Environmental Policy Statement
PPH Hire & Sales is committed to making sure that our activities are consistent with best practise in the Hire Industry and with relative legislative and regulatory requirements.
The Company’s Environmental Policy will be reviewed regularly to make sure that it continues to meet or exceed current standards.
Our commitment means that all staff at every level of the Company will strive to meet minimum standards, as set by the Company from time to time for:
- Recording the use of raw materials and other supplies
- Recording the safe environmentally acceptable disposal of waste materials
- Finding new methods of waste disposal that are more environmentally acceptable than existing methods.
- Reducing energy usage to a minimum level where possible
- Advising customers on the Company’s Environmental Policy and the best practise use of hired goods that may have an impact on the environment
- Assessing supplier’s compliance with the Company’s Environmental Policy
- Maintaining a “good neighbour” approach to the local community and aim to support local environment initiatives where possible
- Carry out environmental impact assessments as part of any new initiative on the part of the Company
As part of this Environmental Policy, the Company will appoint an employee or Director to act as an Environmental Officer. They will be responsible for implementing this policy and for its effective communication to all staff, customers and suppliers
Health and Safety Policy Statement
The management and personnel of this company fully accept that it has a responsibility for ensuring that Health and Safety at work is maintained at a high level and to approach the management of working practices in a way which supports safety in all aspects of our business.
We are committed to identifying, assessing and controlling risks, which exist at our site, to evaluate and monitor the measures and safeguards, which are introduced to cover any risks, which are identified. This will be achieved through the process of risk assessments, which applies to any nature of risk, from chemical hazards to work activities, from power sources to harmful emissions.
In controlling risks and introducing safeguards, we will prioritise the significant risks as major areas of activity expending such resources as a warranted by the nature of the risk to eliminate, or at least effectively control that risk at source, using personal protective equipment only as “a last resort”.
We recognise our responsibility to ensure that welfare facilities are such that health is not adversely affected, that we maintain all areas of work in a suitable condition for the tasks to be performed within the, and that all emergency situations are properly catered for and have sufficient resource to ensure effective protection of our workforce.
To achieve these goals, we fully recognise the invaluable resource of our people and are committed to training and developing them in line with our overall policy and specific work activities, using their input as a valuable source of hazard identification and risk control. In this way, each and every individual has a vital and specific role in maintaining our safety standard.
Quality Policy
PPH Hire & Sales aim is not just to maintain but to improve the Company’s position as a reputable supplier to its market. The Company is aware of the importance of its customers and fully understands their needs and expectations. The Company plans to exceed those requirements wherever possible. It works closely with professional associations and the local community to ensure there are no infringements of legislative or safety matters. The Company supports the community by not impinging adversely on its quality of life and by acting as a major employer in the community.
The Directors are totally committed to quality throughout the Organisation and will ensure that adequate resources are available for its achievement. The Company is registered to ISO 9001 and, to ensure the benefits from registration, employees at all levels are trained for their role in the Company and encouraged to progress individually, personally and professionally.
Key Performance Indicators have been established to give direction and a clear strategy throughout the Company and a policy for continual improvement is in place, with departmental quality objectives set throughout the Company. These KPIs are reviewed at the Annual Management Review Meeting. and Risk management of these processes are discussed to ensure compliance with the Company’s policies and procedures, together with this Quality Policy or more frequently if there are major business changes. As part of the continual improvement philosophy, working partnerships are continuing to be developed with major suppliers.
All employees are aware of the Company’s KPIs, continual improvement objectives and the Quality Policy, which is displayed on Company notice boards.
Copies of the KPIs, continual improvement objectives and the Quality Policy are provided to new employees, Quality policy updates are distributed formally to the holders of the manuals.
General Data Protection Regulation (GDPR)
Privacy Policy
Introduction
PPH Hire & Sales is committed to protecting your privacy and we comply with data protection laws to ensure the security and protection of the personal information regarding visitors to our website, our suppliers and customers purchasing goods/services and hold an account with us. Our security measures include:
- roles
- policies
- procedures
- controls
- measures
- compliance
We have appointed a Data Protection Officer (HR) and a Data Controller (Accounts) who are responsible for promoting awareness of the GDPR across the Company, ensuring safeguards are in place to identify, assess, investigate and report any personal data breach.
Information we collect
This may include your contact details, e.g., name, address, job title, e-mail address, telephone number, or other factors specific to the individual’s identity. Information is collected when you register, purchase or use our services, complete forms or sign up for our newsletters.
Accountability and governance measures are in place to protect any sensitive personal data or financial information to ensure high-level encryptions on all such data.
Using personal information
Service and business related which may be used for processing data:
- delivering marketing and events communication
- account set up and administration
- providing equipment and services
- business information or user experience
- internet research and development purposes
- carrying out surveys
- legal obligations (e.g., prevention of fraud)
- meeting internal audit requirements
If you purchase equipment or services from us, your personal information may be used to:
to keep you informed about our equipment and services
- to notify you about important changes or developments to our equipment and services
- to respond to your enquiries
- to process your order and to follow up on orders that are not completed
- to manage your credit account (if applicable)
- to manage deliveries, returns and refunds
- to deal with enquiries and complaints
- for record keeping purposes
We have processes for obtaining your consent, to make sure we can evidence ‘opt-ins’ with time and date records and an easy way to withdraw consent at any time.
