Update 25/06/25

Company Privacy/GDPR Policy

Industrial Pipefreezing Services Ltd (IPS) will comply with relevant legislation and good practice in obtaining, storing, processing and disclosing client / company data, property and information in accordance with the General Data Protection Regulations 2016 (GDPR) and the Data Protection Act 2018 (DPA 18).

This policy, in accordance with the General Data Protection Regulations (GDPR), sets out the basis on which any client / company data, property and information we collect, or that is provided to us, will be processed and stored by us.  This policy is regularly reviewed.

This policy, covers customers, clients, public and suppliers.

The GDPR and DPA apply to the processing of most forms of client / company data, property ad information including:

Databases
Electrionic Filing Systems
Audit Traits
Emails
Excel Spreadsheets
Word Documents
Paper Files
Photographs
Access codes / cards
Drawings
Documents

What Data We Collect

Client / company data, property and information means any information capable of identifying an individual company.

If you contact us, we may keep a record of that correspondence that includes company name, company email, business address, telephone and site address. We also collect information when you voluntarily complete customer feedback participate in competitions. Any website usage information is collected using cookies.

IPS may process certain types of data about you as follows:

Contact Data: may include your billing address, site address, email address and telephone numbers.
Financial Data: may include your company bank account.
Transaction Data: may include details about payments between IPS and other companies and other details of purchases made.
Usage Data: may include information about how you use our services.
Marketing and Communications Data: may include your preferences in receiving marketing communications from us.

How We Use Data, Property and Information

IPS will only use your company data, property and information when legally permitted to process your order, manage your account and to email reminders about our services. The most common uses of your data, property and information are:

Where we need to perform the contract between us.
Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal or regulatory obligation.
Where you opt out of receiving our marketing communications, this will not apply to data provided to us as a result of a product/service purchase or contractual obligations.

How Data, Property and information is Stored

Client / company data, property and information is held on our database to carry out our obligations arising from any contracts entered between you and us. The data is stored electronically on our secure servers and is backed up. The servers are protected using security software and firewalls.  Any remote working is protected using VPN/SLL accessing systems, which encrypts data.  All devices, including computers & mobile devices, are password protected or fingerprint access required.

Data, Property and Information Security

IPS limit access to client / company data, property and information to those employees, agents, contractors and other third parties who have a business need to know such data, property and information. They will only process your data, property and information on our instructions, and they are subject to a duty of confidentiality.

Client / company data, property and information is NEVER passed on unduly to anyone outside of IPS.

Data, Property and Information Retention

IPS will only retain your data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

IPS keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for seven years after they cease being customers for tax purposes. After this time, it will be securely deleted from our systems. Any paper records are shredded when no longer required.

Disclosures of Data, Property and Information

IPS may disclose information to the extent that we are required to do so by law in connection with any legal proceedings, to establish, exercise or defend our legal rights.

IPS may have to share your data, property and information with the parties set out below for the general running of our business:

Service providers who provide IT and system administration services.

Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.

HM Revenue & Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting of processing activities in certain circumstances.

IPS require all third parties to whom we transfer your data to respect the security of your data and to treat it in accordance with the law. We only allow such third parties to process your data for specified purposes and in accordance with our instructions.

Marketing Communications

IPS may use your information to email you reminding you of services that we offer. You are able to opt out of these emails at any time.

Please email service@ipsgroup.net with a subject line of "REMOVE" or simply unsubscribe from any mailings that you receive.

Information About Visiting This Website

IPS may collect information about your computer and your visits to this website such as your IP address, geographical location, browser type, referral source, length of visit and number of page views. We may use this information in the administration of this website, to improve the website's usability.

Cookies are used on this website

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used to make websites work more efficiently, as well as to provide information to the owners of the website.

Find out more about how you can control cookies at https://www.aboutcookies.org

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout

Training / Induction

All staff will be made aware of this policy on commencement with the company or within one month of starting.  Extra training will be given to those who need it.  A register will be maintained.

Policy Amendments

IPS will publish its privacy notice on its website and update this when required.  The privacy notice is a requirement under the GDPR 2016 / DPA 2018 acts to inform staff and the public about the information gathered, how it may be used and the legal basis for doing so.

Contact Information

You may instruct us to provide any personal information we hold about you.

It is very important that the information we hold about you is accurate and up to date. Please inform us of any changes to your personal information by emailing us at service@isgroup.net.

If you have any questions, or require further information, please contact us at service@ipsgroup.net or write to us at the address below.

Industrial Pipefreezing Services Ltd, 8 The Coles Shop, Merton Abbey Mills, Watermill Way, London SW19 2RD

How to Complain

If you have any concerns about our use of personal information, you can make a complaint to Industrial Pipefreezing Services Ltd at the above address.

You can also complain to the ICO if you are unhappy with how we have used your data.

Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number: 0303 123 1113

ICO websiteL https//www.ico.org.uk

Steve Turner

Industrial Pipefreezing Services Ltd

Managing Director

18th April 2025

          

If you have any questions, or require further information, please contact our Data Controller at service@ipsgroup.net or write to us at the address below.

IPS Group Services Ltd, 8 The Coles Shop, Merton Abbey Mills, Watermill Way, London SW19 2RD

• Terms and Conditions
• Privacy/GDPR Policy