Privacy & Cookies Policy
Who We Are
RKF Design Ltd (‘we’ or ‘us’ or ‘our’) gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.
RKF Design Ltd registered office is at Little Orchard Farm, Eardisland, Herefordshire. HR6 9AS and we are a company registered in England under company number 4387890. We are registered on the Information Commissioner’s Office Register registration number ZA170096, and act as the data controller and data processor. Our designated Data Protection Co-Ordinator for the organisation is Luke Frost, who can be contacted at firstname.lastname@example.org.
Information That We Collect
RKF Design Ltd processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.
The personal data that we collect from you is:
- Home Address
- E-mail Address(s)
- Telephone Number
- Mobile Telephone Number
- Computer IP Address
- Order Details
We collect information in the following ways:
- Online Website Forms
- Paper Based enquiry Forms
How We Use Your Personal Data (Legal Basis for Processing)
RKF Desing Ltd takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time. The purposes and reasons for processing your personal data are detailed below: –
- We collect your personal data in the performance of a contract or to provide a service and to ensure that orders are completed and can be sent out to your preferred address
- We collect and store your personal data as part of our legal obligation for business accounting and tax purposes
- With your consent we will occasionally send you marketing information where we have assessed that it is beneficial to you as a customer and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests
You have the right to access any personal information that RKF Design Ltd processes about you and to request information about: –
- What personal data we hold about you
- The purposes of the processing
- The categories of personal data concerned
- The recipients to whom the personal data has/will be disclosed
- How long we intend to store your personal data for
- If we did not collect the data directly from you, information about the source
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to correct it as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us; to exercise your data portability rights, and to be informed about any automated decision-making we may use.
We do not use any automated decision making within the company.
If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.
Sharing and Disclosing Your Personal Information
We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. RKF Design Ltd uses third-parties to provide the below services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.
We use Ellacotts to do our book keeping and tax returns and they act in the capacity of a processor on our behalf. The only information we provide them with is your name, address and order details to meet business and legal requirements.
Orphans Press Limited
We use Orphans Press Limited to host and manage our website and they act in the capacity of a process on our behalf. The only information they have access to is name, address, telephone number, email address, order details, IP Address to diagnose issues should they occur.
RKF Design Ltd takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: –
- Disc Encryption
- Restricted Access to the computer system
- IT Authentication
- Perimeter and Local Firewall
- Anti-Virus software
- Anti-Malware Software
- SSL Certificates on Website and web traffic
- Permission based access to the computer system
Transfers Outside the EU
Personal data in the European Union is protected by the General Data Protection Regulation (GDPR) but some other countries may not necessarily have the same high standard of protection for your personal data. RKF Design Limited does not transfer or store any personal data outside the EU.
Consequences of Not Providing Your Data
You are not obligated to provide your personal information to RKF Design Ltd, however, as this information is required for us to provide you with our services and products, we will not be able to offer some/all our services without it.
As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests, ensuring that they are proportionate and appropriate.
We use the legitimate interests’ legal basis for processing your name, address, telephone number, e-mail address and order details and have identified that our interests are you are entering into a contract with us upon placing an order us.
Furthermore, we need to keep your name, address, contact details and order details for legal and accounting purposes.
How Long We Keep Your Data
RKF Design Ltd only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. If an order if purchasd details of this will be kept for 3 years from date of delivery date, ensuring that we can uphold our obligations under the product guarantee, but provide on going customer service after this period on basic product information such as colour to allow for repainting. If no order is placed then we keep your data for a period of 12 months from the date of the last communication.
Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.
Lodging A Complaint
RKF Design Ltd only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.
RKF Design Ltd
Little Orchard Farm, Eardisland, Herefordshire. HR6 9AS
+44 (0)1544 387100
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF
0303 123 1113 (Local Rate) or 01625 545 745 (National Rate)
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Links To Other Websites
Changes To This Privacy Notice
This privacy notice was last updated on 19 November 2020