our service providers to handle your personal information if we are satisfied they take the appropriate measures to protect your financial information.

We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.

Keeping and safeguarding your personal information

We care about protecting your information. We have appropriate security measures to prevent personal information from being accidentally lost, used or accessed unlawfully.  We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorized manner and are subject to a duty of confidentially.

We do not share or sell your personal information externally, unless such action complies with the terms of this privacy policy or we have your explicit consent to do so.

How long your personal information will be kept

We do not keep your personal information for longer than is necessary for the purposes set out in this policy. We will keep your personal information for as long as it is necessary:

• To respond to any questions, complaints or claims by you or on your behalf
• To show that we have treated you fairly
• To keep records required by law

Different retention periods apply for different types of information, e.g. electronic personal information regarding supply of goods will be kept for 10 years, i.e. the period for which our products are guaranteed.

When it is no longer necessary to retain your personal information, we will delete it.

Your rights

Under certain circumstances, by law you have the right:

• To request access to your personal information (commonly known as ‘data subject access request’). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• To request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold on you to be corrected.
• To request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it.  You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing it.
• To object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
• To request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, e.g. if you want us to establish its accuracy or the reason for processing it. You can also withdraw your consent, where there is a basis for our processing your information (without affecting the lawfulness of our previous processing based on consent).

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.

Contact and complaints

If you have any queries about this privacy policy or how we process your personal information, or if you wish to exercise any of your legal rights, you may contact

Lynch Cooper Limited:

• by email: terry@lynchcooper.co.uk
• by telephone: 0779 225 1390
• or by post: Lynch Cooper Limited, The Clock House, Station Approach, Marlow, SL7 1NT

Please let us have enough information to enable us to identify you (e.g. your full name and address), let us have proof of your identify (e.g. a copy of your driving license or passport) and a recent utility bill or credit card bill and let us know why you are contacting us.

If you are not satisfied with how we are processing your personal information, you can make a complaint to the Information Commissioner. You can find out more about your rights under applicable data protection laws from the Information Commissioner’s Office website: http://www.ico.org.uk.