Personal data, or personal information, means any information about an individual from which that person can be identified (including in combination with other information or materials which we may hold). It does not include data where the identity has been removed (anonymous data).
We will collect, store, and use the following categories of personal information about you and/or your employees, contractors or sub-contractors for the purpose of operating the installHUB system, InstallHub and operating our business:
Contact details such as name, address, organisation/employer, job or work role, work telephone number, work e-mail address and mobile telephone number (which may also be a personal number).
Information about the services we provide to you and related account information.
information you provide to us with when you submit an enquiry form, or otherwise contact us by phone, email, in-App or via our website, or when you communicate with us via social media.
Financial and transaction data when managing payments (if you are a sole trader/individual) and conducting any credit checks.
Details of your electric vehicle and home charging capability
Account and profile information for installHUB, App and our website.
Through operation of our website and App we may collect technical data about you including:
information about any device you have used to access our services or the websites, installHUB or download the App (such as your device’s make and model, device identifier, operating system, browser, MAC address or IP address);
information about the pages or sections you have visited on the websites including the pages or sections you visited, the website or mobile application you were referred from, and when you visited or used them.
Information on websites you have arrived from if following a link to enquire about a quote from our installHUB Network.
Under the UK GDPR, there are “special categories” of more sensitive personal data, which require a higher level of protection. The more sensitive “special categories” of data includes data such as information about race, ethnicity, religious belief, sexual orientation, political opinions, health, genetic or biometric information and information about criminal offences or convictions. Processing of this data is prohibited unless one of the additional grounds in Article 9 of the UK GDPR apply.
We do NOT currently collect, store or use any of the “special categories” of more sensitive personal information.
We collect personal information about you from direct interactions when you:
Request a quote directly from our installHUB Network of installers
purchase and receive our services and/or products, including making an installation;
create an account on our website, installHUB or App;
submit an enquiry form
download the App;
enquire about or discuss our services and/or products;
subscribe to our newsletter or mailing list;
request marketing to be sent to you;
respond to a survey or provide feedback.
Automated technologies or interactions. As you interact with our website and Apps, we will automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our Cookies Policy for further details.
We may also sometimes collect additional information from third parties including:
From your employer or main contractor when they are a registered client/installer;
From banks, financial institutions and payment processing facilities;
Credit Check providers, Companies House and any other agreed third-party references;
From our industry regulators and Government bodies;
Contact, Financial and Transaction Data from providers of technical, payment and delivery services.
From third parties who have embedded links in their websites which link to our quoting webpage for the installHUB Network.
We may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests. This will usually be to operate our website, installHUB and App, as well as when providing our services. We may also rely on a contract with you to provide our services to you in order to process your information, or because we are required by legal obligations. These are known as the lawful bases for processing.
Some key situations in which we will process your personal information, and under which lawful basis, are listed below::
we need to process your personal information when responding to an enquiry form, opening an account for our installHUB, App or website, as well as providing the installHUB service. The basis for this processing will be either (i) that it is necessary for the performance of our contract with you or in order to take steps at your request prior to entering into such a contract; or (ii) it is in our legitimate interests subject to a contract with your organisation or employer.
to maintain our own administrative and accounting records and to fulfil related legal obligations to which we may be subject. The basis for this processing will be that it is necessary for compliance with legal obligations to which we are subject.
For the purpose of marketing communications based on your consent (unless we are already providing services to you- known as the soft opt-in – or you work for an organisation who we reasonably believe would be interested in our services)
To provide you with a quote from our installHUB Network of Installers, based on your consent (please note that if/when you accept a quote from one of our installHUB Network that installer will become the data controller for the installation process and their ongoing relationship with you).
To otherwise administer our business and perform our services, including communicating with customers and their employees, managing cloud and IT systems, operating websites, managing our supply chain, securely storing customer information, and to better understand and improve our services, all subject to our legitimate interests.
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information. For more information please contact our Compliance Officer.
If you fail to provide certain information when requested, we may not be able to respond to your request, enter into a contract with your or perform a contract we have entered into with you, or we may be prevented from complying with our legal obligations. We may also be limited from providing our services to you, allowing access to installHUB, our App or installHUB account, or respond to requests for information.
Automated decision-making
Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention.
At present we do NOT use Automated decision-making to process personal data.
Profiling
Profiling consists of the use of personal information to evaluate characteristics relating to an individual, in particular to analyse or predict aspects about them or their behaviour.
At present we do NOT conduct profiling.
Data sharing
We may need to share your personal information with third parties where required by law, where it is necessary as part of our working relationship with you or where we have another legitimate interest in doing so. In some circumstances we may also request your consent to do so.
Processors: In particular we may share your data with third party processors who we engage to:
process your data on our behalf in order to allow us to provide our services to you including Amazon Web Services EMEA SARL (for the provision of hosting services).
Communicate with you on our behalf, including Hubspot.
Clients: We may disclose your personal information to a client, if you work for or otherwise are engaged by them, for the purpose of performing our services (you may object to this processing by us, but please note it may affect your ability to perform your contracts with your employer or contracting organisation).
Other Data Controllers: we also work with third party partners who collect and process your data themselves as data controllers. In particular this includes credit check organisations and third party payment processers who will collect and process your payment details (e.g Stripe). We may also share your information, with your consent, to suppliers of products you are interested in having reviewed them on installHUB. These will be subject to appropriate contracts between controllers, however, you will also be provided with privacy notices by these controllers when you directly provide personal information to them.
To the extent that these partners are responsible as data controllers for the collection and processing of your data you should refer to their privacy notices and terms of use, as provided by them.
All our third-party service providers (processors) are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions. We ensure appropriate data processing agreements and contractual clauses are in place.
We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal information with a regulator or to otherwise comply with the law.
Transferring information outside the UK/EEA
At present, we do not usually transfer personal information outside of the UK or the European Economic Area (EEA). In the event we intend to transfer the personal information we collect about you to countries outside the UK or EEA in order to perform our contract with you or for our legitimate interests, we will determine whether there is an adequacy decision (permission) by the UK Government (or European Commission if you are based in the EEA) in respect of those countries. Otherwise, we will ensure we use contracts approved by the European Commission and the UK Government, which give personal data the same protection it has in Europe and the UK, as well as undertaking an appropriate due diligence and risk assessment of that service provider and local laws.
We may also transfer your data outside of UK and EEA without one of the above safeguards on an occasional basis with your consent, but you will be informed of this at that time. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.
Data security
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties that need to know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Data retention
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. If, for any reason, you cease to be a customer of the company, we will retain and securely destroy your personal information in accordance with applicable laws and regulations.
Anonymised Data
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. For example, we may aggregate or anonymise data on how you use our website to calculate the percentage of users accessing a specific website feature, or to better understand how our products function and services operate more widely. However, if we combine or connect anonymised data with your personal data so that it can directly or indirectly identify you, we will treat the combined data as personal data in accordance with this notice.
Rights of access, correction, erasure, and restriction
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
Request access to your personal information (commonly known as a “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.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
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 (see below).
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. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our Compliance Officer.
No fee usually required
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us using the details listed above (see paragraph headed “Your rights in connection with personal information”). info@installhub.com
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Company number: 15956975