Privacy Notice

Sydenhams Group — how we handle your personal information.

This privacy notice belongs to the Sydenhams Group (“We”, “Us”, “Our”, “Sydenhams Group” or “Sydenhams” means Sydenhams Limited and its subsidiaries). This privacy notice describes how we (and any related entities, partners and relevant third parties) handle the personal information of the following groups of people:

• Users of our website
• Clients who buy products or services or register an account with us
• Our suppliers

Please note, our website and digital platforms such as social media may have links to other websites that we do not operate. If you follow these links, you will exit our website. You should be aware that we do not control the content of any third-party website. External sites will have their own privacy policies that you should review carefully.

Our contact details

What, how & why we collect personal information

We gather and use information that could identify a person either directly or indirectly, often by their name, account, location, an online identifier or other factors related to their identity.

Personal information may have “special category data” that refers to racial or ethnic origin, political opinions, religious beliefs, trade union membership, physical or mental health and criminal records and allegations.

When we get personal information from you, we will tell you whether it is needed or optional.

Most of the personal information we process is provided to us directly by you. Examples of the data we may process are:

• Personal Details — name, address, email address, phone number, birth date, identification copies.
• Organisation & Security Information — delivery address, payment information, CCTV footage, photos, credit checks, fraud checks.

When you buy products or services from us

Your data may be used by us for the following purposes:

• Answering questions, issues or requests
• Delivering a service or giving an estimate for a service
• Keeping you updated on our products and services (including marketing)
• Scheduling visits to your home (e.g. for a survey or installation)
• Managing your account, including doing identity checks if needed
• Informing you about significant changes or developments to our site or services
• Processing competition entries
• Claims management and insurance purposes
• Record keeping

When you supply products or services to Sydenhams

Your data may be used for the following purposes:

• Order processing and management
• Delivery, installation, return and refund management
• Product responsibility
• Account management, including credit and other background checks where relevant
• Letting you know about important updates or changes to our websites, services and policies
• Managing the supply chain
• Dealing with requests, enquiries and complaints about rights
• Claims and insurance purposes
• Keeping records

Information provided to us indirectly

Information about you may also be provided to us indirectly by:

• Delegated authorities
• Business associates
• Credit / default agencies
• Financial institutions
• Insurance companies
• Health providers
• Third-party service affiliates or suppliers who have sought your consent

Do we share your information?

We will only give third parties the information they need to provide the service we have hired them for, and they are not allowed to use that information for any other purpose.

Your personal data may be shared with the following third parties:

• Suppliers — for the purposes of completing an order
• Tax, customs and excise authorities
• Regulators, courts and the police
• Fraud screening agencies
• Credit reference agencies
• Duplicate payment reviewers
• Central and local government
• Insurance companies
• Other professional advisors

We may also share your personal information if we think that the sharing is necessary to enforce or apply our terms and conditions or to protect and defend our rights, property or the safety of our customers and other users of the website.

We may share and/or transfer your personal information in relation to a reorganisation of all or part of our business.

Some of the companies that we work with may be based in countries other than the UK. This means that your personal information may be sent outside the UK. We will make sure that your personal information is protected with the same standards of data protection as in the UK, by following the relevant laws.

What is Sydenhams’ legal grounding?

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

1. Your consent. You are able to remove your consent at any time. You can do this by contacting head office.
2. We have a contractual obligation.
3. We have a legal obligation.
4. We have a vital interest.
5. We need it to perform a public task.
6. We have a legitimate interest.

How we store your personal information

Your information is securely stored.

We keep your personal information for the required timeframe, as dictated by law or for operational purposes. We then dispose of your information by a secure method, which depends on how it is stored.

Your data protection rights

Under data protection law, you have rights including:

• Your right of access — you have the right to ask us for copies of your personal information.
• Your right to rectification — you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure — you have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing — you have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing — you have the right to object to the processing of your personal information in certain circumstances.
• Your right to data portability — you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at marketing@sydenhams.co.uk if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at support@sydenhams.co.uk.

You can also complain to the ICO if you are unhappy with how we have used your data.

Cookies

Our website uses a small number of cookies. Cookies are tiny text files placed on your device by a website, used either to make the site work, or to remember a setting between visits. We do not use any analytics, advertising, social-media or cross-site tracking cookies. Every cookie listed below is set directly by us (a “first-party” cookie) and stays on your device only.

Under the UK Privacy and Electronic Communications Regulations (PECR), the cookies in the table below are classed as “strictly necessary” (required to deliver the website you have asked for) or “functional” (used to remember information you have given us, such as your language or a draft form entry). Neither category requires your consent, but we list them in full so you can see exactly what is in use.

You can clear or block cookies in your browser at any time. Doing so may stop parts of the site working, for example the Cut List or enquiry forms.

Cookie	Purpose	Duration	Type
__RequestVerificationToken	ASP.NET anti-forgery token. Protects forms against cross-site request forgery attacks.	Session	Necessary
.ASPXANONYMOUS	Identifies an anonymous visitor across pages so the site can preserve session-related state before login.	~70 days	Necessary
.DOTNETNUKE	DotNetNuke (DNN) forms-authentication cookie. Set only when you sign in to keep you logged in across pages.	Session (or until logout)	Necessary
ASP.NET_SessionId	ASP.NET session-state identifier used by the platform to keep your activity together during a single visit.	Session	Necessary
authentication	DNN authentication-state token used as part of the sign-in flow.	Session	Necessary
DNNCutList_CSRF	Anti-forgery token specific to the Cut List module. Stops third-party sites submitting Cut List requests in your name.	Session	Necessary
dnn_IsMobile	Records whether your device is mobile so the skin can serve the appropriate layout.	Session	Functional
language	Stores your language preference (e.g. en-US) so we can serve the right localisation on return visits.	Session	Functional
LastPageId	Holds the ID of the last page you viewed so the platform can support “return to previous page” behaviour.	Session	Functional
CutLastContact	Remembers the contact details you entered on a previous Cut List or enquiry form so you do not have to retype them.	Session	Functional
DNNCutListV2_DraftToken	Holds a reference to your in-progress Cut List so you can return and resume it without losing your work.	Session	Functional

Changes to this list. If we ever introduce a cookie that is not strictly necessary or purely functional — for example an analytics or marketing cookie — we will update this notice and ask for your consent before that cookie is set.