Privacy Policy

Last Updated: 16/07/2025

How and what data we collect

This privacy policy is aimed at all entities who interact with Pleavin Power Ltd. This engagement may be in respect of:
Personnel and workers (whether employed directly or not)

When you apply to work for or provide services to us.
• When you become an employee.
• When you provide subcontractor services

Customers who may:

Enquire regarding our products and services.
• Ask us to tender for work.
• Buy or use our products and services.
• Subscribe to newsletters or alerts from us.
• Where your information is available publicly.

Suppliers who:

Supplies products and or services to us.
• We have approached a supplier for a quote for work

Visitors who are:

Attending or planning to attend our worksites or business premises.

Website users who:

Use and interact with our website.

Emergency contact details for visitors and personnel while working for or on Pleavin Power work sites.

This privacy notice has been created to:

Provide you with a detailed overview of how we will manage your data from the point at which it is gathered and
onwards.
• Give you all the details you need on how we use your information and how we will comply with the law in doing so.
• Sets out your rights in respect of your personal information and how to exercise them. You can, for instance, object to
us using your information in particular ways and request rectification of any information which is inaccurate.

Data processing

As a responsible business, Pleavin Power will be a data controller in respect of making decisions about what
information is collected about you and maintain records in relation to your service or provision.
• As a data controller, we must comply with the data protection legislation and relevant guidance when handling your
personal information.
• To the extent relevant to our practice, you can expect Pleavin Power, all its employees, managers and directors to
handle your personal data information in accordance with this privacy notice and our GDPR & Data Protection
Procedure. This means that whenever we use your personal data, we will only do so as set out by our legal obligations.
• Please be aware that Pleavin Power management may process your personal information at a non-Pleavin Power site.
• If you have any concerns about the way Pleavin Power has handled your personal information, please contact the
DPO, whose details are provided at the end of this document.
• We will only process data under the following conditions:
Compliance with a legal obligation.
Contractual performance.
Vital interests.
Public interest or acting under official public authority.
Legitimate interests.
Data subjects’ consent.

For further description of the categories as described above, please refer to Pleavin Power’s GDPR & Data Protection Procedure. We maintain an Information Asset Register that provides full details of the information we collect, why we hold it and how we process and protect it.

What we use it for

Pleavin Power collects data for the purposes of running a professional and legitimate business and to enable us to provide our customers with the products and services they have requested. The data we collect is used for: • Recording of accurate information for employment and financial reporting purposes.

To verify competencies to work for or provide a service to Pleavin Power Ltd.
To enable maintenance of company business relationships and increase its operational value.
To maintain our approved supplier database.
To ensure that we are able to provide a list of persons on site/on project sites in the event of an emergency.
In the event of an emergency, the project team is able to refer to emergency contact information quickly.
We use data collected for internal monitoring and review of management systems.
To make improvements to the products and services we offer to customers.

Sharing of Information

The data controller will define the purpose of the data requirement and categorise this within the lawful and permitted
scopes defined for the sharing of data under UK Data Protection Act and if appropriate, EU General Data Protection
Regulations. Where this cannot be met compliantly, data sharing will not be permitted.
Data will be shared accordingly appropriate to the sensitivity of the contents and in line with Pleavin Power protocols and
in a safe and secure manner.
When sharing data will always ensure that:
• We verify the recipient’s identity and validate their reason for requiring the data is legitimate prior to transmission.
• We check that the data we hold is current, accurate and relevant to the reason for its processing.
• We check that any data transmitted matches only the necessary data as is required with volume being minimised as
much as is practical and possible.
• Data will only be shared over a secure platform and in a format that is unamendable.
• We will verify the recipient’s information prior to transmission.

