1. Trade Privacy Notice
1.1. Here at [ContractWho] we know how important it is to keep your personal data safe, that is why we are committed to making sure that you receive the service you expect and that your privacy is protected every step of the way.
1.2. [ContractWho] is a trading name of [Company] which is the data controller. We are part of the [Company Name]. For more information on the group, please visit www.civiltechsource.com.
1.3. In this notice you will discover what personal information we collect, how we use it, how long we keep your data and how to exercise your data protection rights. We offer different membership options and there might be some differences in how we process your personal data depending on the membership you have selected.
2. Membership
2.1. Unclaimed listings on our website
2.2. We have created a free [ContractWho] listing for your business on our website using data obtained from several sources. These sources include data providers such as the Experian, and publicly available information. We process your information for our legitimate business interests.
2.3. The data we collect includes:
- Business Name
- Business Address
- Telephone number (including mobile)
- Email address
- The services you provide
2.4. You can ask us to remove the listing at any time by sending an email to: removelisting@ContractWho.com
2.5. If you do not wish to receive marketing communications from us, please email: marketing@ContractWho.com
3. Claimed listings on our website
3.1. When you claim your [ContractWho] listing, we will collect personal and business details to ensure that we provide everything you need to make the most of our services. We process your information for the purpose of entering you into a contract.
3.2. Examples of the types of information we usually collect are:
- Business Name
- Names of individuals to be listed
- Address (business and personal)
- Telephone number (include mobile)
- Email address (business and personal)
- Services provided
- Reviews
3.3. We will also complete some basic checks. These checks include open source reviews of press stories and reviews/feedback relevant to you or your business. The checks also include reviewing social media business pages. These may be completed by a third party under the instruction of [ContractWho].
3.4. We publish the full address details of corporate bodies such as limited liability partnerships, limited companies and Scottish partnerships on our website as part of your membership profile.
4. Full Member
4.1. When you enquire about joining [ContractWho] as a Full Member we will collect personal and business details to provide you with our full membership services. We process your information for the purpose of entering you into a contract.
4.2. We also use this information to process your membership application and to support you if you successfully become a [ContractWho] member.
4.3. Examples of types of information we usually collect are:
- Business Name
- Address
- Telephone number
- Email Address
- Company Number
- VAT no
- Payment Details (Direct Debit, credit/debit card number)
- Services & sectors of work
- Customer references
- Reviews
4.4. To become a Full Member, you will also have to pass our independent checks which is an important part of our vetting process, these include:
- Open source reviews of press stories and reviews/feedback relevant to you or your business, these checks include reviewing social media business pages
- Credit checks
- Company checks on Companies House
- Sharing data with Trading Standards (this sharing is carried out under our legitimate business interests)
- DBS checks (only carried out if there is reference to unspent convictions during the application process)
4.5. The information we collect during your membership application will be used to carry out these checks. Additional information will be requested if required. We also carry out checks on linked individuals such as directors, partners, employees, agents, suppliers or contractors. This personal data should only be shared with us with the knowledge and consent of the individuals concerned.
4.6. When other individuals are added to your account at your request, they will also have to undergo vetting checks. These checks include a database duplicate check, a director’s credit check and open source reviews of press stories. Some additional checks might be required depending on the results of our initial vetting.
4.7. We publish the full address details of corporate bodies such as limited liability partnerships, limited companies and Scottish partnerships on our website as part of your membership profile.
5. Secure Contacts
5.1. All members listed on [ContractWho] are provided with a secure telephone number and email address as part of our Secure Contacts system. This contact information is displayed with the profile of the member for use by consumers when making enquiries.
6. Keeping and storing your data
6.1. If you are a current or past member, we will keep a copy of your personal details for five year from the time your active membership with us ends. Holding on to data allows us to keep accurate records for tax and financial purposes. It also enables us to handle any future complaints. In some cases, we are also legally required to do so. To protect the integrity of our membership we retain personal details for a longer period in cases where we terminated the membership due to unacceptable practices or behaviour.
6.2. If you have applied to be a member of [ContractWho] and your application has been successful, we will maintain a record of your application for two years from the date you applied. Maintaining a record of unsuccessful applications helps us to ensure our service is working correctly and allows us to identify duplicates or fraudulent activity.
6.3. Some of the data that we collect may be transferred to and stored at a destination outside the European Economic Area. We will take all steps reasonably necessary to ensure that your data is treated in accordance with this privacy notice and applicable privacy laws.
7. Sharing your data with third parties
7.1. To be confirmed in due course.
8. Sharing your data with third parties (other purposes)
8.1. We rely on our legitimate business interests and statutory obligations to share information with third parties for the following purposes:
- To carry out background checks including sharing data with local Trading Standards Offices
- To deliver the services you have asked for including passing details to payments providers
- To enable us to carry out the checks we require for vetting purposes through credit score agencies, media risk screening companies, accreditation bodies and identity confirmation companies
- For legal or regulatory purposes including fraud prevention
- If we buy or sell any business or company assets
- For data analysis purposes within the Civil Tech Source Group Limited
- To aid law enforcement and other agencies when legally obliged
9. Keeping you in the loop
9.1. If you have given your permission, we will use your details to contact you directly about other products and services that we think may be of interest to you.
9.2. Whenever we collect your personal information, we will give you the opportunity to let us know how you would like us to get in touch in the future. We promise not to inundate you with marketing messages, but we also understand if you would prefer not to receive anything from us.
9.3. You can contact us at any time through the Contact Us section or by sending an email to: marketing@ContractWho.com. You will also find an unsubscribe link at the bottom of every marketing email or text we send to you.
10. Service messages
10.1. If you have provided an email address or mobile number you will receive service messages related to the management of your membership, which includes payment and renewal documents. If you would prefer not to receive messages in this way, let us know and we will be happy to provide them in paper form instead.
11. Your rights matter
11.1. If you would like to know more about the personal information that we hold about you, you can make an access request. If you find that this information is incorrect you can ask for it to be updated. If you believe your information is being processed without a lawful basis, you can ask us to stop or request that it be deleted from our systems.
12. Updates
12.1. When changes are made to this notice, it will be noted on the front page of the website.
