Terms and Conditions
Disclaimer
This World Wide Web Site (the "Site") is operated by PHS Group ("PHS"), a company registered under the Companies Acts in England (No.770813) and having its registered office at Western industrial Estate, Caerphilly CF83 1XH.
Intellectual Property
All materials within the Site are the intellectual property of PHS. Such materials may not be copied, save to the extent necessary to view them on-line. However, you may print complete pages of the site as hard copies for your own personal use.
Accuracy of Information
Whilst PHS use reasonable endeavours to ensure that the contents of this Site are accurate and up to date, it does not acept any liability for any information which may not be accurate. PHS is reliant upon third parties for much of the information provided (see below) and reserves the right to change data, references and product specifications at any time.
The contents of this site are for general information and public relations purposes only and do not purport to provide advice, make any offer or otherwise create or lead to the creation of any legally enforceable relationship between PHS and you. No reliance should be placed on any statements made on the site, whether for investment purposes or otherwise. PHS excludes to the fullest extent permitted by law all liability resulting from your access to the site including (without limitation) any loss (financial or otherwise), or damage resulting directly or indirectly from any such reliance.
PHS accepts no liability or responsibility whatsoever for any other web sites which may be accessed through the PHS site.
Privacy Notice
PHS Group is most famous for
washroom services and products. However, as one of the UK’s leading provider of
workplace services, we do much more than just washrooms; we offer a broad range
of solutions to help keep organisations running smoothly. In fact, we take care
of over 200,000 customers at over 450,000 locations across the UK and Europe.
PHS has 50 years of history, and
over that time we have developed an expert understanding of the practical and
legislative issues that our customers face daily in their workplace. Our
business comprises of an extensive product and service range, addressing
customer needs across two key areas - Hygiene and Specialist.
Although our customers
are primarily businesses, we do collect and use personal information relating
to individuals as part of our day-to-day activities. This is generally in order to provide
services directly to individuals, or when we work with individuals in our
customer or supplier businesses. We also
collect personal information about individuals who use our websites, wish to
receive information about our services or who wish to work for us.
This privacy policy sets
out how the PHS Group collects and uses personal information about these
individuals. In this policy “PHS”, “we”,
“us” and “our” means Personnel Hygiene Services Limited and its UK subsidiaries.
The names of the subsidiaries, as stated on the Data Protection Register held
by the Information Commissioner’s Office, are Direct365online Limited, PHS Compliance
Limited and Teacrate Rentals Limited. Personnel Hygiene Services Limited also
uses the following trading names: PHS Washrooms, PHS Floorcare, PHS Wastemanagement,
PHS Besafe, PHS Greenleaf, PHS Wastekit, Warner Howard, Syncros and Matta.
What lawful basis do we use to process personal
information about you?. 1
Why we need your personal
information and how will we use it?. 2
How do we protect your
information?. 4
Transferring your
information overseas. 5
Social media. 5
How long we keep your
data. 5
Your rights. 6
Cookies. 6
Other websites. 6
How to contact us?. 7
·
Under data protection law, we are required to
only collect and use personal information in accordance with at least one of
six lawful bases (or 'conditions'). Some
of these conditions overlap and more than one may apply.
·
We
have reviewed the purposes of our processing activities, and indicated in the
table below the lawful basis (or bases) for each activity.
·
We
have checked that the processing is necessary for the relevant purpose, and are
satisfied that there is no other reasonable way to achieve that purpose.
·
We
have documented our decision on which lawful basis applies to help us
demonstrate compliance.
·
We
have included information about both the purposes of the processing and the
lawful basis for the processing in our privacy notice
·
Data
protection law affords additional protection to certain categories of personal
information (known as 'special categories').
These includes information revealing racial or ethnic origin, political
opinions, religious or philosophical beliefs, trade union membership, genetic
information, biometric information for uniquely identifying a person,
information concerning health, and information concerning a person's sex life
or sexual orientation.