Protection and storage of information

Pleavin Power stores data in the following ways:
• Electronically on company PCs, laptops, and mobile devices.
• On secure email servers.
• Using Drop Box and Sage secure applications.
• In paper form:
o At the project work site or at the company registered office address.
o In files used for accountancy/financial reporting evidence.
We have implemented access controls to our information technology.
• We have applied appropriate procedures and technical security measures (including strict encryption,
anonymisation and archiving techniques) to safeguard your information across all our computer systems,
networks, and offices.
• Electronically stored data containing personally identifiable information is stored under files which are password
protected.
• Our PCs, laptops and mobile devices are password protected.
• Our PCs and laptops are secured against malware, viruses and spyware, and are backed up regularly to prevent
loss of data.
• Information stored on our devices are only accessible by relevant company officials with legitimate purposes to
view.
• Our employees are subject to strict confidentiality agreements through restrictive covenants signed at the time of
employment.
• Data stored on the company officials mobile phone devices are subject to strict access controls.
• We limit access to our buildings to those that we believe are entitled to be there (by use of passes, key card
access and other related technologies).
• Information collected on paper or by using paper forms, is regularly uploaded to an electronic format and stored
on the organisations IT systems.
• Confidential paper waste is stored in locked confidential receptacles awaiting shredding prior to disposal.
• Paper files relating to financial accountancy matters are kept at the companies registered office address.
• Offices and worksites are always secured when unmanned.
• We always ensure that only authorised persons, who have a legitimate reason for access (which we will validate
and verify) are permitted to have access to personal or sensitive data.
• We ensure that we dispose of personal data after its retention period in a responsible and irretrievable manner.

Other Relevant Information

Other authorities

We are bound by law to provide certain personal information with government authorities on their request. This may be
entities such as HMRC, HSE, Customs and Excise, lawyers, Child Maintenance service, etc. Pleavin Power will verify the
source of any request made for personal information by any legal authority prior to subjecting any information.
We will also gain the consent of the persons where appropriate before providing data.

Website

Pleavin Power collects and processes data from enquiries made for our products and services via our website contact
form. When a contact form is submitted, an email is received by us providing the customer submitted contact
information. Information submitted is made available to our employees for the purpose of dealing with enquiries and
make available our products and services. We also collect analytic data information from our webhost. Information
gathered may include information on users including behaviours, devices, language, geographical areas (country only),
site journey and click/viewing preferences are used to enable us to improve our users experience, help us identify our
target audience and increase website visibility, marketing opportunities and ease of use. Where we may advertise
employee information on our website, we will have express consent from the person to do so.

Children

We do not employ, subcontract, nor store details of children, or under 18s or offer services to those requiring parental
permissions for consent.
We do not process or store special categories of information such as medical records, data revealing racial or ethnic
origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, data
concerning a person’s sex life or data concerning a person’s sexual orientation.

Data processing

We do not share data nor sell data for marketing mailing lists. We may share supplier organisation details as a
recommendation with other selected professionals working with or alongside Pleavin Power. If you would prefer us to not
share your organisations details, please ensure you contact our DPO.

Your rights

Rights to correct personal data – Everyone has the right to have the information held about you corrected if it’s not
accurate. To correct inaccurate data, you will need to put this in writing directly to the Responsible Person/DPO.
• Right to access personal data – Everyone has the right to request the personal data that Pleavin Power holds for you.
To make this request please put this in writing to the Responsible Person/DPO. We will respond to your request within
30 days of receipt of your request. We do not charge to provide this information.
• Right to object to or restrict the use of your personal data – Everyone has the right to object to or restrict Pleavin
Power processing your personal information. To notify us of your objection or restriction, please put this in writing to
the responsible Person/DPO.
• Right to erase your personal data – Everyone has the right to request the erasing of your personal data from Pleavin
Power’s information. To notify us of your request to erase, please put this in writing to the responsible Person/DPO.
• Right to be informed – If your personal data is subject to unauthorised access, you will be informed to the extent and
scope. The company will undertake a full investigation into the breach and as appropriate the ICO will be notified.
• Right not to be subject to automated decision-making including profiling – Automated decisions will not be made
based on personal data and will always be subject to human interaction.
• Right to portability – You have the right to take with you the personal data you have provided to us. This allows you to
obtain and reuse personal data for your own purposes across different services.

Contact details for the Data Protection Officer/Responsible Person

The Data Protection Officer (“DPO”) helps ensure that Pleavin Power complies with data protection law. Our DPO has
responsibility for data protection to ensure compliance in respect of Pleavin Power Ltd

Pleavin Power Responsible Person/DPO is Mr Jack Pleavin
Please put your request in writing to: Pleavin Power Ltd, Unit 1 Stadium Court, Stadium Road, Bromborough, CH62 3QG.

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