Privacy policy

This Privacy Notice is designed to help you understand everything you need to know about the what, why and how of our data gathering and processing operations, and what your legal rights are as an individual.

Who are we?

We are Pinstone Communications a UK limited company registered in England and Wales at Thorne Widgery, 2 Wyevale Business Park, Wyevale Way, King’s Acre, Hereford, HR4 7BS (5329961). In this document Pinstone Communications will sometimes be referred to as “we”.

We hope you’ll take some time to read this document; we’ve tried to keep it all as simple as possible and we will keep you informed if there are any changes to the way we process your personal data in the future, before making them.

Pinstone Communications takes its responsibilities to protecting your data very seriously and we do advise you get to know our practices – If there’s anything in this policy you don’t understand or if you want to ask any questions, please feel free to contact us using the details below.

What personal data do we collect?

Personal information is information about yourself that could be used to identify you. This information includes your name, your email, DOB, telephone number, NI, postal address, banking details, tax records, pension ID number, Wi-Fi data and HR records.

We may also collect information about your visits to our website, for example how you accessed our website, where you accessed our website from and what you searched for on our website.

For more information about the more technical information we may collect, such as the IP address (the location of the computer on the Internet) and cookies, please see our terms and condition policy on our website.

Why do we collect personal data?

The information we collect from Customers, Prospects, Suppliers, End user, Employee and Job applicants is done so for the purpose of fulfilling any contractual or legal obligation we have in running our business. The conditions of use are:

  1. Consent
    For Pinstone Communications to process your personal data we will be relying on your consent for us to do so.
  2. Contractual Necessity
    Pinstone Communications is required to process your names, address, DOB, telephone, email, NI, bank details, next of kin, pension ID number and tax information, for the purpose stated above in order to deliver on the terms of a contract between us and yourself, or it may be to deliver on the terms of a contract that is not yet in place but where there is an intention that it soon shall be.
  3. Legal Obligation
    Pinstone Communications is required to process your tax records, NI and Pension ID for the purpose stated above in accordance with our statutory obligations.
  4. Vital Interests
    Pinstone Communications is required to process your health and safety records for the purposes stated above on the basis that it is necessary to protect your own, or another person’s, vital interests.
  5. Legitimate Interests
    Pinstone Communications will process your names, address, DOB, telephone and email for certain legitimate business interests which include some or all of the following:
  • For direct marketing purposes,
  • To identify and prevent fraud,
  • To enhance the security measures in place that protect data we are responsible for,
  • To provide reference information to third party organisations where you request us to do so,
  • To investigate any future insurance claims,
  • To protect the company’s assets,
  • To provide you with goods and services you are looking for,
  • To improve the quality of the services we offer, and to better understand our customers’ needs,
  • To inform you of other goods and services we provide, or offers that may interest you,
  • To send notifications on subjects you have subscribed to,
  • To request feedback and reviews,
  • To allow us to understand the scale and range of our customer base.

Where we are processing your data for the above reasons we shall always hold your data rights paramount. You have the right to object to this processing if you wish, more details can be found below on objecting to processing.

If we don’t have it, we can’t work with it

It’s always your choice on whether to provide personal data of course, if you decide that you don’t want to provide us with your personal data then in turn we will not be able to provide for you our services.

Who will we share your information with?

In order to achieve the above stated purposes for which we will process your personal data, we may need to share this information with various third-party data processors necessary to achieve those purposes. The third parties maybe some or all of the following:

  1. Our accountants
  2. Our solicitors
  3. Our pension provider
  4. Our HR consultant
  5. HMRC

We will never share your personal data with third-parties that intend to use it for their own purposes, 

Pinstone Communications may transfer your personal data to another data controller in the Pinstone Communications group to be used for similar purposes as those stated above.

No third party we employ who must have access to our data in order to perform their function will be allowed to use any of that data for any purpose unrelated to the purposes stated above.

Where is my data going to be kept?

Pinstone Communications will not transfer your personal data to any country outside the list of countries approved by the EU Commission as having appropriate safeguards for data transfers.

