CONTRACTS RETAILER LOGIN HOME > PRIVACY POLICY Privacy Policy 1. Introduction Welcome to the Roper Rhodes Ltd’s privacy policy. Roper Rhodes Ltd (referred to in this policy as “Roper Rhodes”, “we”, “our” or “us”) respects your privacy and is committed to protecting your personal data. This privacy policy sets out in detail the purposes for which we process your personal data, who we share it with, what rights you have in relation to that data and everything else we think is important for you to know. It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them. 2. Who is in control of your personal data? This website is owned and operated by Roper Rhodes Ltd of Brassmill Lane Trading Estate, Bath, BA1 3JF. We are the "controller" of all personal data collected and used for the purposes of providing services to our customers and for any other purposes set out in this privacy policy. This means that we are responsible for deciding how and why your data is used and for ensuring that your data is handled legally and safely. Although we are legally the "controller", you can control the personal data that we have access to. Most of the personal data that we will be able to access is personal data that you voluntarily provide and is not mandatory. You have certain rights in relation to your personal data which are detailed in this policy, but if you decide you don't want us to process personal data about you anymore, you can edit your profile and delete or change your personal data. You can also close your account entirely at any time. 3. What personal data do we collect and how is it collected? Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We collect, use and store information about you in several ways when you register for a service via the website or make contact with us by any other means, including email, face to face meetings, telephone, fax, social media and post. We have grouped together the different types of personal data that we may collect about you as follows: Identity Data includes first name and last name. Contact Data includes billing address, delivery address, postcode, email address and telephone numbers. Financial Data includes bank account, invoice and payment card details. Transaction Data includes details about payments to and from you and other details of products you have purchased from us. Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website. Profile Data includes your feedback and survey responses. Usage Data includes information about how you use our website, products and services. Marketing and Communications Data includes your preferences in receiving marketing from us via e-mail. We use different methods to collect the above personal data about you including through: Direct interactions - You may give us your Identity, Contact, Financial, Profile, and Marketing and Communications Data when you contact us by any means including face to face meetings, email, telephone, fax and post or when you use our website in order to create an account, purchase a product or service, submit a query, leave a review/feedback or sign up to receive marketing materials from us; and Automated technologies or interactions - As you interact with our website, we will automatically collect Usage Data about how you use our website and Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. For further details, please see our cookies information at section 11. We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy. We do not intentionally collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sexual orientation, political opinions, information about your health, etc). Nor do we collect any information about criminal convictions and offences. If you include any Special Categories of Personal Data when you contact us or provide us with data through your use of the website or other means, it is your responsibility to make sure you are happy for us to use that personal data in accordance with this privacy policy. You should be aware that this personal data is more sensitive and is more heavily protected by data protection legislation, so you should avoid including this kind of data if possible. Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with products or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time. 4. What do we do with your personal data? The information that we collect and store about you is primarily used to enable us to provide our products and services to you. Most commonly, we use your personal data for the following purposes: Creating an account – When you create an account via face to face meetings, over the telephone or by e-mail or fax, we will use your personal data to register your account with us. Administering your account – We will use your personal data to administer your account and to manage our relationship with you. It includes receiving and responding to your queries or requests and providing you with service notifications such as changes to our terms and conditions and notifying you if we are experiencing technical issues. Customer Service – We use your personal data when you contact us by any means including face to face meetings, email, telephone, fax, social media and post in order to respond to your query. Credit Checks – When setting up accounts we also use your personal data in order to run credit checks on our new business customers in order to establish the level of credit we can provide on account. Purchases – We use your personal data when you purchase a product or service from us in order to manage payments and to recover money owed to us. Delivering products – We use your personal data in order to process your order and facilitate delivery of the products or services you have ordered from us. Feedback/Reviews - We will use your personal data when you submit reviews or feedback about our products or services in order to evaluate and improve our products and services. Protecting our business – In order to protect our business we will use your personal data to carry out activities such as troubleshooting, data analysis, testing, and system maintenance. Research and Analysis – We will use your personal data to assess and analyse the effectiveness and performance of our products and services in order to improve and develop our business. We will also use data analytics to improve our website, products/services, marketing, customer relationships and experiences. Marketing materials – In order to promote our business, we may use your personal data to send you marketing materials about our products or services where you have consented to receiving such information. We will only send you marketing materials where you have opted-in to receiving some communications. You can ask us to stop sending you marketing materials at any time by following the unsubscribe links on any marketing messages you receive from us or by contacting us using the contact details below at any time. Please note that where you opt out of receiving these marketing materials, this will not apply to personal data provided to us as a result of a product/service purchase or other transaction which falls under another purpose listed in this section. 