·
Where
we process special categories of personal information, we have also identified
a condition for processing such categories, and have documented this.
| Ref | Lawful Basis to process
personal data |
| 1 | |
| 2 | Processing is necessary for the performance of a contract to which
the data subject is party or in order to take steps at the request of the
data subject prior to entering into a contract. |
| 3 | Processing is necessary for compliance with a legal obligation to which
we are subject. |
| 4 | The data subject has given consent to the processing of his or her
personal data for one or more specific purposes. |
To provide an outstanding service to our customers,
employees and suppliers, we collect and process personal information in the
following ways.
| Service Provided | Scenario | How will we use your
information | Lawful Basis Ref |
| Marketing, Lead and Prospect
Customer Information |
| Informing our current and prospective customers of PHS products and
services | Request a quotation for our products, services or place an order by
corresponding with us by telephone, email, post or through our website
(website usage information is collected using cookies) | For customers and prospective customers, we will use your
information to provide any products and services you’ve requested and for
other purposes, for example: ·
To confirm your identity and
address. ·
To process your order, manage your account
and, unless you opt out, to email you about products, services and promotions
that ay
be of interest to you to ensure we are offering you the services. ·
To continually improve our products and
services ·
To administer our applications and for
internal operations, including data analysis, testing, research and survey
purposes. ·
To measure and understand the effectiveness of
the advertising we serve to our customers and to ensure we deliver relevant
advertising to them. ·
PHS will
only share your information for marketing purposes with its subsidiary
companies, as listed at the start of this privacy notice. ·
Where appropriate we will ask for your
consent. You can opt-out at any time
using the functionality built into all of our marketing messages. | 1 |
| Marketing to prospective or current customers | We also purchase contact information from a third-party data seller. | ·
Data is used to generate business leads and to
contact prospective customers who may be interested in our products or
services. Note PHS will not share
your information for marketing purposes with companies outside of our group. | 1 |
| Current Customer Information | |
| Sale Orders Processing | You purchase one off or ad-hoc goods from us. Over the phone or our websites
| ·
We only collect the minimum personal data
needed to process an order, manage an account or enter into a contract. Without this information we will not be
able to conduct business with you. ·
In processing your order, we may send your
details to, and also use information from credit reference agencies. ·
We may credit check new customer accounts
>£1k in value using a credit reference agency, where ratings do not meet
the required criteria, these businesses are placed on a monitoring list. We
do not credit check sole traders or those customers who fall under the
Consumer Credit Act. ·
To ensure that we are compliant with HMRC VAT
regulations. | 1,2 and 4 |
| Contractual Business for
prospective or current customers | You enter into a contractual relationship with us to provide goods or
services | ·
We only collect the minimum personal data
needed to process an order, manage an account or enter into a contract. Without this information we will not be
able to conduct business with you. ·
To ensure that we are compliant with HMRC VAT
regulations. | 2 |
| Customer Portal | Billing for goods or services provided by PHS | ·
To provide you with online VAT invoices and
supporting information such as your service history (as an alternative to
post) via our third party provider where you have opted in through the MyPHS online
portal. | 2 |
| Credit control and debt management | You fail to pay for your goods or services within agreed contractual
payment terms resulting in credit control and debt management processes | ·
As we invoice in advance, our credit cycles
take care of debt at early stages where we apply sanctions such as debt
collection, service suspension and ultimately termination of contracts due to
protracted default. ·
All information we use is on contracts or
public information generated from Companies House. We do not credit check
sole traders or those customers who fall under the Consumer Credit Act. | 2,3 |
| Legal or Regulatory obligations | To satisfy Environment Agency (EA) legal obligations | ·
If you are a producer of Hazardous waste for
which PHS issue consignment and
destruction notices that may be audited by the Environment Agency (EA). | 2,3 |
| Supplier Information | |
| Supplier Request for Information (RFI) or Request for Proposal (RFP) | You take part in a Request for Information (RFI) or Request for
Proposal (RFP) supplier selection process | For suppliers, we will use your information: ·
To confirm your identify and address. ·
To set you up on our preferred suppliers list. | 2 |
| Supplier Purchase Order and Invoicing | You submit an invoice for payment for services provided to PHS | ·
To manage our working relationship and
communications to ensure work is carried out efficiently. ·
To report any queries or concerns . ·
For payment of work. | 2 |
| Other Personal Data | |
| Site visitors | If you are a visitor to one of our sites and are not an employee,
customer or supplier /contractor i.e. perhaps a family member of one of our employees | ·
In order to give you a visitors pass we ask
for some basic details about you including your name, email, mobile number
and car registration (if you drive to the site). In these instances we do
this for compliance with Health & Safety and Fire regulations. | 1, 3 |
PHS implements
industry standard security measures to protect personal information in our own
and 3rd party supplier data centres. These controls cover information that is
stored (at rest) and when copied from one system to another (in motion).
