Plain Air Ltd is a UK based company. You can contact our business and our Data Protection Specialist at Nanfield, Exmouth Road, Exeter, EX3 0PZ and at firstname.lastname@example.org.
We provide air purification solutions to private customers and businesses and our activities include communication with clients to facilitate the fulfilment of product orders and consultation services. This is processing necessary to fulfil an order with our client and it is in our legitimate business interests to build a relationship with our client. For this purpose we have records of our client’s name, address and phone number; the information usually provided for delivery.
Most of this information is held in Gsuite and Webflow and we routinely hold emails for 12 months minimum, so we have records going back a maximum of 18 months. Where clients are named in documents, we retain these for the duration of the order with the client and for six years thereafter. Information held in invoices (contact name and email address) is retained for seven years for tax purposes in a hosted accounting system. Information in our accounting records will be shared with HMRC, the courts and our accountants as necessary to meet our legal obligations.
We hold some of this information in GSuite and we routinely retain emails for 12 months minimum, so we might have records going back a maximum of 18 months. If we receive a request to unsubscribe from our newsletter we try to action that request before the next mailing but the hosted system we use retains the email address to ensure that we don’t accidentally add unsubscribed clients back onto the mailing list. Rejected newsletters may be followed up with an email from us and the email address is unsubscribed after three bounces.
Acting as a data processor
In providing advice and consulting services to clients we are a data controller. Occasionally we may be asked to act on client instructions as a data processor to assist in responding to a subject access request they have made or received.
Our website is an advertisement for our products and services and clients have the facility to make purchases online. We use the data that clients provide for marketing purposes to promote and sell our products. Some of the data we collect is derived from information about client activities on our website provided to us by Google Analytics as described below.
Payments for products are collected via Stripe and we hold no record of payment card details. We hold name, email address, phone number, geographic address and details of the transaction as necessary to fulfil the contract between ourselves and our customer. This information is stored in the UK and retained for seven years to meet HMRC requirements.
The insights provided by Google Analytics help us to better understand who our users are and to understand the factors that influence whether a user will make a purchase or not.
The kind of information that Google provides to us includes:
Due to the nature of the Google Analytics service, the information Google provides to us is also used by that company to market its services to us and other business users.
We do not share our marketing data,except as described with Google, and that is restricted to data derived from your use of our website. Note also that Google is located in the US and records will be held there. However Google publicly promotes the fact that it subscribes to Privacy Shield in the US which provides data protection similar to our European laws.
All of our marketing activity, including Google services is undertaken in our legitimate business interests in promoting and selling our products.
Your data protection rights
You have the right to ask for a copy of the personal data we hold that relates to you. If you think that information about you which we hold is incorrect or misleading you have the right to have the information corrected provided you can demonstrate that it is incorrect. You can also request the erasure of personal data relating to you in certain circumstances, where we do not require it to meet a legal obligation. You can also request a restriction of processing so that your records are maintained beyond our usual retention period. You have the right to object to processing on the grounds that it causes you damage or distress and have the right to take away a copy of your personal data in electronic format in certain circumstances.
If you are unhappy about the way we use your personal data or the way in which we respond to your request to exercise your data protection rights, you can contact us at Plain Air Ltd, Nanfield, Exmouth Road, Exeter, EX3 0PZ, UK but you also have the right to lodge a complaint with a supervisory authority, the Information Commissioner at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.