Privacy Policy

Introduction

This privacy notice details and explains how Regency Laundry Limited (“us”, “we”, or “our”) manage the collection, use and processing of your personal data during and after your relationship with us.

The security of that data is important to us, and we aim to be thoughtful and respectful about any personal information we ask you to provide and fully transparent on how we collect, use and share any personal data.

Personal data means any information relating to an identified or identifiable natural person (a “data subject”).

Who are we and websites within scope

For the purposes of General Data Protection Regulations, Regency Laundry Limited is the Data Controller and our website is www.regencylaundry.co.uk

The information we may hold about you

This may refer to personal data or personal information we hold about you. The information we may hold usually includes the following: 

• Personal contact details such as name, title, address, email and telephone number
• As an employee of a supplier or customer we may collect business contact details such as company name, company address, your position, business email address and business telephone number
• Bank account, tax and vat details for the purposes of paying for services we supply
• Where you visit our site or receive deliveries from us, including CCTV footage or locational data for deliveries
• Cookie information

Why we hold and collect customer or supplier data

Personal data is held for one or more of the following purposes;

• To carry out a contract that we have entered into with you or the business entity that you represent. In the case of a business to business contract it is usually your business entity which has provided us with your personal data rather than yourself.
• To provide commercial transactions with you, or the business entity you represent, for the purchase and delivery of our services.
• For communication with you relating to the services we are providing to you or your business entity.
• For account and record keeping.
• To comply with any legal or regulatory obligations such as health and safety.

Why we hold and collect employee personal data

We use Personal Information during recruitment so we can consider your application to become an employee.

During employment, we use your Personal Information because it is necessary for the purposes of record keeping, being an effective employer, running our business, health and safety, employment law requires us to or for the purpose of payroll and pensions administration.

In exceptional circumstances we may need to use this information to protect your wellbeing in the event of an emergency.

We may also hold Personal Information about your spouse, dependents or beneficiaries for pension and benefits reasons and also for use as emergency contacts. We ensure policy all documents containing personal information such as training records, performance or disciplinary are stored securely.

We will only keep your Personal Information for as long as we need it, then we destroy it securely. There is a requirement to keep some records after your employment ends with us.

Our legal ground for processing of personal data

When we process your personal data we must have a legal ground for doing so for example;

• You have provided consent for us to do so.
• To enable us to perform the service or contract required from us.
• Where we need to comply with a legal obligation.
• Where the processing is necessary for us to conduct our business, but not where our interests are overridden by your rights and interests.

Sharing your personal data

We may need to share your personal data, but this will only happen where necessary to provide our products and services or where we are required to share information such as with professional advisors or service providers such as;

• Accountants
• Legal Counsel
• Insurers
• IT and Communications providers
• Logistics, couriers and transport suppliers
• Credit reference and payment service providers

These third parties may process your personal information on our behalf and are required to meet our privacy standards. It is our aim to ensure any personal data that we are responsible for is protected and used appropriately when in the hands of a third party.

Security

We will take reasonable steps to protect your personal data via our systems and security processes to prevent any unauthorised or unlawful use, disclosure, alteration or loss. We aim to limit access to personal data only to our employees, agents or third parties who have a business need to access personal data.

While we strive to use secure means to protect personal information, we cannot guarantee its absolute security. It should be remembered that no method of transmission over the internet, or method of electronic or physical storage is 100% secure.

Data Retention

We retain your personal data for as long as required for the purposes it was collected for e.g. retaining business contact details for the period of the trading contract or to provide you with customer service and deliveries. From time to time there may be a requirement to retain personal data for our legal obligations or to defend a legal claim.

Your rights

As we may hold personal data for you this gives you, as the data subject, certain rights as detailed below;

• The right of access to a copy of the personal data we hold about you.
• The right to be informed. We are obliged to provide information about our data processing activity. This is provided by this privacy notice and any communications or update to it.
• The right to rectify or correct any inaccurate personal data we hold about you.
• The right to be forgotten or erased. You may request that we delete any/all personal data in certain circumstances. For example, where there is no longer a legitimate reason to hold or process the information. We will take all reasonable steps to erase data.
• The right to restrict processing. You may request that we cease to process your personal data. We will still hold the data but will not process it any further.
• The right to data portability. You may request that your personal data is transferred to another data controller/processor.
• Where data used for processing has been provided with consent you may withdraw consent at any time.

If you wish to exercise any of these rights then please request via the contact details in this policy. If you make a request, we have up to one month to respond to you. You are not required to pay a fee to access your personal data or exercise your rights.

Are you required to provide personal data to us?

No. But you may need to do so when you, or your business entity, enters into a contract to purchase our services. We may not be able to fulfil our contractual obligations without key personal data.

Cookies

We use cookies, which are small text files placed on your computer from web sites which you may visit, to collect information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some areas of our website. 

Log Data

We collect information that your browser sends whenever you visit our site or portal (“log data”) . This log data may include information such as your computer’s Internet Protocol (“IP”) address, browser type, browser version, the pages of our site that you visit, the time and date of your visit and other statistics. In addition, we may use third party services such as Google Analytics that may collect, monitor and analyse this data.

Marketing and Communications

We may use your personal information to contact you with newsletters, marketing or promotional material. We will never do this without your prior consent or permission, and you may contact us to notify us that you do not wish to receive such communications at any time.

Changes to This Privacy Policy

We may change or update this privacy policy at any time. The privacy policy will be available on our website. This privacy policy was updated January 2023. 

Contact Us

If you have any questions about this Privacy Policy, please contact us.