How long will we keep your data for? 

We will process your personal data as long as any contract that is in place between you and the Pinstone Communications is in effect, or until the purposes for which the data was originally gathered have become irrelevant.

  1. Contractual Necessity
    Where the lawful basis of our processing is based on a contractual necessity, Pinstone Communications will retain your personal data for 12 months after the relevant contract has ended.
  2. Legal Obligation
    Where the lawful basis of our processing is based on a legal obligation, Pinstone Communications will retain your personal data for 12 months from the time it is last actively processed. Relating to Pension we will keep your records for 75 years.
  3. Vital Interest
    Health and safety legislation places obligations on organisations to retain medical records for 40 years from the date of last entry:
    1. Under the Control of lead at Work Regulations 1998
    2. As specified by the Control of Substances Hazardous to Health Regulations 1999
    3. Under the Control of Asbestos at Work Regulations 1987/1998
      Where the lawful basis of our processing is based on protection of vital interests and insofar as the above obligations apply Pinstone Communications will retain your personal data for 40 years.
  4. Legitimate Interests
    Where the lawful basis of our processing is based on legitimate interests Pinstone Communications will retain your personal data for 12 months post campaign or until it has become irrelevant.

What data breach procedures we have in place

In the case of a data breach we will inform the Information Commissioner’s Office (ICO) within 72 hours of the suspected breach. When we know information about a breach, we will provide this to individuals affected, together with advice to help them protect themselves from its effects.

Your Rights, Our Responsibility

There are several rights granted to you immediately upon providing us with your personal information; we’d like you to know that at Pinstone Communications we take your rights as a Natural Person seriously and will always conduct ourselves in a way that is considerate of our responsibility to serve your legal rights. 

  1. Withdrawing Consent
    Should the time come where you no longer wish for us to have or use your personal data you may withdraw your consent, and you may withdraw your consent at any time. To withdraw your consent for us to process your data, we request you contact us with instructions of your wishes.
    After a withdrawal of consent request is received we may contact you to verify the request.
    Withdrawing your consent for us to process your personal data, will not affect the lawfulness of the processing beforehand.
  2. The Right of Access
    This grants you the right to confirm whether or not your personal data is being processed, and to be provided with all the relevant details of what those processing operations are. If you would like access to the personal data we have about you, we ask that you contact us by the email or postal address below.
  3. The Right of Erasure (‘Right to be Forgotten’)
    You have the right to request that we erase all personal data we have about you, and we must respond to that request without undue delay. There are some conditions that apply with this right, but we will make every attempt to respond to a ‘Right to be Forgotten’ request within 30 days or receiving it.
  4. The Right to Rectification
    This one is fairly straight forward; if you notice that the data we have about you is inaccurate or incomplete, you may request we rectify the mistake. We will make every effort to respond to requests of this type immediately.
  5. The Right to Restriction
    You have the right to have us restrict the processing of your personal data and ensure that processing only takes place with your consent or for legal purposes. 
  6. The Right to Objection
    The right to object is a basic freedom all democracies enjoy. If you wish to object to the way we use, or have used, your personal data you may do so freely.
  7. The Right to Portability
    This is a legal right afforded to you that most companies already provide; it basically states that if you request it, we must pass on all of the details you have given to us to another provider of your choosing.
  8. The Right to Complain
    We will always try to maintain the highest standards and encourage the confidence our customers have in us as an organisation. In order that we can achieve this we do request that any complaints be first brought to our attention so we can properly investigate matters; if however you would like to complain about Pinstone Communications Ltd to a supervisory authority you may do so by contacting the Information Commissioners Office on 0303 123 1113, or anyone of the other reporting methods listed on their website – https://ico.org.uk/concerns 

Our contact details

If you wish to get in touch with Pinstone Communications, or speak with our Date Protection Representative – Robin Linch, please do so with any of the below contact details:

Pinstone Communications 

Owen Way

The Business Plaza

Leominster

Herefordshire

HR6 0LA

T:  01568 617620

@: robin@pinstone.co.uk