Privacy Policy

1. Introduction

This Privacy Notice explains how EnviroVent Ltd, whose registered office is at Unit 1 Bardner Bank Harrogate West Business Park, Killinghall, Harrogate, North Yorkshire, England, HG3 2SP (“we”, “us” or “our”), collects, holds and uses your personal data. This Privacy Notice provides information that is legally required and explains your rights in relation to your personal data.

This Privacy Notice relates to personal information that identifies “you” where you are a customer or potential customer, an individual who browses our website or an individual outside our organisation with whom we interact. If you are an employee, supplier, otherwise engaged in working with EnviroVent or applying to work for us, a separate privacy notice applies which is available on request by contacting our Data Protection Officer (DPO).

We refer to this information throughout this Privacy Notice as “personal data” and section 3 sets out further detail of what this includes.

Please ensure you read this Privacy Notice to understand how we may use your personal data. If you have any questions regarding the Privacy Notice or would like further confirmation please contact the Data Protection Office (DPO) who will respond to your request within one month.

We may make changes to this Privacy Notice at any time, without prior notice so please ensure you check this document regularly.

We are fully committed to compliance with the requirements of the UK GDPR and Data Protection Act 2018 and we are registered with the Information Commissioner’s Office. Our registration number is Z1490175.

2. How to contact us

For the purposes of relevant data protection legislation, we are a controller of your personal data and as a controller we use the personal data we hold about you in accordance with this Privacy Notice.

If you need to contact us regarding our processing of your personal data, you can contact the Data Protection Officer directly using the details below:

by post to: Rachael Tranter, Data Protection Officer, Unit 1 Bardner Bank Harrogate West Business Park, Killinghall, Harrogate, North Yorkshire, England, HG3 2SP.

by email at: rtranter@envirovent.com

3. What personal data do we collect about you

We classify personal data as any data which allows us to identify you, either directly or indirectly. Depending on how you reach out to us, we may collect some or all of the following personal data:

• Name
• Address
• Date of birth
• Gender
• Business name
• Job title
• Email addresses
• Telephone numbers
• Demographic information such as postcode, preferences and interests
• Financial information such as bank account or credit card details
• Internet Protocol (IP) address

We also collect personal data gathered using cookies. Find out more about what information we collect and how we use cookies: https://www.envirovent.com/cookie-policy/

We also collect details of your visits to our website including but not limited to traffic data, location and other communication data.

We may also create personal data about you if for example, you contact us by telephone to enquire about our products or service or should you wish to provide feedback or make a complaint, or if we contact you by telephone. We will usually record calls for training, monitoring and record-keeping purposes.

4. What we use your personal data for

We may use your personal data as follows:

• to perform our obligations in respect our agreement with you, including:
  • fulfilling any order that you place;
  • authorising payments;
• where you have expressly consented to us doing so, including:
  • if you select a third-party data monitoring tool, passing your contact details and details of the property to be monitored to the provider of the data monitoring service to enable that provider to provide you with the service;
  • where you have requested that we keep you up-to-date with news and updates, to provide you with the types of news and updates that you have asked to receive by the types of communication that you have asked us to use;
  • where you make an enquiry or request any particular information, to respond to that enquiry and provide the requested information;
• where it is necessary for compliance with legal obligations, including:
  • for record keeping and regulatory compliance purposes;
  • for carrying out checks to prevent money laundering;
• where we otherwise have a legitimate interest in doing so, including:
  • carrying out checks to prevent fraud to protect us from dishonest activity;
  • undertaking surveys or market research to enable us to improve the service we offer;
  • making and retaining recordings of calls you make to us or receive from us for training, monitoring and record-keeping purposes;
  • ensuring that our website is presented in the most effective manner for you and your device and tracking your use of our website through the use of cookies and log files to help us to provide a positive user experience and improve and increase usage of our website.

5. Who receives your personal data

We may share your personal data with the following types of organisations or individuals where necessary to fulfil the purposes outlined in this Privacy Notice:

a) Group Companies and Affiliates

Your data may be shared with:

• Envirovent Ltd, the manufacturer and distributor of ventilation products, and
• Envirovent Franchising Limited, our wholly owned subsidiary responsible for managing franchise relationships.

Both companies may act as independent data controllers or joint controllers, depending on the nature of the data and the processing activity. Data may be shared internally to enable us to operate and improve our services, customer support, and franchisee operations.

b) Envirovent Franchise Network

We operate a network of independently owned and operated franchise businesses under the Envirovent brand. Each franchisee is a separate data controller and is responsible for how it handles the personal data it collects through its own business operations, including:

• Customer surveys and property visits,
• Scheduling and installation of ventilation products,
• Local marketing and promotional activity.

