1. Introduction

goodnus Ltd (“the Company”) is committed to protecting the privacy and security of personal data in accordance with UK law. This Data Retention and Removal Policy sets out the Company’s approach to the retention, management, and secure removal of personal data, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Purpose

The purpose of this policy is to:

• Ensure that personal data is retained only for as long as necessary for the purposes for which it is processed.
• Comply with legal, regulatory, and business requirements related to data retention and removal.
• Minimise the risk of data breaches and protect the rights of individuals by ensuring the secure removal of personal data when it is no longer required.

3. Scope

This policy applies to all employees, contractors, and third-party partners of goodnus Ltd who process personal data on behalf of the Company. It covers all forms of personal data, whether held electronically or in paper format.

4. Data Retention Principles

goodnus Ltd is committed to complying with the following principles regarding the retention and removal of personal data:

• Lawfulness, Fairness, and Transparency: Personal data will be processed lawfully, fairly, and in a transparent manner.
• Purpose Limitation: Data will be collected for specified, explicit, and legitimate purposes and will not be further processed in a manner incompatible with those purposes.
• Data Minimisation: Only the minimum amount of personal data necessary for the intended purpose will be collected and retained.
• Accuracy: Personal data will be accurate and kept up to date. Inaccurate data will be corrected or deleted promptly.
• Storage Limitation: Personal data will not be kept for longer than is necessary for the purposes for which it is processed.
• Integrity and Confidentiality: Personal data will be stored securely to protect against unauthorised access, accidental loss, or damage.

5. Retention Periods

goodnus Ltd will retain personal data only for as long as is necessary to fulfil the purposes for which it was collected or to comply with legal or regulatory requirements. The Company has established the following retention periods for different categories of data:

• Employee Records: Retained for the duration of employment and for 6 years after employment ends, in line with statutory requirements.
• Customer Data: Retained for the duration of the customer relationship and for 6 years following the end of the relationship, unless a longer period is required by law.
• Financial Records: Retained for 6 years from the end of the financial year to which they relate, as required by HMRC.
• Marketing Data: Retained until consent is withdrawn, and reviewed annually to ensure consent remains valid.
• Contractual Data: Retained for the duration of the contract and for 6 years following its termination or expiry.
• CCTV Footage: Retained for a maximum of 30 days unless required for investigation purposes or legal proceedings.

6. Secure Removal of Personal Data

When personal data is no longer required, it will be securely removed or destroyed in accordance with the following methods:

• Electronic Data: Data stored electronically will be removed using secure deletion software or methods that ensure the data cannot be recovered.
• Paper Records: Paper records containing personal data will be shredded, pulped, or incinerated to ensure they cannot be reconstructed.
• Data Held by Third Parties: Where data is processed by third parties, goodnus Ltd will ensure these parties comply with this policy and securely remove or destroy data when it is no longer needed.

7. Responsibilities

All employees, contractors, and partners of goodnus Ltd are responsible for ensuring that personal data is retained and removed in accordance with this policy. Specific responsibilities include:

• Data Protection Officer (DPO): Responsible for overseeing the implementation of this policy, conducting regular audits to ensure compliance, and providing training and guidance on data protection.
• Employees and Contractors: Responsible for following the guidelines and procedures set out in this policy and reporting any concerns or incidents to the DPO.

8. Data Subject Rights

Individuals have the right to:

• Request access to their personal data held by the Company.
• Request rectification of inaccurate or incomplete personal data.
• Request the removal of personal data where it is no longer necessary for the purposes for which it was collected or where they have withdrawn consent.
• Object to the processing of their personal data in certain circumstances.

Requests should be made in writing to the Data Protection Officer at goodnus Ltd, Unit 16 Spire Green, Harlow, CM19 5TR.

9. Policy Review

This policy will be reviewed annually or more frequently if required due to changes in legislation, business needs, or other relevant factors. The Company reserves the right to amend this policy at any time.

10. Consequences of Non-Compliance

Failure to comply with this policy may result in disciplinary action, up to and including termination of employment or contract, and may expose the Company to legal penalties and reputational damage.

11. Contact Information

For any questions or concerns regarding this policy, please contact the Data Protection Officer at:

Data Protection Officer: Paul Grundy
Email: info@goodnus.com
Phone: 01992 878 514

By adhering to this policy, goodnus Ltd demonstrates its commitment to data protection and compliance with UK data protection laws.

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goodnus limited Terms and Conditions

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Welcome to our website. If you continue to browse and use this website, you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our privacy policy govern goodnus limited’s relationship with you in relation to this website. If you disagree with any part of these terms and conditions, please do not use our website.

The term ‘goodnus limited’, ‘goodnus’ or ‘us’ or ‘we’ refers to the owner of the website whose registered office is Unit 4 Wintry Park Farm, Thornwood Road, Epping, Essex, CM16 6TB. Our company registration number is 10684628. The term ‘you’ refers to the user or viewer of our website.

The use of this website is subject to the following terms of use:

The content of the pages of this website is for your general information and use only. It is subject to change without notice.

Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.

Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.

This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.

All trademarks reproduced in this website, which are not the property of, or licensed to the operator, are acknowledged on the website.

Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.

From time to time, this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).

Your use of this website and any dispute arising out of such use of the website is subject to the laws of England, Northern Ireland, Scotland and Wales.

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General Data Protection Regulation Statement:

In order to fully comply with the General Data Protection Regulation (GDPR) which came into effect on 25th May 2018, we are taking the necessary steps to be fully compliant.

As a customer or supplier of goodnus limited we store a certain amount of data on you/your company but not limited to name, address, telephone number, e-mail address and company details.

This is data that can be used to identify you or your organisation, including, but not limited to those items outlined above. The records will be stored on business computers which are password protected, have anti-virus and firewall software in place, and will be kept for a period in excess of 3 years.

Data collected will only be used for the purposes necessary for us to fulfil our business obligations to either you as a customer or supplier. Your data will only be shared if in the interests of yourself or the business, or if legally obliged to do so. Any data stored will be processed lawfully, fairly and in a transparent manner. It will only be collected for specified, and legitimate purposes and not further processed in any way. All reasonable steps will be taken to ensure data is kept up to date and is accurate.

You have the right to withdraw your consent at any time or to access the data we hold about you and have it rectified or erased by the business. Any requests must be in writing.

If you would like a copy of our Data Protection Policy, please do let us know.

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Business privacy policy

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

goodnus limited 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.

goodnus limited 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 1st January 2022.

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What we collect

We may collect the following information:

Name

Contact information including name, contact number, email address and address. We require this information to understand your needs and provide you with a better service, and for the following reasons:

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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 or mail. We may use the information to customise the website according to your interests.

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Online Ordering

Online orders will be subject to the Companies discretion and goodnus limited reserves the right not to accept an order.

Only goodnus limited customers are permitted to order online on this website. Any order or form submitted will be carefully considered and maybe refused without reason or notice.

Any automated confirmation does not constitute a guarantee of delivery or acceptance of an order.

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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.

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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.

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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.

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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 goodnus limited, 4 Wintry Park Farm, Thornwood Road, Epping, Essex, CM16 6TB.

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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.