Privacy Policy

Privacy Policy Manual

Company Registration Number: 3079834

V.A.T. Registration Number: 661 361 840

Health & Safety

Policy Manual

Privacy Policy

January 2026

1.

Introduction

1.1

We are committed to protecting the privacy and security of our employees, customers and

supplier’s personal information.

1.2

This privacy policy applies where we act as data controller, the entity that determines the

purposes and means of processing data, of personal data given to us by our customers and

suppliers.

2.

How to contact us

2.1

We have one main office and can be contacted directly about your personal data on the

details below:

Data Protection Manager

S. Grimmett

Quarry, Plant & Industry Ltd

Heather works - Mill Lane

Heather

Leicestershire

LE67 2QE

Tel no: 01530 265900 (Mon-Fri 9-5pm)

3.

Data Protection Principles

We will comply with data protection law. This means that the personal information we hold on you

must be:

3.1

Used lawfully, fairly and in a transparent way.

3.2

Collected only for valid purposes that we have clearly explained to you and not used in any way that

is incompatible with those purposes.

3.3

Relevant to the purposes we have told you about and limited only to those purposes.

3.4

Accurate and kept up to date.

3.5

Kept only for such time as necessary for the purposes we have told you about; and

3.6

Kept securely.

4.

What and how information we collect & process with our employees, customers and suppliers

Personal data means any information about an individual from which that individual can be

identified. This includes:

- Privacy Policy (January 2026)

Company Registration Number: 3079834

V.A.T. Registration Number: 661 361 840

4.1

Personal contact details such as name, title, addresses, telephone numbers, and

personal email addresses – Including for employees only - some limited medical

records/information relevant to their employment with QPI.

4.2

Bank account details including bank account numbers and sort codes.

4.3

Account contact details such as name, addresses, telephone numbers and email

addresses.

4.4

Order and purchase order histories.

4.5

Personal information about customers when they purchase products and/or

services from us via email, telephone or in person.

4.6

Personal information about customers when they purchase products and/or

services from us via email, telephone or in person.

4.7

Personal information from suppliers they provide products and/or services to us

via email, telephone or in person.

4.8

Additional information from third parties including credit reference agencies

or other background/identity check agencies.

5.

Situations in which we use our customer and supplier information

We will use our customers and supplier’s personal information as follows:

5.1

We may process data submitted in an enquiry you submit to us regarding our

products and services. This is known as enquiry data and relates to data

submitted to us through our e-mail link, on our website, e-mail direct, telephone

or in person. This data may be processed for the purposes of offering a service

or supplying goods to you and is performed under the legal basis of either

consent or contract. We may provide information about other products and

services that are similar to those that may have already been purchased or

enquired about.

5.2

We may process data related to transactions and the purchases of goods and

services that you enter into with us via e-mail, phone or in person. This is known

as transaction data, and may include your name, contact details and card details,

relating to the transaction. Such data may be processed in order to supply you

with the purchased goods and services, and recordkeeping of such transactions.

To fulfil any requests our customers have made or orders placed, or to contact

our customers or suppliers with information relevant to these requests.

The legal basis for such processing is to perform a contract or take steps to enter

into such a contract at your request, as well as to fulfil legitimate interests, in

ensuring the proper administration of the business.

5.3

We may process data submitted to us in any form of correspondence you have

with us. This is known as correspondence data and may include content

associated with the communication. This data may be processed in order to

respond to your correspondence, and for record keeping, and to notify our

customers or suppliers about changes to our services, including data analysis,

Company Registration Number: 3079834

V.A.T. Registration Number: 661 361 840

developing new products, enhancing and improving our services.

5.4

To verify our customers’ ability to pay us for the products and/or services we

may provide and to confirm correct banking details by contacting our suppliers

for clarification and minimising fraud.

5.5

If you fail to provide certain information when requested, we may not be able to

perform the contract we have entered into with you, such as providing the

products and/or services to you or purchasing products and/or services from you.

5.6

We may process any personal data identified in this policy, where necessary, for

the purpose of obtaining or maintaining insurance coverage, managing risks, or

obtaining professional advice. This is under the legal basis of our legitimate

interests, namely providing the business with proper protection against risks.

5.7

We will only your personal information for the purposes for which we collected

it, unless we reasonably consider that we need to use it for another reason and

that reason is compatible with the original purpose. If we need to use your

personal information for an unrelated purpose, we will notify you and we will

explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge

or consent, in compliance with the above rules, where this is required or permitted

by law.

6.

Third parties and your personal data

6.1

We may disclose your personal data to our insurers or professional advisors

insofar as is reasonable and necessary in order to obtain or maintain insurance

coverage, manage risks, obtain professional advice, or for the establishment,

exercise, or defence of a legal claim.

6.2

We may disclose data to our suppliers or sub-contractors, as is reasonably

necessary to carry out the obligations stated in a contract between you and

ourselves.

6.3

We will share transaction data with our payment service providers, ‘ITS

Connect’, only to the extent of processing, refunding, and handling queries in

regards to payments.

