1.1 This privacy notice is applicable to both the Patrick F O’Reilly Ltd and Paintz-NI group of companies, hereafter referred to as ‘Patrick F O’Reilly/Paintz-NI’.
1.2 Patrick F O’Reilly/Paintz-NI may collect, keep and use personal data or information about individuals for specific and lawful purposes. Individuals could include customers, current and former employees, temporary and agency workers, and other third parties.
This policy sets out how Patrick F O’Reilly/Paintz-NI complies with our data protection obligations and seeks to protect personal information relating to you. It outlines how we gather, use and (ultimately) delete personal information and sensitive personal information in accordance with the data protection principles.
1.2 We are committed to complying with our data protection obligations. We understand that your personal data is important to you, and we have a responsibility to you to ensure that the information we collect and use is done so proportionately, correctly and safely.
1.3 We also have an obligation to be concise, clear and transparent about how we obtain and use personal information relating to you and what we do with the information when it is no longer required. Being transparent with you and providing accessible information about how we use your information builds trust and demonstrates our commitment to the General Data Protection Regulations, hereafter referred to as ‘GDPR’. (Regulation (EU) 2016/679).
2. Our Details
Our address is: Patrick F O’Reilly/Paintz-NI, 8A Loughway Business Park, Newry, Northern Ireland.
Our data protection lead is: Majella Rooney. Who can be contacted via email at firstname.lastname@example.org.
3.1 “Personal data” means any information relating to a person who can be identified, directly or indirectly, from that information. This could include your name, your identification number, location data, online identifier (such as IP address) or to one or more factors specific to the physical, physiological, mental, economic, cultural or social identity of that person.
3.2 Some of the services we provide may require us to process your ‘special categories of personal data’. These special categories of personal data are of a sensitive nature, and might include health data or financial data. Patrick F O’Reilly/Paintz-NI do not process special categories of personal data.
3.3 “Processing” means obtaining, recording, organising, storing, amending, retrieving, disclosing and/or destroying information, or using or doing anything with it.
3.4 “Data Subject” means the data subject to whom the personal data relates.
3.5 “GDPR” means the General Data Protection Regulation.
3.6 “ICO” means the Information Commissioners Office, the governing body for Data Protection in the UK.
4. Conditions of Processing
4.1 When we process your personal data we will do so in accordance with the data protection principles. These principles are designed to protect you, and ensure that we:
a). Process your information lawfully, fairly and in a transparent manner;
b). Use your information for a specified, explicit and legitimate purpose and not further processed in a manner that is incompatible with that purpose;
c). Only obtain adequate, relevant and limited information to allow us to carry-out the purpose for which it was obtained;
d). Ensure the information we hold about you is accurate and, where necessary, kept up to date;
e). Keep any information for no longer than necessary for the purposes for which it was collected; and
f). Process your information in a manner that ensures appropriate security of your personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
5. Lawfulness of processing
5.1 Patrick F O’Reilly/Paintz-NI will process your personal data as is necessary for the performance of a contract to which you are a party, or in order to take steps at your request prior to entering into a contract. (For example if you purchase goods from an online shop to be delivered then the shop will need to process your personal details to allow them to perform the contract and deliver the goods to you. Similarly, if you request a quote for decorating services we will need to process your personal data to provide that quote).
5.2 We will not ask you for any information which is not necessary for the particular service we are providing to you.
Consent for processing personal data
Patrick F O’Reilly/Paintz-NI may also provide services which will require your consent to process your personal data, and where it does, then your consent must be ‘ specific, informed, active and affirmative, meaning it must be clear and freely given by you after we explain what further processing we would like to do with your personal data. You can therefore make an informed decision about whether you consent to the processing or not. You are in control and you can withdraw your consent at any stage by contacting the data protection lead, Majella Rooney at the above address. (Please note however that any processing that has taken place up to the time that you withdraw consent will be considered lawful).
6.2 Recording/managing consent
Once your consent is obtained we will keep a record of when you consented, the information you were provided with prior to consent and how you consented.
Consent is part of your ongoing relationship with our company, and will therefore be managed appropriately and reviewed at least every two years. As previously stated, you have the right to withdraw their consent at any stage.
7.1 Personal information (and sensitive personal information) should not be retained for any longer than necessary. The length of time over which data should be retained will depend upon the circumstances, including the reasons why the personal information was obtained. Patrick F O’Reilly/Paintz-NI will keep the personal information for a period of 6 years.