We may share relevant personal data with these franchisees (listed below) in order to fulfil customer requests, deliver services, manage product warranties, and provide local customer support. Franchisees are contractually obligated to handle data in compliance with UK GDPR.

Current franchisees include (list may change from time to time):
SB Ventilation Ltd; CW Condensation Control Ltd; Ecotechic Solutions Ltd; Envirovent Norfolk & Ipswich Ltd; Enventive Ltd; Grant Saggers; EnviroVent North Wales Wirral & Chester; Plumb Stone Surveyors Ltd; Qualair Ltd; Eden Ventilation Limited; Tulach Ard Ventilation Ltd; Richard Whiting; Condencure Ltd; Six Star Property Services; Agee Limited; Loughlin Ventilation Ltd; Brayden Anthony Limited; Manwright Ventilation Limited; GC Ventilation Herts Ltd; O2In Limited; Questpoint Environmental Ltd; V15 Enterprises Ltd; Paul & Rebecca Flatley-Skaife; EnviroVent Peterborough & South Lincs; SIRIBA Ltd; E&T Building Maintenance Ltd; C.Amorosi Limited; Red Box Investments Ltd; My Home Ventilation Ltd; Home Ventilation North East Ltd.

Franchisees may also engage their own subcontractors (e.g. engineers or surveyors) who are contractually required to handle customer data securely and only for the purpose of delivering services on the franchisee’s behalf.

c) Approved Third Parties and Service Providers

We may share your personal data with:

• Providers of IT infrastructure and systems (e.g. CRM, hosting, cloud storage),
• External IT support and maintenance providers,
• Providers of third-party monitoring tools, such as Vericon,
• Logistics and distribution partners for delivery of products and services,
• Our legal, accounting, and professional advisers.

These organisations will typically act as data processors, meaning they are only permitted to use personal data under our direct instruction, must keep it secure, and must not retain it longer than necessary.

We maintain data processing agreements with all such providers to ensure compliance with UK GDPR.

d) Corporate Transactions

In the event of any merger, restructuring, sale, or acquisition of our business or its assets, your data may be shared with the relevant parties as part of the due diligence or transfer process. Any such sharing will be done in accordance with data protection legislation and subject to appropriate safeguards.

6. How long we will store your personal data for

We will store your personal data for the time period which is appropriate in accordance with our data retention policy. The length of time set out in our retention policy is determined by one or more of the following criteria:

• Where retention of your personal data is necessary to facilitate and support the original purpose for processing your personal data.
• To protect against any potential claims arising from the original purpose of processing.
• Where we rely upon your consent to process your personal data and you continue to consent to the processing.

If you would like details about how long we hold your personal data, please refer to the information set out in section 2 of this Privacy Notice.

As set out in section 1, we may make changes to this Privacy Notice at any time, without prior notice. This may include changes to the length of time that we hold your personal data which will be reviewed by the Data Protection Officer periodically.

7. Contractual or statutory requirements on you to provide personal data

In certain circumstances the provision of personal data by you is a requirement:

• To comply with the law or a contract; or
• Necessary to enter into a contract with EnviroVent.

It is your choice as to whether you provide us with your personal data necessary to enter into a contract or as part of a contractual requirement. If however you do not provide your personal data then we may be unable to perform all or some of the services you expect under our contract with you. An example of this would be where we are unable to provide you with certain products or services as we do not have your full details, or where we cannot perform our contract with you because we rely on the personal data you provide in order to do so.

8. Your rights in relation to your personal data

You have the right to withdraw any consent you have given to us in regards to processing your personal data at anytime. You may also have the following rights in connection to the processing of your personal data:

• The right to request access to your personal data that we hold at anytime.
• The right to rectify any inaccuracies in your personal data.
• The right to request that incomplete personal data is completed.
• The right to request the removal of your personal data that we hold or restrict.
• The right to request access to your personal data in a structured format.
• The right to put forwards a complaint regarding the processing of your personal data with the Information Commissioner’s Office or other relevant supervisory body. Please see  https://ico.org.uk/make-a-complaint/ for how to do this.

If you would like to exercise any of the rights set out above, please contact us using the contact details set out in section 2.

9. Links to other websites

This Privacy Notice only sets out how we will collect, hold and use your personal data. If you visit another website that we link to from our website, you should remember to read and understand the Privacy Notice in place on the website you have then visited. We are not responsible for any use of your personal data that is made by third party websites.