Toner Dampproofing Supplies Ltd Privacy Policy

1.0 – Who We Are

1.1 – In this Privacy Policy, references to “we,” “us,” or “our” specifically refer to Toner Dampproofing Supplies Ltd, the company responsible for processing your personal information and managing your interactions with us. Toner Dampproofing Supplies Ltd is a limited company registered in Northern Ireland, bearing the company number NI671601. Our registered office is located at Unit 20a Work West Enterprise Centre, 301 Glen Road, Belfast, Antrim, United Kingdom, BT11 8BU. We are also VAT-registered, with the registration number 453963269.

For information on how to contact us, please refer to Section 9.

2.0 – Your Privacy

2.1 – In our interactions with you, we collect and process personal information. This includes any data that identifies you as an individual, such as your name, email address, or telephone number. We are dedicated to safeguarding your privacy and will handle your personal information in compliance with all relevant data protection and privacy laws, including the EU and UK General Data Protection Regulation (GDPR).

2.2 – This Privacy Policy outlines:

• The types of personal information we collect;
• The reasons for collecting this information;
• How we utilise this information;
• The duration of its retention;
• Potential third-party access to the information;
• Methods to contact us;

Your rights regarding your personal information, including rights to modify, delete, and access your data.

2.3 – Our website employs cookies on your device. For details on the cookies we use and instructions on modifying your cookie settings, please refer to our cookies page.

2.4 – In this policy, ‘digital services’ refer to our websites (individually referred to as ‘a website’ and collectively as ‘the websites’), our mobile application (our ‘app’), and any software and web-based applications we provide. ‘Online marketplace’ refers to our platform where third-party sellers trade DIY and home improvement products. The terms ‘we’, ‘us’, or ‘our’ in relation to the online marketplace specifically denote Toner Dampproofing Supplies Ltd.

2.5 – For GDPR purposes (and equivalent data protection laws), we act as the controller of your personal information that we collect and process, as detailed in this Privacy Policy, unless stated otherwise.

2.6 – As detailed below, we may share your personal information with organisations that might process it as independent controllers (refer to Section 7 for more information).

3.0 – What Information Do We Collect?

3.1 – We collect various types of personal information:

When registering with us, we may request:

• Your name;
• Postal/delivery address;
• Email address;
• Telephone number;
• Profession;
• A password (please keep this safe);
• Preference for receiving information (via email, SMS, post, or telephone);
• Payment card details for orders (card number, expiry date, and CVV).

Information provided via email, phone, or forms on our digital services, including when registering on our website or app, or joining a scheme we operate. This may include your name, date of birth, address, contact details, home information, DIY skills, and marketing preferences.

3.2 – Information We Collect About Your Use of Our Digital Services:

• When shopping in-store or online, browsing our websites or apps, or interacting with us through third-party platforms (like mr damp, Twitter, Meta, or other social media), we may collect:
• Device information (manufacturer, model, operating system, IP address, browser type, mobile device identifiers);
• Product selection;
• Cookies, online browsing behaviour, location, and advert interaction details;
• Order and purchase details;
• Communications with us, including telephone call recordings and messages;
• Preferences related to our digital services;
• CCTV footage and accident log details (if applicable) when visiting our premises;
• User-generated content shared on our website and social media channels.

3.4 – Account and Online Shopping Linking: If you register an account or shop online, we can link your pre-registration/online purchase behaviour to your account and subsequent information collected.

3.5 – Online Marketplace Transactions: Data may be collected during transactions through the Online Marketplace, particularly for order processing and dispute resolution. In such cases, both we and the third-party seller act as joint controllers for the personal information, referred to as “joint activities” in this policy. For other activities, refer to the third-party seller’s privacy notice.

3.6 – Information Collected About Third-Party Sellers: We collect personal information from third-party sellers in the Online Marketplace, including directors’ names, addresses, and passport details, along with company information.

3.7 – Collection via Background Check Providers: Name and registered address of third-party sellers are collected by background check service providers and shared with us.

3.8 – Use of Aggregators: Information from sellers using aggregator services is shared with us, including names, addresses, and company information.

3.9 – Information Regarding Others: If you provide personal information about someone else, ensure you have their consent and they are aware of how we use personal information as outlined in this Privacy Policy.

4.0 – Why Do We Ask for This Information?

4.1 – We require your contact and payment details to process orders and facilitate joint activities. Browsing our website doesn’t necessitate sharing this information. However, to place an order, you’ll need to log in or register, enabling you to create a customer profile and manage your images, browsing information, and preferences across devices.

4.2 – Booking appointments through our website requires your name and contact details for booking management. We also gather information like product preferences and house size to tailor our guidance in product selection and service usage.

4.3 – Your contact details are also used for arranging follow-up appointments, tracking progress, and referring you to our partners associated with specific schemes.

4.4 – Personal information may also be provided through forums, product queries, reviews, customer support interactions, survey responses, or competition and prize draw entries.

4.5 – Contacting our customer support services, including phone support, instant messaging, and social media interactions, involves collecting your personal information.