5. What lawful basis do we use to process your personal data? Under data protection legislation we are only permitted to use your personal data if we have a legal basis for doing so, as set out in the data protection legislation. We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances: Performance of a contract - Where we need to perform the contract we are about to enter into or have entered into with you; Legal obligation - Where we need to comply with a legal or regulatory obligation; Legitimate Interests - Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests; or Consent - With your consent (for example, where you have provided your consent in order for us to send you marketing materials), which you have the right to withdraw at any time by contacting us using the contact details below. We have set out below, in a table format, a description of all the ways we use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest Creating an account (a) Identity (b) Contact (c) Profile (d) Marketing and Communications Performance of a contract with you Administering your account (a) Identity (b) Contact (c) Financial (d) Transaction (e) Profile (f) Marketing and Communications (a) Performance of a contract with you; (b) Necessary to comply with a legal obligation; (c) Necessary for our legitimate interests (to keep our records updated and to develop our relationship with you to progress our business) Customer Service (a) Identity (b) Contact (c) Financial (d) Transaction (e) Profile (f) Marketing and Communications (a) Performance of a contract with you; (b) Necessary to comply with a legal obligation; (c) Necessary for our legitimate interests (to keep our records updated and to develop our relationship with you to progress our business) Credit Checks (a) Identity (b) Contact (c) Financial Necessary for our legitimate interests (to establish our relationship with you financially and to assist with the recovery of debts due to us) Purchases (a) Identity (b) Contact (c) Financial (d) Transaction (a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to recover debts due to us) Delivering Products (a) Identity (b) Contact (a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to develop our relationship with you in order to progress our business). Feedback/Reviews (a) Identity (b) Contact (c) Profile Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business). Protecting our business (a) Identity (b) Contact (c) Technical (d) Usage (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security and to prevent fraud) (b) Necessary to comply with a legal obligation Marketing Materials (a) Identity (b) Contact (c) Marketing and Communications (a) Consent (b) Necessary for our legitimate interests (to develop and grow our business understanding of customers and to inform our marketing strategy) Research and Analysis (a) Identity (b) Contact (c) Profile (d) Technical (e) Usage Necessary for our legitimate interests (to improve our services, to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy). We will only use your personal data 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 you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us using the contact details below. 6. Who do we share your personal data with? We will treat all of your personal data as private and confidential and in accordance with the data protection legislation. We do not sell or share your personal data to third parties other than that we may need to share your personal data with the third party service providers we use to enable them to provide their services to us such as IT providers, debt collection services, delivery services and system administration services. Where we use third parties to process your personal data on our behalf, we will always carry out checks to ensure that there are appropriate protections for the safeguarding your personal data. We will also monitor the performance of these third parties (and their approved subcontractors) to ensure that your personal data remains secure. Any third party service provider that we instruct will only process your personal data in accordance with our instructions and only for the purpose of providing their services to us. They will not use your data for any other purposes. We will not usually disclose your personal data other than as set out above. However, there may be circumstances where we need to share personal data other than as anticipated above. These include: where we are legally required to disclose the information, for example because a court orders us to do so; where the disclosure of the personal data is required for the purposes of the prevention and detection of crime. This includes sharing the personal data with tax authorities and law enforcement agencies; where we need to disclose the personal data for the purpose of or in connection with any legal proceedings, or for the purpose of obtaining legal advice, or the disclosure is otherwise necessary for the purposes of establishing, exercising or defending legal rights; where disclosure is necessary to protect your vital interests (for example if you are unwell at one of our premises, we may need to seek medical assistance); and where we share your personal data with third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets with if we reorganise our business. Alternatively, we may seek to acquire other businesses or merge with them. 7. Do we transfer or store your personal data outside of EEA? We do not usually transfer your personal data to third parties based outside of the European Economic Area (EEA) or store, host or transfer your personal data outside the EEA. However, we may occasionally need to transfer your personal data (e.g. e-mail address) outside of the European Economic Area (EEA) in order to provide you with the services and products you require. In the event that personal data is transferred to countries outside of the EEA, those countries may not offer an equivalent level of protection for personal data to the laws in the UK. Therefore, when it is necessary to transfer your data outside of the EEA we ensure that we have appropriate and proportionate safeguards in place. