This notice describes how Lexden Contracts Limited collects and processes your personal data as
a customer and to notify you of your rights under the General Data Protection Regulations (GDPR).

 We are committed to being transparent about how we collect and use your data and to meeting our
data protection obligations.

 The personal data we collect about you may include:

• your name, address and contact details, including email address and telephone number;
• the terms and conditions of your contract with us;
• financial information such as details of your bank account ; costs of your project ; invoices wehave sent to you for our goods and services; and payments you have made to us.
• photographs.

 We may collect information about you in a variety of ways:

 For example, data might be collected from:

• correspondence/communication with you by text, email, phone or in writing;
• through meetings
• from third parties such as the Planning Portal

Data will be stored in a range of different places both in paper copy and electronic format, including in
your project file, in our accounts system and in other IT systems including our email system.

 We use this information to:

• provide you with the goods and services that you have requested;
• contact you in relation to your project;
• pay for goods and services that we have received in relation to your project;
• contact you in relation to your account;
• to fulfil our contractual obligations to you;
•  to respond to and defend against legal claims.

Who has access to your personal data?

Your information will be shared internally with employees who carry out the work you have requested
and with IT staff who process our accounts, where access to your data is necessary for performance
of their roles.

It will sometimes be necessary to share your personal data with third parties, for example:

• with sub contactors and other suppliers of goods and services to obtain information for quotes
  we give to you and to allow them to provide their services during your project ;
• with regulatory authorities such as Building Control and the Local Council;

• with our accountants and legal service providers with our IT support providers;
• we may be audited by third parties in some circumstances, which will enable them to see
  information about you;

If in the future we were considering a merger or sale of our business, information might have
to be disclosed to the other party to the transaction, or their advisers, as part of the due
diligence process.

Your data may be transferred outside of the EEA.

The Company uses Xero software for its accounting and payroll services. An extract from Xero’s
Privacy Policy states:

”Where your personal data is transferred outside the EEA, it will only be transferred to countries that
have been identified as providing adequate protection for EEA data (like New Zealand), or to a third
party where we have approved transfer mechanisms in place to protect your personal data – i.e., by
entering into the European Commission’s Standard Contractual Clauses.”

We will never sell your data to anyone.

How do we protect your data?

We take the security of your data seriously.

We have internal policies and controls in place to try to ensure that your data is not lost, accidentally
destroyed, misused or disclosed, and is not accessed except by our employees in the performance of
their duties. Our computer systems are protected by firewall, anti-virus software and passwords.
Where we engage third parties to process personal data on our behalf, they do so on the basis of
written instructions, are under a duty of confidentiality and are obliged to implement appropriate
technical and organisational measures to ensure the security of data.

Despite all our precautions ,however, no data transmission over the internet can be guaranteed 100%
secure, so while we strive to protect your personal information ,we cannot guarantee the security of
any information communicated between us online.

How long do we keep your personal data?

Your data is kept for the duration of your contract with us and normally for 6 years after the end of the
next financial year. This is to comply with our legal obligations for retention of accounting records.

Your rights

As a data subject you have the following rights in relation to your information held by us:

• Right of access to obtain a copy of your data on request and free of charge;
• Right for the rectification of errors. It is important that you let us know if you believe the
  information we hold about you needs to be corrected or updated
• Right of erasure of personal data (also known as the right to be forgotten).This right is not an
  absolute right and only applies in certain circumstances, for example, it is not possible if it
  conflicts with our legal obligations or requirements.
• Right to restrict or object to processing. This right is not absolute and only applies in certain
  circumstances for example if you contest the accuracy of your personal data which we hold.
• Right to portability of your data. This gives you the right to receive personal data which you
  have provided to us in a commonly used and machine readable format and to have this data
  transmitted directly to another data controller.

Automated decision-making

Decisions are not based solely on automated decision-making.

Data controller:
Lexden Contracts Limited
Unit 12A, Livelands
121A London Road,
Marks Tey,
Colchester,
CO6 1EB

Person with responsibility for data protection compliance within Lexden Contracts Limited:

If you require further information ,have any questions regarding our Privacy Notice or wish to exercise any
of your rights under this Privacy Notice then please contact Jenny Bartholomew:

Email: accounts@lexdencontracts.co.uk

Telephone: 01206 808025

In writing to the Company address as shown above.

If you would like to raise a concern or make a complaint about how we process your data please
contact us in the first instance and we will fully investigate the matter.

If you believe that the we have not complied with your data protection rights you have the right to complain
to the Information Commissioner, visit ico.org.uk for contact details.

Any changes we make to our Customer Privacy Policy in the future will be updated on our website:
www.lexdencontracts.co.uk