Ref

Lawful Basis to process personal data

1

Processing is necessary for phs and its subsidiaries to carry out their services or deliver their products, to defend ourselves in legal claims and to respond to queries from regulators or legislators; except where it would negatively impact on the fundamental rights and freedoms of the individual (data subject), or where their personal data requires protection, particularly if the individual is a child.

2

Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.

3

Processing is necessary for compliance with a legal obligation to which the data controller is subject.

4

Processing is necessary to allow phs to pursue its legitimate interests in contacting stakeholders within organisations that have shown an interest in phs products and/or services.

5

Processing is necessary to allow phs to pursue its legitimate interests in the prevention and detection of fraud / crime.

6

The data subject has given consent to the processing of his or her personal data for one or more specific purposes. 

7

Processing is necessary to allow phs to pursue its legitimate interests in offering benefits to its employees via third-party providers.

Service Provided

Scenario

How will we use your information

Lawful Basis Ref

Marketing, Lead and Prospect Customer Information

Informing our current and prospective customers of phs products and services 

Request a quotation for our products, services or place an order by corresponding with us by telephone, email, post or through our website (website usage information is collected using cookies)

For customers and prospective customers, we will use your information to provide any products and services you’ve requested and for other purposes, for example:

• To confirm your identity and address.
• To process your order, manage your account and, unless you opt out, to email you about products, services and promotions that may be of interest to you to ensure we are offering you the services.
• To continually improve our products and services
• To administer our applications and for internal operations, including data analysis, testing, research and survey purposes.
• To measure and understand the effectiveness of the advertising we serve to our customers and to ensure we deliver relevant advertising to them.
• PHS Group will only share your information for marketing purposes with its subsidiary companies, as listed near the top of this privacy notice.
• PHS Group will only share your information with sub-contractors in order to fulfil quote, product sale or service.
• Where appropriate we will ask for your consent. You can opt-out at any time using the functionality built into all of our marketing messages.

1

Marketing to prospective or current customers

We also purchase contact information from a third-party data seller.

• Data is used to generate business leads and to contact prospective customers who may be interested in our products or services.

Note PHS will not share your information for marketing purposes with companies outside of our group.

1

Marketing to organisations who have visited our website

PHS Group utilises reverse IP tracking software called Web Insights. This software allows us to capture the IP address of our business website visitors, to help us identify which organisations are engaging with our website content.

We use this data to provide insights to our sales and marketing functions in order to approach relevant stakeholders within those organisations, providing information about products and services offered by PHS.

4

Current Customer Information

Sale Orders Processing

You purchase one off or ad-hoc goods from us. Over the phone or our websites

• We only collect the minimum personal data needed to process an order, manage an account or enter into a contract. Without this information we will not be able to conduct business with you.
• In processing your order, we may send your details to, and also use information from credit reference agencies.
• We credit check new business accounts >£1k using a credit reference agency, where ratings do not meet the required criteria, these businesses are placed on a monitoring list.

1,2 and 6

Contractual Business for prospective or current customers

You enter into a contractual relationship with us to provide goods or services

• We only collect the minimum personal data needed to process an order, manage an account or enter into a contract. Without this information we will not be able to conduct business with you.

To ensure that we are compliant with HMRC VAT regulations.

2

Customer Portal

Billing for goods or services provided by PHS

• To send your VAT invoices by post via the 3^rd party or where you have opted in through the MyPHS online portal.

2

Credit control and debt management

You fail to pay for your goods or services within agreed contractual payment terms resulting in credit control and debt management processes

• As we invoice in advance, our credit cycles take care of debt at early stages where we apply sanctions such as debt collection, service suspension and ultimately termination of contracts due to protracted default. All information we use is on contracts or public information generated from Companies House. We do not credit check sole traders or those customers who fall under the Consumer Credit Act.

2,3

Legal or Regulatory obligations

To satisfy Environment Agency (EA) legal obligations

• You are a producer of Hazardous waste for which phs issue consignment and destruction notices that may be audited by the Environment Agency (EA).

2,3

Employee Information

Recruitment and selection

You are not a current employee and do not have a contract of employment but have given consent for phs to process and store your data for current or future positions with phs

for which you may be suitable

For applicants, we will use your information:

• To confirm your identity, address and other details.
• Checking of references.
• Checking of Home Office Department of Work and Pensions right to work regulations.
• Checking whether a medical is required for predisposed conditions.

Disclosure and Barring Service (DBS) security checks for employees or criminal declaration

 6

Contractors 

For contractors, we will use your information:

• To confirm your identity, address and emergency contact details.
• To make payments to you.
• To ensure we are compliant with Health and Safety and Duty of Care regulations.
• To ensure you are meeting your contractual obligations as an employee.

To ensure if you are a company vehicle user that you are compliant with the Highways Agency and other Transport related regulations.

1,6

Employees

(Permanent

Full / Part time and Temporary 

You are an employee of phs and have signed a contract of employment 

For employees, we will use your information:

• To confirm your identity, address and emergency contact details.
• To pay your salary.
• To ensure we are compliant with Health and Safety and Duty of Care regulations.
• To ensure you are meeting your contractual obligations as an employee.
• To ensure if you are a company vehicle user that you are compliant with the Highways Agency and other Transport-related regulations.
• To allow you to be identified as a phs employee in the systems of third-party providers of employee benefits.

To contact your next of kin or beneficiary. 

To provide information to other Bidvest group companies for audit and fraud prevention purposes.

1,2,5,6,7

Supplier Information

Supplier Request for Information (RFI) or Request for Proposal (RFP)

You take part in a Request for Information (RFI) or Request for Proposal (RFP) supplier selection process

For suppliers, we will use your information:

• To confirm your identify and address.
• To set you up on our preferred suppliers list.

2

Supplier Purchase Order and Invoicing

You submit an invoice for payment for services provided to PHS

• To manage our working relationship and communications to ensure work is carried out efficiently.
• To report any queries or concerns .
• For payment of work.

2

Other Personal Data

Site visitors

You are a visitor to one of our sites

• In order to give you a visitor’s pass we ask for some basic details about you including your name, email, mobile number and car registration (if you drive to the site). We do this for compliance with Health & Safety and Fire regulations.

1, 3

Type of enquiry

Contact details

Customer Complaint

02920 851000

Data request/complaint

dataprotection@phs.co.uk

General enquiries

02920 851000

Sales

02920 809098

Service 

02920 851000

Other

02920 851000