8.1 Patrick F O’Reilly/Paintz-NI will use appropriate technical and organisational measures to keep personal information secure, and in particular to protect against unauthorised or unlawful processing and against accidental loss, destruction or damage.
8.2 Patrick F O’Reilly/Paintz-NI regularly test, assess and evaluate the effectiveness of technical and organisational measures for ensuring the security of the processing.
9. International transfers of your personal data
9.1 Patrick F O’Reilly/Paintz-NI does not transfer personal data outside of the European Economic Area (EEA). The EEA includes all European Union countries and the following three non-European Union countries Iceland, Liechtenstein and Norway.
10. Staff administration
10.1 Patrick F O’Reilly/Paintz-NI will process personal information relating to its current and former staff where required to do so.
11. Information Sharing
11.1 We do not share your personal data with any third party.
12. Statistical Data/Research
12.1 We may process your personal data for the purpose of research or compiling statistical data, or to administer our site and internal operations including data analysis, statistical and survey purposes (see also cookies).
13. Your rights
13.1 You have certain rights in relation to the personal information we hold about you. These rights are as follows:
- Right to be informed – you have a right to be told how Patrick F O’Reilly/Paintz-NI uses your personal data. Patrick F O’Reilly/Paintz-NI communicate the right to be informed via this privacy notice.
- Right of access – you have the right to request a copy of the information that we hold about you.
- Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
- Right to erasure (right to be forgotten) – in certain circumstances you can ask for the data we hold about you to be erased from our records.
- Right to restrict processing – where certain conditions apply to have a right to restrict the processing.
- Right of data portability – you have the right to have the data we hold about you transferred to another organisation.
- Right to object – you have the right to object to certain types of processing such as direct marketing, the performance of a legal task and scientific or historical research.
- Right to object to automated processing, including profiling.
- The right to withdraw consent - If the legal basis for our processing of your personal information is consent then you have the right to withdraw that consent at any time.
14. How to exercise your rights
14.1 You may exercise any of your rights in relation to your personal data by writing to us at the address above. To avoid delay in dealing with your request please ensure that you confirm in your request which right you wish to exercise along with the reasons why.
14.3 We will respond to your request within 30 days, by either providing you with the information requested, requesting further information from you, or requesting further time to complete your request. Patrick F O’Reilly/Paintz-NI can also refuse your request. In the event that Patrick F O’Reilly/Paintz-NI refuses your request we will provide you with reasons why, as well as provide you with details of how you can challenge or appeal our decision. You will also be informed of your right to legally challenge our decision with the Information Commissioners Office.
15.1 Cookies are small text files that are placed on your computer, smartphone, tablet or smart TV’s when you access a website. They are widely used in order to make websites work, or work more efficiently, by allowing the website to recognise your device and store information about past actions or preferences. An example could be internet banking, where your device may recognise and populate certain previously entered login details previously entered.
15.3 There are two kinds of cookies:
- session cookies which are short-term and auto-delete after a few minutes or when you close your browser;
- and persistent cookies - set by the website and stored for a longer period of time, usually used to store commonly entered information on forms (such as your name, address, and telephone number). They also store information about your browsing habits across multiple sites, usually used to allow advertisers and social network site operators to target advertising at you.
15.4 Patrick F O’Reilly/Paintz-NI uses Google Analytics to analyse the use of our website and help us create a more useful and easy to use site. The data collected is completely anonymous and does not store any personal details. The information is used to analyse how visitors make use of our website and allows us to gather statistical information such as website activity, visitor numbers, popular pages and customer journey through the website.
15.6 You can find out more about cookies by visiting www.aboutcookies.org
16. Links to other websites
17.1 We will continually review and update this privacy notice to reflect changes in our services and feedback from service users, as well as to comply with changes in the law. When such changes occur, we will revise the "last updated" date at the top of this notice.
17.2 Patrick F O’Reilly/Paintz-NI encourages you to periodically visit our website to review this notice and to be informed of how we are protecting your information.
17.3 If you require general information about the Data Protection Act 2018 or GDPR then information is available on the Information Commissioner’s website.
18.1 If you wish to make a complaint about how Patrick F O’Reilly/Paintz-NI are processing your personal data, then in the first instance please contact the data protection lead at the above address.
18.2 If you are still dissatisfied with how Patrick F O’Reilly/Paintz-NI has handled your complaint then you have the right to complain to the Information Commissioners Office (ICO).