6.4

We may disclose your personal data where such processing is necessary to

comply with legal obligations to which we are subject, or in order to protect your

vital interests or vital interest of another natural person.

7.

Data Security

We take the security of your data seriously. We have internal policies & controls in

place to prevent your data being lost, misused or destroyed, and is not accessed

except by our employees in the performance of their duties. Details of these

measures are: restricted PC access, password protected, passwords changed on

a regular pattern, up-to-date operating system, our software package used is

encrypted, updates, anti- virus protections, Microsoft security, secure server, and

Company Registration Number: 3079834

V.A.T. Registration Number: 661 361 840

active firewall. Employees trained about Malware through videos and literature.

The main office is locked out of office hours and locked filing cabinets.

7.1

We limit access to customers and supplier’s personal information to other third

parties who have a business need to know. They will only process customers and

supplier’s personal information on our instructions and they are subject to a duty

of confidentiality.

7.2

It is important that the personal information we hold about you is accurate and

current. Please keep us informed if your personal information changes during

our working relationship.

8

Data Retention and Deletion

8.1

We will only keep customers and supplier’s personal information for as long as

necessary to fulfil the purposes we collected it for, including for the purposes

of satisfying any legal, accounting, contractual or reporting requirements.

8.2

We determine the appropriate retention period for personal data, we consider the

amount, nature, and sensitivity of the personal data, the potential risk of harm from

unauthorised use or disclosure of customers and suppliers personal data.

8.3

Sometimes, we may anonymise customers and supplier’s personal

information so that it can no longer be associated with you, we may then use

such information without further notice to you.

8.4

Enquiry & Correspondence hard copy data will be retained for 12 months then

destroyed securely. IT data records will be kept indefinite, although historic data

will be purged with any system change.

8.5

Customers and supplier’s invoices will be kept for 6 years to cover potential HMRC

inspections.

9.

Your Rights

Under the General Data Protection Regulation (GDPR), your data protection rights

are the following:

9.1

Request access to your personal information (known as a "data subject access

request"). this enables you to receive a copy of your personal information we

hold about you.

9.2

You have the right to have any inaccurate personal data rectified, and

subject to the purposes of processing such data, to have any incomplete

personal data rectified.

9.3

Request erasure of your personal information. This enables you to ask us

to delete or remove personal information where there is no good reason

for us continuing to process it.

9.4

You can object to processing of your personal information where we are relying

on a legitimate interest (or those of a third party) and there is something about

your particular situation which makes you want to object to processing on this

Company Registration Number: 3079834

V.A.T. Registration Number: 661 361 840

ground. If such an objection is made, we will cease to process your personal data

unless we can demonstrate compelling legitimate grounds, in the defence of legal

claims.

9.5

You can request the restriction of processing of your personal data for a

period of time if data is inaccurate or there is a dispute about its accuracy or

the reason for processing it.

9.6.

You have the right to request a copy of your personal data from us in a commonly

used and machine- readable format.

9.7

You will not need to pay a fee to access your personal information. However,

we may charge a reasonable fee if a customer’s or suppliers request for

access is clearly unfounded or excessive. alternatively, we may refuse to

comply with the request in such circumstances.

9.8

We may need to contact our customers and suppliers to help us confirm your

identity and ensure your right to access the information. This is a security

measure to make sure that personal information is not disclosed to any

person who has no right to receive it.

9.9

If you want to withdraw consent, in the limited circumstances where you may

have provided your consent to the gathering, processing and transfer of your

personal data for a specific purpose, you have the right to withdraw your consent

for that specific processing at any time.

9.10 If you can contact the office number at the top of this document. Once we have

received notification that you want to withdraw your consent, we will no longer

process your personal data for the purpose you originally agreed to, unless we

have another lawful basis for doing so on a contractual or legal reason.

9.11 If you feel your personal data infringes data protection laws, you have the right to

make a complaint at any time to the information commissioner's office (ico), the

UK supervisory authority for data protection issues.

10.

Changes to This Privacy Notice

10.1 We reserve the right to update this Privacy Notice at any time, and we will provide

you with a new Privacy Notice when we make any updates. If we would like to use

your previously collected personal data for different purposes than those we notified

you about at the time of collection, we will provide you with notice and, where required

by law, seek your consent, before using your personal data for a new or unrelated

purpose. We may process your personal data without your knowledge or consent

where required by applicable law or regulation.

11.

Contact Us/Data Protection Officer

11.1 If you have any questions about our processing of your personal data or would like to

make an access or other request, please contact Sam Grimmett, Quarry Plant and

Industry Limited, Heather works, Mill Lane, Heather, LE67 2QE. Sam Grimmett is our

current Data Protection Officer who oversees compliance with this Privacy Notice. If

Company Registration Number: 3079834

V.A.T. Registration Number: 661 361 840

you are unsatisfied with our response to any issues that you raise with the Data

Protection Officer, you may have the right to make a complaint with the data protection

authority in your jurisdiction by contacting the data protection authority.