GDPR Supplier Policy


GDPR Supplier Policy Statement.

Company:                                                     HRVS Group Ltd inc HRVS Rentals Ltd and ReMAN Parts Ltd

Author:                                                           Data Protection Team

Date Created:                                                  01/03/18

Date Revised:                                                  01/05/18

Version Number:                                            V1.0

Location:                                                          Online

Change/Verification Frequency:                 Annual or upon any material change

 

Below are our policies to comply with GDPR legislation. Our Data Processing Officer is: Data Protection Team. All queries and information requests should be forwarded to him/her in writing at:

HRVS Group Ltd, Heage Road Ind Est, Ripley, Derbyshire. DE53GH

Information we hold.

Quotations. We store quotations both on paper records and electronically. The data we hold is the name of our contact point, their work address, telephone number, email address and pricing details. The contents are destroyed 7 years after our business relationship is terminated.

Invoices. We store invoices both on paper records and electronically. Copies of invoices are forwarded to our accounts for further processing and storage. Our accountants are GDPR compliant. The data we hold is the name of our contact point, their work address, telephone number, email address and pricing details. The contents are destroyed 7 years after our business relationship is terminated.

Contracts. We store contracts both on paper records and electronically. The data we hold is the name of our contact point, their work address, telephone number, email address and pricing details. The contents are destroyed 5 years after our business relationship is terminated.

Emails.

Requests for quotations, discussions regarding contract terms, pricing and delivery and general communications are stored. We use 3rd party software to manage and process our email. Our 3rd party supplier is GDPR compliant. The contents are destroyed 7 years after our business relationship is terminated.

Contact History.

Details of meetings including the names of individuals involved, the meeting time, date and purpose of the meeting are stored both on paper and electronically. The contents are destroyed 5 years after our business relationship is terminated.

Lawful Basis for Processing Data.

All of the data that we store and process is covered under a Contractual Requirement, A legislative Requirement or Legitimate Interest as defined under the provisions of the GDPR.

Privacy, Consent and Individual Rights.

Data Sharing. Data is only shared with other organisations or entities as described above to comply with statutory record keeping.

Subject Access. In terms of providing copies of the data we hold, we will upon receipt of a written request provide hard copies of any invoices, quotations and work orders within 40 days of receiving the request.

Individual Data Rights. In terms of providing the right to erase data, data portability and the right to object we are obliged to follow the request as determined by the nature of the data and its processing as defined in the table below.

All requests must be submitted in writing and will be actioned within 40 working days of receiving the request. The right to portability only applies to data that is processed electronically.