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA. 8. How do we safeguard your personal data? We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed and we store all your personal data on secure servers. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. 9. How long do we hold your personal data for? We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. To 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 your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means. Generally, we will keep your personal data for as long as your account remains open and for a period of 7 years following closure of your account. If your account is inactive for a period of 7 years, we reserve the right to close your account and deleted your personal data. In the event that you do not have an account with us, we will generally keep your personal data for a shorter period of time, but in any event for a sufficient period to enable compliance with any statutory obligations we may have for example in the event of a complaint or where we reasonably believe there is a prospect of litigation in respect to our relationship with you. Where the only personal information we have on you is the information which you provided by subscribing to marketing materials via our website, we will delete your personal data as soon as you unsubscribe. 10. What rights do you have? You have a number of rights in relation to your personal data. These rights and how you can exercise them are set out in this section. You have the right within certain legal parameters, to: Be informed about how we use your personal data (which we do in this privacy policy); Access to your personal data that we hold; Request that your personal data is rectified if you believe it is incorrect, incomplete or inaccurate; Ask us to erase your personal data in certain circumstances; Ask us to restrict our information processing activities in certain circumstances; Ask us for a copy of certain personal data that you have provided to us in a commonly used electronic format; Object to our processing of your personal data; Not be subject to automated decisions about you and to request human intervention; and Withdraw consent where we are relying on consent to process your personal data. If you would like to exercise any of the rights set out above, please contact us using the contact details below. Please note that you will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. 11. What cookies do we use? On occasion, we may gather information about your computer for our services and to provide statistical information regarding the use of our website. Such information will not identify you personally; it is statistical data about our visitors and their use of our site. This statistical data does not identify any personal details whatsoever. The statistical data is used to analyse how visitors interact with our website so that we can continue to develop the site and make it a better user experience. We may gather information about your general internet use by using a cookie file that is downloaded to your computer. Where used, these cookies are downloaded to your computer automatically. This cookie file is stored on the hard drive of your computer and they help us to improve our website and the service that we provide to you. Cookies are split into 3 categories: Necessary/essential – These enable the core functionality of the website. The website cannot function properly without these cookies and can only be disabled by changing your browser preferences. Analytical – These help us improve our website or the development projects that are hosted or powered by us by collecting and reporting information on its usage Non-essential - From time to time third party tools will be placed on our website or those of our clients at their expressed permission. Details of these cookies will always be declared in the policy however these cookies will be for non-essential purposes such as those set by multimedia platforms Youtube, Vimeo, to track usage or additional marketing tools that allow the delivery of our service via automation such as MailChimp or PipeDrive Cookies have been under regulation since 2011 and currently form part of the Privacy and Electronic Communications Regulations (PECR). It is required under this regulation and that of the General Data Protection Regulation (GDPR) that we transparently display and list all cookies in use, their reason for use and the data they store in an easy to read format and provide the functionality or instruction to allow visitors to consent or remove consent for their use. Cookies in use on Roper Rhodes Limited’s websites include: Cookie Name Purpose PHP Session ID PHPSESSID Essential - Preserves user session state across multiple page requests Analytics (Google) _utma _utmc _utmt _utmz _ga _gat _gid Analytical Google - Analytics collects a unique ID against our visitors storing information on the pages they visit, how long they spend there, the devices they operate and how they interact with the website. This is then stored only against our unique Analytics identifier. Session Cookie __cfduid - .pinterest.com _auth - .pinterest.com _b - .pinterest.com _pinterest_cm - .pinterest.com _pinterest_sess - .pinterest.com Analytical - This is to track the source. i.e. when someone clicks on the Pinterest logo on our website and then takes them to our Pinterest page. Session Cookie __cfduid - .cloudflare.com Analytical - The _cfduid cookie collects and anonymizes end user IP addresses using a one-way hash of certain values so they cannot be personally identified. The cookie is a session cookie that expires after 30 days. The _cfduid cookie does