4.6 – We collect personal data from third-party sellers to ensure legitimacy and facilitate communication for undertaking joint activities in our online marketplace.

4.7 – Consent is sought before using user-generated content on our website or social media. This consent can be withdrawn at any time through the platform used for consent request or by contacting us as detailed in Section 9.

4.9 – Your permission is requested for sending marketing and promotional materials. Options to withdraw consent include unsubscribing via communication links, adjusting settings on our website or app, emailing us, or writing to our customer services.

4.10 – Purchase details using payment cards are linked to understand customer purchasing patterns. This data, combined with other information, may be used for personalised marketing if you opt in. Opt-out options are available through email communication.

4.11 – Offers and marketing information might also be printed with your till receipt.

4.12 – We may use your purchase history and personal information to provide tailored offers and information. You can opt out of this use of your data via email. Using our website does not require granting this permission.

4.13 – Regardless of marketing preferences, we use your personal information for essential service communications related to orders, purchases, or scheme participation. We strive to tailor marketing communications to your interests where possible, but may also send other potentially interesting communications.

5.0 – How Do We Use Your Personal Information?

5.1 – We use your personal information for various purposes, as outlined below. We are legally required to indicate a “legal basis for processing” – the justification for using your information. This may be based on your consent, contractual necessity, our legitimate interests (which we’ll specify), or legal obligations.

5.2 – Usage of Personal Information:

• 5.2.1 – To fulfil contractual obligations, such as processing and fulfilling orders, and communicating about service or product orders; based on contractual necessity.
• 5.2.2 – To facilitate transactions through the online marketplace; again, this is a matter of contractual necessity.
• 5.2.3 – For communication with third-party sellers; necessary for contractual reasons to ensure smooth joint activities.
• 5.2.4 – To administer membership schemes, including record-keeping and ensuring membership benefits; based on legitimate interests.
• 5.2.5 – To follow up on incomplete registrations or orders; this is in our legitimate interest to remind and assist you in completion.
• 5.2.6 – To communicate about product or service orders; a requirement of our contract with you.
• 5.2.7 – For customer service communications; based on legitimate interests.
• 5.2.8 – To manage appointments booked through our websites or over the phone; again, based on legitimate interests.
• 5.2.9 – For feedback requests post-purchase or service provision, to improve our offerings; this falls under legitimate interests.
• 5.2.10 – To keep you informed about service changes and respond to queries; we do this in our legitimate interest.
• 5.2.11 – To provide information about products, services, and offers, subject to legal requirements and consent when necessary.
• 5.2.12 – To manage prize draws and competitions, including selecting winners; this is within our legitimate interests.
• 5.2.13 – To tailor offers and online experiences based on your purchase and browsing history; a legitimate interest.
• 5.2.14 – For quality improvement and development of services, including monitoring calls for training purposes; based on legitimate interests.
• 5.2.15 – To analyse business data and tailor marketing, including monitoring digital service usage; falls under legitimate interests.
• 5.2.16 – To improve and measure marketing effectiveness and share data with partners like Mr Damp, Google, and Facebook; a legitimate interest, ensuring confidentiality and compliance with data protection laws.
• 5.2.17 – For personalising your experience on our Digital Services; based on legitimate interests.
• 5.2.18 – To conduct security checks against fraud and criminal activities; this is in our legitimate interest and sometimes a legal obligation.
• 5.2.19 – To address claims against us, which may involve sharing information with insurers; based on legitimate interests and sometimes legal requirements.
• 5.2.20 – To comply with legal obligations, including court orders.
• 5.2.21 – To enforce our digital services Ts&Cs and other agreements; this processing is in our legitimate interest.
• 5.2.22 – For sharing user-generated content; based on your consent.
• 5.2.23 – To ensure a safe online marketplace; this falls under legitimate interests.
• 5.2.24 – To analyse customer survey data for business improvement; a legitimate interest.
• 5.2.25 – For the anonymisation of survey data for privacy protection and analysis; this is also a legitimate interest.

5.3 – Our Digital Services do not target children, and we do not knowingly collect data from them.

6.0 – How Long Do We Keep Your Personal Information?

6.1 – We are legally obligated to retain your personal information only as long as necessary for the purposes for which it is used. The retention period for your personal information is determined by several factors, including the reasons for its use, the volume and sensitivity of the information, the risk of unauthorised use or disclosure, and our legal and regulatory responsibilities.

6.2 – It’s important to note that third-party sellers on the online marketplace and our partners might have different retention periods for the personal information they handle.

6.3 – For information on their data retention practices, please consult the relevant third party’s privacy notice, if available.

7.0 – Who Do We Share Your Personal Information With?

7.1 – We are part of the Toner Dampproofing Group, which includes Toner Damp Proofing Ltd, Toner Dampproofing Supplies Ltd, No Hydro, Mr Damp & One Stop Damp Shop, we may share your personal information within the Group. For more on the Group, visit: www.tonerdampproofinggroup.com.

