AOK Kitchens is committed to being transparent about how it collects and uses your personal data and to meeting its data protection obligations. This policy sets out AOK Kitchens commitment to data protection and individual rights and obligations in relation to personal data.

Background:
AOK Kitchens understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our customers and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

1. Information About Us

AOK Kitchens
Registered address:  Unit 8-9 Solent Industrial Estate, Shamblehurst Lane South, Hedge End, Southampton, Hampshire, SO30 2FX
VAT number: 334128719
Data Protection Lead: Matthew Burnard, Partner
Email address: info@aokitchens.co.uk
Telephone number: 01489 788617

2. What Does This Notice Cover?
   This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
3. What is Personal Data?
   Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out in Part 5, below.

4. What Are My Rights?
   Under the GDPR, you have the following rights, which we will always work to uphold:

The right to be informed about the collection and use of your personal data. This Privacy Notice has been created to advise on this information, however you may also contact us for more details as set out in Part 11.
The right to access the personal data we hold about you.
The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete.
The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have.
The right to restrict (i.e. prevent) the processing of your personal data.
The right to object to us using your personal data for a particular purpose or purposes.
The right to data portability. This means that you can ask us for a copy of your personal data held by us to re-use with another service or business in many cases.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11. Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau. If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

5. What Personal Data Do You Collect?
   We may collect some or all of the following personal data (this may vary according to your relationship with us):

• Name
• Address
• Email address
• Telephone number

Information about your preferences relating to kitchen requirements;

Google Analytics
When someone visits aokitchens.co.uk we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

Mailing Lists
As part of the contact us form on our website, we collect personal information. We use that information for a couple of reasons: to tell you about things you’ve asked us to tell you about; to contact you if we need to obtain or provide additional information; to check our records are right and to check every now and then that you’re happy and satisfied. We don’t rent or trade email lists with other organisations and businesses.

We use a third-party provider, MailChimp, to deliver our email marketing campaigns. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our communication. For more information, please see MailChimp’s privacy notice. You can unsubscribe to general mailings at any time by clicking the unsubscribe link at the bottom of any of our emails or by emailing our data protection officer at info@aokitchens.co.uk.

6. How Do You Use My Personal Data?
   Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data will be used for the following purposes:

Providing and managing your account.
Supplying our products and services to you. Your personal details are required in order for us to enter into a contract with you.
Personalising and tailoring our products and services for you.
Communicating with you. This may include responding to emails or calls from you.
Supplying you with information by email and post that you have opted-in to (you may unsubscribe or opt-out at any time by contacting us at info@aokitchens.co.uk or by using the ‘unsubscribe’ option at the foot of our automated e-newsletters).
Fulfilling our health and safety obligations under the law.
Assisting you with warranty and aftersales queries including repairs, replacements and service calls.

To advise you of any changes at AOK Kitchens.

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email or post with information, news, and offers on our products or services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

If you opt out, we will no longer be able to provide goods or services to you or assist you with warranty queries. We may still need to retain some records that include your personal data for statutory reasons.

7. How Long Will You Keep My Personal Data?
   We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

Personal Data collected for the purpose of initial enquiries or quotations will be retained for up to 6 months after our last contact with you;

Personal Data collected for the purpose of a kitchen order will be retained in hard copy (paper files) for ten years after completion of your kitchen project.

Due to the high quality of our products, Personal Data collected for kitchen orders will be retained in soft copy (digital files) indefinitely, so that we can respond to customer requests for repair, maintenance and replacement of any part that might become defective over the life of the products supplied.

8. How and Where Do You Store or Transfer My Personal Data?
   We will only store your personal data in the UK. This means that it will be fully protected under the GDPR.

Back Up Archives:

Should you request the erasure of your personal data, we will uphold the following processes in order to comply with your request:

• Primary instances of your data in ‘in-house’ CRM systems will be erased with all due speed.
• Your personal data may reside in backup archives that must be retained for a longer period of time – either because it is impractical to isolate individual personal data within the archive, or because we are required to retain data longer for contractual, legal or compliance reasons.
• You can be assured that your personal data will not be restored back to our CRM systems (except in certain rare instances, e.g., the need to recover from a natural disaster or serious security breach). In such cases, your personal data may be restored from backups, but we will take the necessary steps to honour the initial request and erase the primary instance of the data again.
• Backup archives containing personal data will be protected with strong encryption, so that even if criminals were able to steal the archive, its contents would remain useless to them.
• Retention rules have been put in place so that personal data, for the purposes of products and services supplied, in backup archives is retained for a period of ten years.

9. Do You Share My Personal Data?
   We will not share any of your personal data with any third parties for any purposes, subject to one important exception.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, for the purposes of health and safety law or if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

We may sometimes contract with the following third parties to supply products and services to you on our behalf. These may include payment processing, invoicing, delivery, and marketing. In some cases, those third parties may require access to some or all of your personal data that we hold:

Delivery Services
Accounting Services
Your builder, architect, surveyor or Local Authority
Installers and other vetted subcontractors who need to attend site to install your kitchen

If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours in order to comply with legal obligations, a court order, or the instructions of a government authority.

10. How Can I Access My Personal Data?
    If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within 20 working days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

11. How Do I Contact You?
    To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:

Email address: info@aokitchens.co.uk
Telephone number: 01489 788617
Postal Address: Unit 8-9 Solent Industrial Estate, Shamblehurst Lane South, Hedge End, Southampton, Hampshire, SO30 2FX

12. Changes to this Privacy Notice
    We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

AOK Kitchens Website privacy policy

This privacy policy sets out how AOK Kitchens uses and protects any information that you give AOK Kitchens when you use this website.

AOK Kitchens is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

AOK Kitchens may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 22 December 2017.

What we collect
We may collect the following information:

• name and job title
• contact information including email address
• demographic information such as postcode, preferences and interests
• other information relevant to customer surveys and/or offers

What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

• Internal record keeping.
• We may use the information to improve our products and services.
• We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
• From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.

Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

How we use cookies
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following ways:

• whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
• if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at info@aokitchens.co.uk

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to AOK Kitchens, Unit 8-9 Solent Industrial Estate, Shamblehurst Lane South, Hedge End, Southampton, Hampshire, SO30 2FX

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect