Privacy Notice

We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.

Who we are

Envirochem Analytical Laboratories Ltd collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as a ‘controller’ of that personal information for the purposes of those laws.

The personal information we collect and use

Information collected by us – potential customers/customers

In the course of providing you with services we collect the following personal information when you provide it to us:

• names of the persons making the enquiry, their contact details and address
• details of a quote for work
• names of persons placing orders, their contact details and the delivery address(es)
• notes in relation to the work we are asked to carry out
• sample submission forms and sample paperwork
• reports and surveys in relation to the work we are asked to carry out
• sales history
• credit card payments/receipts

Information collected by us – suppliers

In the course of obtaining services from you we collect the following personal information when you provide it to us:

• names of persons we are placing orders with and their contact details
• bank details

How we use your personal information

In general terms we process your data to fulfil our responsibilities in the relationship that we have with you, to administer your account and to provide you with the products and services you have requested from us, including:

• delivering our products and services
• carrying out your instructions
• protecting our legal rights and complying with our legal obligations
• corresponding with solicitors, surveyors, analysts and third party intermediaries

• recovering money which you owe

How we store your personal data

Your personal data is held in both hard copy and electronic formats.

Electronic data, including emails, is stored in our servers, which are located in the UK. Our cloud based email security service provider stores all incoming and outgoing emails in servers located within the European Union.  Our data sharing portal provider stores documents in servers located within the European Union.  All providers of cloud services that we use are accredited to the ISO27001 standard.

We rarely transfer personal data to other jurisdictions. If we need to do this with your data we will tell you about the transfer and the safeguards in place to protect your data, before the transfer takes place.

Who we share your personal information with

For some processing purposes we share your data with third parties. This is a list of the information we may share with external recipients, and for what purpose:

• Our IT system providers have access to data so that we can ensure that our systems operate effectively and that we are running current versions of software
• If we need to in order to provide you with products or services you have requested
• Financial and quality auditors view data to monitor that we are complying with statutory and regulatory requirements and to confirm that we are complying with the requirements of the HSE, UKAS and the Environment Agency
• We will share your data with accounting professionals, legal professionals and other technical experts (including analysts and surveyors) when that is appropriate to fulfil the requirements of the service we are providing for you
• If we have a legitimate business reason for doing so (e.g. to manage risk, verify identity, enable another company to provide you with services you have requested, or assess your suitability for products and services)
• We will share personal information with law enforcement or other authorities if required by applicable law
• We will not share your personal information with any other third party

Whether information has to be provided by you, and if so why

The provision of names, address, telephone numbers, email addresses and site / job information is required from you to enable us to carry out our services to you or to enable you to provide services to us. We will inform you at the point of collecting information from you, whether you are required to provide the information to us.

How long your personal information will be kept

If we are providing services to you we will keep your data for no longer than necessary for the purposes for which the personal data is collected.

We maintain a schedule which dictates how long we keep documents for. Our document retention schedule applies dates that meet a statutory requirement, reflect periods for action following completion of the work or reflect good business practice.

Once the applicable retention period expires, unless we are legally required to keep the data longer, or there are important and justifiable reasons why we should keep it, we will securely delete/destroy the data.  

Reasons we can collect and use your personal information

We will only use information on you and individuals connected to your business where we have consent or we have another lawful reason for using it. These reasons include where we:

• need to pursue our legitimate interests
• need to process the information to perform a contract with you, or to take steps to enter into a contract
• need to process the information to comply with a legal obligation, for example accounting purposes
• need to establish, exercise or defend our legal rights

We do not carry out any direct marketing.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any material changes to information we collect or to the purposes for which we collect and process it.

Your rights

Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:

• fair processing of information and transparency over how we use your use personal information
• access to your personal information and to certain other supplementary information that this Privacy Notice is designed to address
• require us to correct any mistakes in your information which we hold
• require the erasure of personal information concerning you in certain situations
• receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
• object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
• object in certain other situations to our continued processing of your personal information
• otherwise restrict our processing of your personal information in certain circumstances

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

• email, call or write to us
• let us have enough information to identify you for example, your name, address, account number or job reference number
• let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill)
• let us know the information to which your request relates, including any account or reference numbers, if you have them

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

We hope that we can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 24 May 2018.

How to contact us

Please contact us if you have any questions about this privacy notice or the information we hold about you.

If you wish to contact us please send an email to gdpr@envirochem.co.uk or write to Envirochem Analytical Laboratories Ltd, Units 12-14 The Gardens, Broadcut, Fareham, Hampshire, PO16 8SS or call 01329 287777.