Ryan Jones Group Ltd and its subsidiaries, Aggregates Express Ltd, Aggregates Express Quarry Products Ltd, and Garth Isaf Estates Ltd (“We”) are committed to protecting and respecting your privacy.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
The rules on processing of personal data are set out in the UK General Data Protection Regulation (the “UK GDPR”).
Data controller – A controller determines the purposes and means of processing personal data.
Data processor – A processor is responsible for processing personal data on behalf of a controller.
Data protection legislation – Means the data protection legislation enforce in the UK from time to time and includes the Data Protection 2018 (as amended) and the UK General Data Protection Regulation (UK GDPR).
Personal data – The UK GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier. For example, name, address, or email address. Online identifiers include IP addresses and cookies.
Processing – Means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Third party – Means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.
2. Who are we?
WE are the data controller. This means we decide how your personal data is processed and for what purposes. Our contact details are by email, by telephone, 01443 203276 or by post: Garth Isaf Farm, Efail Isaf, Pontypridd, CF38 1SN.
3. The purpose(s) of processing your personal data
We use your personal data for the following purposes:
- Checking authenticity of client/supplier.
- Administration of Accounts functions (credit checks).
- Administration of Operations functions.
- Administration of payment schemes.
- Managing duties and obligations under the current legislation.
4. The categories of personal data concerned
With reference to the categories of personal data described in the definitions section, we process the following data for clients and suppliers:
- Details such as name, address, phone numbers, email addresses, banking details, company number, vat number, financial accounts, customer references, order numbers, rates, invoices and delivery notes, audio data CCTV on vehicles or whilst visiting our premises.
5. What is our legal basis for processing your personal data?
At least one of these will apply whenever the Company processes personal data:
- Consent: the individual has given clear consent for you to process their personal data for a specific purpose.
- Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.
- Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).
- Vital interests: the processing is necessary to protect someone’s life.
- Public task: the processing is necessary for you to perform a task in public interest or for your official functions, and the task or function has a clear basis in law.
- Legitimate interests: the processing is necessary there is good reason to protect the individual’s personal data which overrides those legitimate interests.
You’re free at any time to change your mind and withdraw your consent. The consequent might be that we can’t do certain things for you.
6. Sharing your personal data
Your personal data will be treated as strictly confidential, and subject to applicable law, we may share your data with:
- The Company’s group of companies and associated companies.
- Subcontractor and other persons who help us provide our product or services.
- Companies and other persons providing services to us.
- Our legal and other professional advisors, including our auditors and insurers.
- Government bodies and agencies in the UK and overseas (e.g., HMRC).
- Courts, to comply with legal requirements, and for the administration of justice.
- In an emergency or to otherwise protect your vital interests.
- To protect the scrutiny or integrity of our business operations; and
- Legal representatives.
- Anyone else where we have you consent or where it is required by law.
7. How long do we keep your personal data?
The following criteria are used to determine data retention periods for your personal data:
- Retention in case of queries: We’ll retain your personal data for as long as necessary to deal with your queries.
- Retention in case of claims: We’ll retain your personal data for as long as you might legally bring claims against us; and
- Retention in accordance with legal and regulatory requirements: We’ll retain your personal data after your contract has ended and for accounting purposes based on our legal and regulatory requirements. I.e., accounts for a minimum of 7 years.
8. Providing us with your personal data
We require your personal data as it is a statutory or contractual; requirement necessary to enter a contract. You must notify us on any changes to ensure accuracy and remain current.
9. Data Protection Principles
Under GDPR, all data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:
- Processing will be fair, lawful and transparent.
- Data be collected for specific, explicit, and legitimate purposes.
- Data collected will be adequate, relevant and limited to what is necessary for the purposes of processing.
- Data will be kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay.
- Data is not kept for longer than is necessary for its given purpose.
- Data will be processed in a manner that ensures appropriate security of client data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures.
- We will comply with the relevant GDPR procedures for international transferring of client data.
10. Your rights and your personal data
Unless subject to an exemption under the UK GDPR, you have the following rights with respect to your personal data:
- The right to request a copy of the personal data which we hold about you.
- The right to request that we correct any personal data if it is found to be inaccurate or out of date.
- The right to request your personal data is erased where it is no longer necessary to retain such data.
- The right to withdraw your consent to the processing at any time, where consent was your lawful basis for processing the data.
- The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e., where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means).
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing.
- The right to object to the processing of personal data, where applicable i.e., where processing is based on legitimate interests.
11. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.
All requests to gain access to their records should be made in writing and may take up to one month for requests to be handled.
13. How to make a complaint
To exercise all relevant rights, queries, or complaints please in the first instance contact us using the above details as mentioned in clause 2. If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office