We are Haus Maids Bishop’s Stortford (company number 11848288 trading as Haus Maids. Our address is 12 Station Road, Sawbridgeworth, United Kingdom, CM21 9AZ.
- How we use your information
The following sections explain:
- what information we hold about you,
- why we are processing that information,
- the legal bases for the processing,
- the duration for which we keep your information, and
- (if applicable) who your information will be shared with and where those recipients are based.
Which information do you process?
We process the following information from you:
- Information you give us. This is information about you that you give us by filling in forms on our website, emailing us, writing to us, or speaking to us over the phone or in person. The information you give us might include your name, address, email address, phone number and payment information.
- Information we collect about you. Through our website, we collect information which your web browser makes available to us. This includes technical information, such as your IP address, and information about how you interact with our website.
- Information we receive from third parties. If you are an employee or representative of one of our suppliers or customers then your organisation might share your information with us. Additionally, if you are a supplier of our franchisor or you work for such a supplier then your information may be passed to us by our franchisor. In each case, the information we receive about you may include your name, address, email address, phone number and payment information.
Why do you process my information and on what legal ground?
The reason for processing your personal information depends on your relationship to us.
- For customers and suppliers we process your information to perform the contract between us, including where we take pre-contractual steps. We also process your information because we have a legitimate interest in using it to operate our business (e.g. to raise and settle invoices), to coordinate our marketing activities within the Haus Maids group, or to respond to your enquiries.
- For employees and representatives of our customers and suppliers, we process your information because we have a legitimate interest in processing your information in order to administer the relationship between your organisation and us.
- For other Haus Maids businesses and their employees/representatives, we process your information because we have a legitimate interest in cooperating with you to promote the Haus Maids business.
- For all other third parties, we have a legitimate interest in processing your information in order to administer our business. This includes where we send you marketing information about our services.
We also produce and maintain business records containing your information, such as financial records, where we have a legal obligation to do so.
How long do you keep my information for?
We only keep your information for as long as is reasonably necessary, taking into account the purpose for which it was collected. Generally speaking, we keep your information for the following periods of time:
- for customers, suppliers, and their employees and representatives, six years from the date the relevant contract between us ended;
- we keep business records, such as financial and compliance records, for as long as we are required to do so by law; and
- in all other cases we keep your information for so long as necessary to carry out the processing for which it was collected.
If we need to keep your information for a longer period then we will notify you of the reason and grounds for doing so.
Who is my information shared with?
Your personal information is not shared with anyone except where we are required to do so to comply with the law, to protect our rights, or to effectively operate our business.
We may share your information with the following people or group of people:
- Our outsourced service providers. Our service providers (including IT providers) may be granted access to your information as part of the service they provide to us. Our service providers are subject to strict contractual obligations to treat your personal information confidentially and to comply with data protection law at all times.
- Professional advisers. We may share personal information with our legal, financial and other professional advisers for the purpose of obtaining their advice. These transfers are protected by our advisers’ duties of confidentiality.
- Our franchisor. We are contractually obligated to share certain information with our franchisor, Haus Maids Franchising Ltd. This is usually done to monitor our performance and to monitor and coordinate the business’ marketing activities. We limit the information we share to only that which is necessary for the purpose we are sharing it.
- Government bodies and the courts. If we have a legal obligation to do so, we will share your information with government bodies, regulators and/or the courts.
Your information may be transferred to New Zealand as part of the software service provided to us by Xero Limited. This transfer is permitted because New Zealand is a country which has been recognised as upholding the same high standards of data protection law.
Otherwise, to the best of our knowledge, your information will not be transferred outside of the European Economic Area and the United Kingdom, or to any country which is not approved by the European Commission (or the Information Commissioner post-Brexit). If this changes then we will let you know.
- Your rights
Under data protection law you have the following rights:
- if we are processing your personal information on the basis of your consent then you have the right to withdraw that consent at any time. Consent can be withdrawn by contacting us using the details set out in section 9 The lawfulness of our historic processing based on your consent will not be retrospectively affected by your withdrawal of consent;
- the right to access a copy of your information which we hold. This is called a ‘subject access request’. Additional details on how to exercise this right are set out in the ‘Access to Information’ section below;
- the right to prevent us processing your information for direct marketing purposes. We will inform you (before collecting your data) if we intend to use your personal information for this purpose or if we intend to disclose your information to any third party for this purpose. You can also exercise the right at any time by contacting us using the details set out in section 9, below;
- the right to object to decisions being made about you by automated means. We do not currently use automated decision making in our business;
- the right to object to us processing your personal information in certain other situations;
- the right, in certain circumstances, to have your information rectified, blocked, erased or destroyed if it is inaccurate;
- the right, in certain circumstances, to claim compensation for damages caused by us breaching data protection law; and
- the right, in certain circumstances, to request that we erase, rectify, cease processing and/or delete your information.
You also have the general right to complain to us (in the first instance) and to the Information Commissioner’s Office (if you are not satisfied by our response) if you have any concerns about how we hold and process your information. Our contact details are set out in section 9, below. The Information Commissioner’s Office website is www.ico.org.uk.
For further information on your rights under data protection law and how to exercise them, you can contact Citizens Advice Bureau (www.citizensadvice.org.uk) or the Information Commissioner’s Office (www.ico.org.uk).
- ACCESS TO INFORMATION
Under data protection law you can exercise your right of access (known as a ‘subject access request’) by making a written request to receive copies of some of the information we hold on you. We may request proof of your identity, or proof of your authority if making the request on behalf of someone else, before we can supply the information to you. Requests should be sent to us using the contact details in section 9 below.
You do not need to pay a fee to exercise this right unless you are requesting copies of documents you already hold, in which case we may charge our reasonable administrative costs. We are also allowed to charge you for our reasonable administrative costs in collating and providing you with details of the requested information which we hold about you if your request is clearly unfounded or excessive. In very limited circumstances, we are entitled to refuse to comply with your request if it is particularly onerous.
In certain circumstances, you are entitled to receive the information in a structured, commonly used and machine-readable form.
- Data security
We will always store your digital information on secure servers. Nevertheless, the transmission of information via the internet is not completely secure. Although we will do our best to protect your information, we cannot guarantee the security of your information transmitted to our site or otherwise to our servers (such as by email). Any such transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
- Third party Sites
Our site may, from time to time, contain links to and from partners’, advertisers’, affiliates’ and social network sites. If you follow a link to any of these websites, please note that these sites have their own privacy policies and that we do not accept any responsibility or liability for those policies. Please check their privacy policies before you submit any personal information to those websites as they may not be on the same terms as ours.