Legal basis for processing your personal data
Within the GDPR there are six possible legal grounds:
- consent
- contract
- legitimate interests
- vital interests
- public task
- legal obligation
Generally we do not collect “special category data” about our customers or suppliers, except for a ‘legitimate interest’ where we suspect criminal activity, e.g., fraudulent claims or use of stolen payment card details. If such a situation occurs, we will record details of the suspected criminal activity and take the necessary action, which could include refusing to accept orders, make payments or give refunds. We may also report the incident to the relevant bank or payment card issuer, or to the police/appropriate authorities.
Collecting personal information about suppliers:
- for order processing
- for supply chain management
- to manage deliveries, installations, returns and refunds;
- for product liability purposes
- to manage accounts, conducting credit and background checks where applicable
- for market research
- to deal with enquiries and complaints
- for insurance purposes
- to notify of changes or developments to websites or services
- for records maintenance
Sharing personal data
We treat personal data confidentially and only share it when necessary to provide our services or carry out our business operations, considering:
- the purpose(s) of sharing
- the potential or types of recipients and circumstances in which they will have access
- the data shared (kept to a minimum)
- data quality – accuracy, relevance, usability, etc.
- data security
- retention of shared data
- individuals’ rights – procedures for dealing with access requests, queries and complaints
- review of effectiveness/termination of the sharing agreement
- sanctions for failure to comply with the agreement or breaches by individual staff
Storing and processing personal data
Personal data will not be transferred outside the European Economic Area. It will be processed according to UK privacy law.
Securing personal data?
Our approach to data security is robust and we use technologies and procedures to protect personal information. Measures include:
- protecting data against accidental loss
- preventing unauthorised access, use, destruction or disclosure
- ensuring business continuity and disaster recovery • restricting access to personal information
- conducting privacy impact assessments (as necessary) in accordance with the law and our business policies
- training staff and contractors on data security
- managing third party risks, through use of contracts and security reviews
Retaining personal data
The GDPR requires data be retained for no longer than is reasonably necessary. We retain personal records according to the records retention and disposal schedules, published at https://www.gov.uk/government/publications/hmrc-records-management-and-retention-anddisposal-policy
Your rights in relation to personal data
- access to personal information
- correction and deletion
- withdrawal of consent (if processing data on condition of consent)
- data portability
- restriction of processing and objection
- lodging a complaint with the Information Commissioner’s Office
Use of automated decision-making and profiling
Where we use a third-party to process personal information on our behalf, e.g., Payroll, etc., our due diligence procedures ensure they meet and understand their GDPR obligations.
How to contact us
Please read our Privacy Policy carefully and if you want to get in touch to ask any questions or have any concerns about our privacy practices, your personal information or, wish to file a complaint, please contact our HR Department by e-mail, or postal mail.
Linking to other websites / third party content
A future in which commerce, public health, infrastructure and government services are enhanced by data analytics requires data that is accurate, verifiable and reliable and, when linking to external sites and resources from our websites, we must build an internet regime founded on transparency, consent and trust. We take responsibility for the content or information contained within any linked website.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
In summary
The situations in which we will use your personal information are listed below:
Purpose/Activity To process and deliver your order including: • Carrying out obligations arising from any contracts entered into between you and us • To confirm that your orders have been received and to process them • To provide our equipment and services • To provide you with the information and services that you request from us • For billing purposes, to manage payments, fees and charges • To collect and recover money owed to us
Type of data • Identity • Contract • Financial • Transaction • Marketing and Communications
Lawful basis for processing (Including basis of legitimate interest) • Performance of a contract with you • Necessary for our legitimate interests (to recover debts due to us)
Purpose/Activity To validate you as a registered customer when using our services and calling us.
Type of data • Identity • Contact
Lawful basis for processing (Including basis of legitimate interest) • Performance of a contract with you
Purpose/Activity To notify you about changes to our services and to make suggestions and recommendations about our equipment that may be of interest to you.
Type of data • Identity • Contact • Technical • Profile
Lawful basis for processing (Including basis of legitimate interest) • Necessary for our legitimate interests (for operating our business, provision of administration and IT services).
Purpose/Activity For the administration of records: business management and planning, including accounting and auditing.
Type of data • Identity • Contact • Technical
Lawful basis for processing (Including basis of legitimate interest) • Necessary for our legitimate interests (for operating our business, provision of administration and IT services. • Necessary to comply with a legal obligation
Purpose/Activity To prevent fraud.
Type of data • Identity • Contact • Financial • Transaction • Technical
Lawful basis for processing (Including basis of legitimate interest) • Necessary for our legitimate interests (to prevent fraud).
Purpose/Activity To send certain communications (including by e-mail SMS & post) to you, including administrative messages and other communications relating to our equipment and services.
Type of data • Identity • Contact • Technical
Lawful basis for processing (Including basis of legitimate interest) • Performance of a contract with you • Necessary for our legitimate interests (for operating our business, provision of administrative services, network security and in the context of a business reorganisation/restructuring exercise.
Purpose/Activity To ensure security for you and our employees and help maintain service quality (calls to our service team may be monitored and/or recorded for authentication, security, quality and training purposes.
Type of data • Identity • Contact
Lawful basis for processing (Including basis of legitimate interest) • Performance of a contract with you.
Purpose/Activity To help the emergency services.
Type of data • Identity • Contact
Lawful basis for processing (Including basis of legitimate interest) • Where we need to comply with a legal obligation.
Purpose/Activity To comply with applicable laws, regulations, court orders, government and law enforcement agencies’ requests to operate our systems properly and to protect ourselves, our users and customers and to solve any customer disputes.
Type of data • Identity • Contact • Financial • Transaction
Lawful basis for processing (Including basis of legitimate interest) • Where we need to comply with a legal obligation.
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.