not: - allow for cross-site tracking, - follow users from site to site by merging various _cfduid identifiers into a profile, or - correspond to any user ID in a Customer’s web application. Session Cookie datr - .facebook.com fr - .facebook.com sb - .facebook.com wd - .facebook.com Analytical -This is to track the source. i.e. when someone clicks on the Pinterest logo on the website and then takes them to the Pinterest page. Session Cookie DSID - doubleclick.net IDE - doubleclick.net To show relevant ads after visiting the website All computers have the ability to decline cookies. This can be done by activating the setting on your browser which enables you to decline the cookies. Please note that should you choose to decline cookies, you may be unable to access particular parts of our website. Please visit www.allaboutcookies.org, www.aboutcookies.org or www.whatarecookies.com to find out more about cookies and how to opt out of cookies on your device. 12. Other important information Contact details If you have any questions about this privacy policy or our privacy practices, please contact us using the following email address: info@roperrhodes.co.uk Alternatively, if you prefer to write to us then our contact address is: Roper Rhodes Ltd, Brassmill Lane Trading Estate, Bath, BA1 3JF Lodging a complaint If you have a complaint about the way we have used your personal data, you have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance using the contact details above. Keeping us updated about you It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. Third party links Our website may include links to third-party websites, plug-ins and other applications. Remember that when you leave our website, or are redirected to a third-parties website, we are not responsible for the privacy practices of these third-party websites or for how they collect, use or share your personal data. We encourage you to read the privacy policies of any third-party websites you visit. Changes to this privacy policy We may make changes to this privacy policy from time to time. Any changes we make will be posted on this page. We may also notify you by email if significant changes are made. We recommend that you check this page from time to time to ensure that you are aware of any changes. This privacy policy was last updated on 18 December 2019. We respect the privacy rights of our website visitors and recognise the importance of protecting your personal information. We do not share, or sell, or disclose to a third party, any personal information collected on this site. This policy outlines how we will collect, store and use this information. Who we are This website is owned and operated by Roper Rhodes Group, who are licensed to use the Roper Rhodes brand to design and market bathroom products. What information do we collect? Roper Rhodes collects information in several ways when you register for a service via the website. By providing this information you are consenting to the collection of your personal data. We may collect, store and use the following kinds of personal information: Details of your visits to our website and the resources that you access, including, but not limited to, traffic data, location data, weblog statistics and other communication data. Information that you provide for the purpose of subscribing to our website services, wishlist, email notifications and newsletters. Information provided to us when you communicate with us for any reason. What will we do with the information we collect? The information that we collect and store relating to you is primarily used to enable us to provide our services to you. In addition, we may use the information for the following purposes: Provide you with information you have requested from Roper Rhodes relating to our products or services. Notify you of any changes to our website, such as improvements or product changes that may affect our service. Improve your browsing experience by personalising the website Send to you our e-newsletter and other marketing communications relating to our business which we think may be of interest to you as indicated in your preferences. Safeguarding of your personal information We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We will store all the personal information you provide on secure servers. Cookies On occasion, we may gather information about your computer for our services and to provide statistical information regarding the use of our website. Such information will not identify you personally; it is statistical data about our visitors and their use of our site. This statistical data does not identify any personal details whatsoever. The statistical data is used to analyse how visitors interact with our website so that we can continue to develop the site and make it a better user experience. We may gather information about your general internet use by using a cookie file that is downloaded to your computer. Where used, these cookies are downloaded to your computer automatically. This cookie file is stored on the hard drive of your computer and they help us to improve our website and the service that we provide to you. All computers have the ability to decline cookies. This can be done by activating the setting on your browser which enables you to decline the cookies. Please note that should you choose to decline cookies, you may be unable to access particular parts of our website. Policy amendments We may update this privacy policy from time-to-time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes. Updating information Please let us know if the personal information which we hold about you needs to be corrected or updated. Contacting Us We welcome any queries, comments or requests you may have regarding this Privacy Policy. Please do not hesitate to contact us at info@roperrhodes.co.uk If you prefer to write to us then our contact address is: Roper Rhodes Ltd, Brassmill Lane Trading Estate, Bath, BA1 3JF HELP & ADVICE Contact Us Privacy Policy Our Guarantees Retailers ABOUT US Our Story Careers Brochures INSPIRATION Our Blog Bathroom Buying Guide Make a Design Appointment Telephone: 01225 303 900 Email: info@roperrhodes.co.uk © Roper Rhodes 2021 Registered Office: Roper Rhodes Ltd, Brassmill Lane Trading Estate, Bath, BA1 3JF Company No. 01568433 - VAT No:328 7008 57