Services that are internet facing are further independently
checked for all known security risks by accredited security specialists.
In general, personal information is only accessible to staff
on a need to know basis and appropriate security measures are in place.
PHS consciously selects suppliers
that have a European Economic Area (EEA) presence for the storage and
maintenance of personal data and information.
In a small number of very niche cases data is stored outside the
EEA. Any data stored outside the EEA is
protected by the EU Model Clauses which are EU-approved standardised
contractual clauses. These clauses
ensure that any personal data leaving the EEA will be transferred in compliance
with EU data protection laws. These
clauses also mean that the third party has adequate security measures and
controls in place to protect personal data.
All the personal data we process is processed
by our staff or the staff of carefully selected suppliers in the UK or by our
Business Intelligence partner in Chennai, India. For the purposes of IT hosting
and maintenance this information is located on servers within the European Economic
Area (EEA).
We use our social media channels, LinkedIn, Instagram,
Facebook, Twitter and YouTube to build brand awareness, promote content and
share information through thought leadership pieces, including articles, blogs
and videos. We do not monitor our social media channels for subject access
requests.
In exceptional circumstances, we do manage customer
complaints through some of our channels to maintain the highest quality of
customer service.
We’ll keep your information for as long as you have a
relationship with us. After the relationship ends, we’ll keep it where we have
a legitimate interest e.g. to help us respond to queries or complaints, or for compliance
with a regulatory or legal obligation such as but not limited to the following
legislation which have their own data retention rules
| ·
Equality Act 2010 ·
Employment Rights Act 1996 ·
Health and Safety at Work Act 1974 ·
Limitation Act 1980 ·
National Minimum Wage regulations 1998 ·
The Control of Substances Hazardous to Health
Regulations 1999 and 2002 ·
The Retirement Benefits Schemes (Information
Powers) Regulations 1995(SI 1995/3103) ·
The General Data Protection Regulation |
| ·
Companies Act 1985, 1989 and 2006 ·
The Income Tax (PAYE) Regulations 2003/2682 ·
The Statutory Sick Pay Regulations 2014 ·
VAT Act 1994 ·
Corporation Tax Act 2010 |
| ·
The Environmental Protection (Duty of Care)
Regulations 1991 ·
The Special Waste Regulations 1996 |
You have a number of rights relating to your information
e.g. to see what we hold, to ask us to
update incorrect or incomplete details, to object to or restrict processing of
it, to make a complaint, etc.
If you would like a copy of some or all of your personal
information, please email dataprotection@phs.co.uk or write to us. Please see the how to contact us section below.
If at any point, you believe the information we process on
you is incorrect you can request to see this information and have it corrected
or deleted. If you wish to raise a complaint on how we have handled your personal
data, you can contact us via email to have the matter investigated – dataprotection@phs.co.uk or by
writing to the address below.
If you are not satisfied with our response or believe we are
processing your personal data other than in accordance with the law, you can
complain to the Information Commissioner’s Office. You can find advice
on the ICO’s website [ico.org.uk/sar] and information on their powers and the
action they can take [ico.org.uk/action] or call them on 0303 123 1113.
Cookies are text files placed on your computer to collect
standard internet log information and visitor behaviour information. This
information is used to track visitor use of the website and to compile
statistical reports on website activity.
For further information visit www.moreaboutcookies.org or www.allaboutcookies.org
You can set your browser to not accept cookies and the above
websites tell you how to remove cookies from your browser. However, in a few
cases some of our website features may not function as a result.
Our website https://www.phs.co.uk/ contains
links to other websites which are not limited to those listed below. Variations
to this policy that are applicable to Direct365online Limited, PHS Compliance
Limited or Teacrate Rentals Limited websites are included in the specific
privacy statements for these businesses.
How to contact us?
Depending on your enquiry, there are a number of ways you
can get in touch:
| Type of enquiry | Contact details |
| Data request/complaint | dataprotection@phs.co.uk |
| General enquiries | 02920 851000 |
| Sales | 02920 809098 |
| Service | 02920 851000 |
| Other | 02920 851000 |
| Customer Complaint | 02920 851000 |
Please contact us if you have any question about our Privacy
Notice or information we hold about you:
Data Protection Officer
PHS Group
Unit B
Western Industrial Estate
Caerphilly
CF83 1XH
Version History
| Version | Next
review Date | Author |
| 1.0 | 25/05/2019 | D
Finlayson |
| | | |
| | | |