7.2 – We share personal information with Group members for the purposes outlined above and in subsequent points.

7.3 – Group members may use shared information to enhance their digital services, for analysis, and to offer relevant products and services.

7.4 – Automated and non-automated decision-making processes are used for business insights and customer preference evaluations, involving information sharing within the Toner Dampproofing Group. Each Group member processes this information independently, governed by their own privacy notices.

7.5 – Disclosure to Third Parties:

• Third-party service providers may access your personal information for functions like order fulfilment, data analysis, marketing assistance, payment processing, and customer service. These parties are restricted from using the information for other purposes.
• Online payment and digital wallet service providers may receive your personal information for transaction processing.
• We may share your information with social networking sites for targeted marketing.
• Data may be shared with third parties with whom we have commercial arrangements or shared business interests.

7.6 – In the online marketplace, personal information is shared with third-party sellers and aggregators for joint activities and their independent activities.

7.7 – For Toner Dampproofing Supplies Ltd Scheme participants, information may be shared with partners for quotations, surveys, and works related to the scheme.

7.8 – Personal information may be passed to external agencies, including law enforcement, for fraud prevention and crime detection.

7.9 – Information may be disclosed to insurers, prospective buyers, or during corporate reorganisations. In legal or contractual situations, we may also share your personal information.

7.10 – Data may be required to be shared for legal obligations, agreement enforcement, or protection of rights and safety.

7.11 – Anonymous or aggregated data could be shared with third parties.

7.12 – Links to External Sites:

• Links to other Toner Dampproofing Group company websites are provided on our digital services.
• Relationships with third parties may offer access to their websites or applications.
• We are not responsible for data handling by third-party websites or platforms.

7.13 – Data Processing Locations:

• Personal information may be transferred and processed outside your home country, including countries with different personal data protection standards.
• Protective measures include transferring data to countries with adequate protection or using approved data transfer agreements.
• For details on specific safeguards for international data transfers, contact us as outlined below.

8.0 – Your Rights

8.1 – You have several rights regarding your personal information, including the right to:

• Request confirmation of the personal information we hold about you and obtain a copy;
• Correct any inaccurate personal information;
• Request deletion of your personal information when it’s no longer necessary for us to retain it;
• Temporarily halt the use of your personal information in certain circumstances, especially if its accuracy is in question;
• Object to our continued use of your personal information unless we have compelling reasons for retention, such as for warranty support;
• Opt-out of receiving marketing materials like our catalogue, emails, and promotional offers;
• Receive your personal information in a structured, commonly-used electronic format, or have it transmitted to another company where technically feasible. This applies when our use of your information is based on your consent or necessary for contract fulfilment;
• Opt-out of automated decision-making processes, including profiling, in certain situations.

8.2 – For security, we may need proof of identity before disclosing personal information or fulfilling other requests.

8.3 – We aim to keep your personal information and contact preferences accurate and up-to-date. Please inform us of any incorrect details for amendment.

8.4 – If you’re dissatisfied with how we handle your personal information, you have the right to complain to the supervisory authority. For Toner Dampproofing Supplies Ltd, the relevant authority is The Information Commissioner’s Office, accessible at https://ico.org.uk/.

8.5 – In cases involving joint activities with a third-party seller, we may collaborate with them to adequately respond to your requests.

9.0 – How to Contact Us?

9.1 – To update your details or request a copy of your personal information:

• 9.1.1 – Use our Data Subject Request Form accessible via this link. Registered website users can update their details in the ‘My Account’ section by logging in with their username and password.
• 9.1.2 – Write to us at: Toner Dampproofing Supplies Ltd, Unit 20a Work West Enterprise Centre, 301 Glen Road, Belfast, Antrim, United Kingdom, BT11 8BU. Alternatively, use the ‘Contact Us’ enquiry form on our website.
• 9.1.3 – Email us at [email protected].

9.2 – To contact our Data Protection Officer, please email [email protected] or write to: Data Protection Officer, Toner Dampproofing Supplies Ltd, Unit 20a Work West Enterprise Centre, 301 Glen Road, Belfast, Antrim, United Kingdom, BT11 8BU.

10.0 – Protecting Your Personal Information

10.1 – The transmission of information over the internet is inherently insecure, a risk common to all online services, not just ours. We cannot guarantee the absolute security of your data (including personal information) when transmitted to our services; any transmission is at your own risk.

10.2 – It’s essential to guard against unauthorised access to your password and computing device. Always sign off and close your browser after using our services, especially when sharing a device or using a public computer, like those in libraries or internet cafés. This helps prevent others from accessing your personal information.

10.3 – We advise against using the same password and email address combination for your Toner Dampproofing Supplies Ltd account as you do on other websites. The same login credentials across multiple sites increase the risk of personal data breaches. If your details are compromised in a cyber-attack on another site, it could lead to credential stuffing attacks and potentially compromise your personal data on our site as well.

11.0 – Updates to This Notice

11.1 – We periodically update this notice. The most current version will always be available on our website. This notice was last updated on 19 December 2023.