Colding Group LTD customer privacy notice

This notice explains how Colding Group LTD collects, uses, stores, and protects your personal information. We are committed to keeping your data safe and handling it in accordance with UK data protection law.

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• How to complain

Contact details

The data controller responsible for your personal information is:

Colding Group LTD
Registered in England and Wales (Company No: 15450165)
Registered office: 309 Lakes Innovation Centre, Lakes Road, Braintree, Essex, England, CM7 3AN
Email: office@coldinggroup.co.uk
 

If you have any questions about this privacy notice or how we use your personal information, you can contact us using the details above.

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

• Names and contact details
• Addresses
• Call recordings

We collect or use the following information for the operation of customer accounts and guarantees:

• Names and contact details
• Addresses
• Payment details (including card or bank information for transfers and direct debits)
• Purchase history
• Account information, including registration details
• Information used for security purposes

We collect or use the following information for service updates or marketing purposes:

• Names and contact details
• Addresses
• Call recordings

We collect or use the following information for research or archiving purposes:

• Names and contact details
• Addresses
• Call recordings
• Records of consent, where appropriate

We collect or use the following information to comply with legal requirements:

• Name
• Contact information
• Identification documents
• Financial transaction information
• Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
• Health and safety information

We collect or use the following information for recruitment purposes:

• Contact details (eg name, address, telephone number or personal email address)
• Date of birth
• National Insurance number
• Copies of passports or other photo ID
• Employment history (eg job application, employment references or secondary employment)
• Education history (eg qualifications)
• Right to work information
• Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Address
• Account information
• Purchase or service history
• Video recordings of public areas
• Call recordings
• Dashcam footage - outside vehicle
• Witness statements and contact details
• Relevant information from previous investigations
• Customer or client accounts and records
• Information relating to health and safety
• Correspondence

We also collect information through the use of cookies and similar technologies when you visit our website. For more details, please see our Cookie Policy.
 

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for research or archiving purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for legal requirements are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for recruitment purposes are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Where we get personal information from

• Directly from you
• CCTV footage or other recordings
• Councils and other public sector organisations
• Suppliers and service providers

How long we keep information

We only keep personal information for as long as it is needed for the purposes set out in this notice. The length of time will vary depending on the type of information and why it was collected. In general:

Customer records (including contact details, purchase history, and account information) – kept for up to 6 years after the end of the customer relationship, to comply with legal, tax, and contractual obligations.

Financial records (including payment details and transaction information) – kept for up to 7 years in line with HMRC requirements.

Call recordings, CCTV, and dashcam footage – normally retained for up to 90 days, unless required for an investigation, complaint, or legal claim.

Recruitment information (including CVs, applications, interview notes) – normally kept for up to 12 months after the recruitment process, unless the applicant is hired (in which case the information is added to their employment record).

Health and safety records, incident reports, and related information – retained for as long as required under health and safety legislation (typically up to 3 years, or longer where incidents involve children or legal claims).

Marketing information (including contact details and consent records) – kept until you withdraw your consent or unsubscribe.

When information is no longer needed, we securely delete or anonymise it. In some cases, we may retain data for longer periods if required by law, for regulatory reasons, or to resolve ongoing disputes.

Who we share information with

Others we share personal information with

• External auditors or inspectors
• Organisations we’re legally obliged to share personal information with
• Emergency services
• Suppliers and service providers
• Some of our service providers may be based outside the UK or European Economic Area (EEA). Where personal information is transferred internationally, we ensure that appropriate safeguards are in place, such as adequacy decisions or approved contractual clauses, to protect your information in line with UK data protection law.

Security of your data

We take the security of your personal information seriously. We use appropriate technical and organisational measures to protect your data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures include access controls, staff training, secure storage, and encryption where appropriate. While we take all reasonable steps to keep your information safe, please be aware that no system or method of transmitting data over the internet is 100% secure.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Automated decision-making
We do not carry out automated decision-making or profiling that has legal or similarly significant effects on individuals.

Children’s data
Our services are not directed at children under 13, and we do not knowingly collect personal information from children.

Last updated

17/08/2025