The Company is a business which provides a range of commercial cleaning and property maintenance services. The Company must process personal data (including sensitive personal data) so that it can provide these services – in doing so, the Company acts as a data controller. The Company is registered in England and Wales under the registration number 07320590. Our registered address is 29 Beckenham Road, Beckenham, Kent, BR3 4PR. In this document “we”, “us” and “our” refers to City West Support Services Limited.

We understand that you care about your privacy, and we take that seriously. This Privacy Notice describes our policies and practices regarding its collection and use of your personal data.

1. Collection and use of personal data

Sales and client data

We collect personal data through various channels including, but not limited to, the following channels:

  • Email marketing campaigns and communications (to individuals who have already consented to receive them);
  • Tender processes (where we have been invited to submit a bid for new work);
  • Business cards;
  • Face to face meetings (during the conducting of business).

Mostly, the personal data we collect is limited to the kinds of information that can be found on a business card: first name, last name, job title, employer name, work address, work email, and work phone number. Your information will not be passed/sold/distributed to a third party outside of our organisation unless consent is specifically given by you.

The main reason for using information about Clients is to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly. If you consent, we will send you free of charge marketing content e.g. monthly newsletters which relates to the preferences you have set, until you tell us not to. You can change your preferences or remove your consent at any time via unsubscribe links or by contacting us (see section 5).

Supplier and contractor data

We need a small amount of information from our Suppliers and Contractors to ensure that things run smoothly. We need contact details of relevant individuals at your organisation so that we can communicate with you. We also need other information such as your bank details so that we can pay for the services you provide (if this is part of the contractual arrangements between us). The main reasons for using your personal data are to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly, and to comply with legal requirements. The Company will not process your data with any third party.

2. Overseas Transfers

We will ensure that your data is kept securely and within the Privacy Shield (or similar) limitations where appropriate https://www.privacyshield.gov/welcome

3. Data retention

The Company will retain your personal data only for as long as is necessary. Different laws require us to keep different data for different periods of time. If we have not had meaningful contact with you (or, where appropriate, the company you are working for or with) for a period of two years, we will delete your personal data from our systems unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any anticipated litigation).

4. Your rights

Please be aware that you have the following data protection rights:

  • The right to be informed about the personal data the Company processes on you;
  • The right of access to the personal data the Company processes on you;
  • The right to rectification of your personal data;
  • The right to erasure of your personal data in certain circumstances;
  • The right to restrict processing of your personal data;
  • The right to data portability in certain circumstances;
  • The right to object to the processing of your personal data that was based on a public or legitimate interest;
  • The right not to be subjected to automated decision making and profiling; and
  • The right to withdraw consent at any time.

Where you have consented to the Company processing your personal data/and sensitive personal data you have the right to withdraw that consent at any time by contacting us (see section 5).

5. Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact City West’s data protection team: Data Protection Team, City West Support Services Ltd, 29 Beckenham Road, Beckenham, Kent BR3 4PR or email dataprotection@citywestservices.co.uk

Once received, we will address without delay and we will normally respond within 30 days. or at https://ico.org.uk/concerns/, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.

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