Privacy Policy

We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.

 

Who we are

This website is owned and operated by the following Millboard companies:

The Millboard Company Limited, a private limited company registered in England and Wales under company number 06061318. Our registered office is 1 Argosy Court, Whitley Business park, Coventry CV3 4GA. Millboard is registered with the Information Commissioner’s Office as a data controller, under registration number ZA032710.

Millboard Inc, under registration number 2403224. Registered Agent: The Corporation Trust Company, Corporation Trust Center 1209 Orange St, Wilmington, New Castle, DE, 19801.

Millboard France SAS, 12 Rue Newton, 33370 Tresses, Bordeaux.

All the above entities are wholly owned by the Elmdene Group Ltd, Unit A Castle Court, Bodmin Road, Coventry, CV2 5DB under company registration number 06890168.

Millboard collects, uses and is responsible for certain personal information about you. This privacy policy tells you how we collect your personal data, how we store it, how we use it, and how we keep it safe. If we ask you to provide information by which you can be identified, the information will only be used in accordance with this privacy statement, in line with current data protection laws, including the UK Data Protection Act (DPA), General Data Protection Regulation (GDPR) and Privacy and Electronic Communications Regulations (PECR), the EU e-Privacy Directive (ePD); and those outside the UK and EEA, such as the prevailing U.S. state laws, and the laws in Australia. We are committed to complying with this Privacy Policy and data protection laws, including those outside the UK and EEA, that apply to our collection and use of your personal information.

 

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. Your information will be held in a secure environment, and access to it will be restricted to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

To prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and protect the information we collect online. We use state of the art technology for processing and storing data, and data transfers, including encryption and access control. Your personal data is processed with confidentiality and integrity.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

 

What we collect about you

We process the personal data of our commercial and residential customers, our distributors, our enquirers, our suppliers and our workers. The data we process includes only what we need to provide the service, product, or information you have requested, and includes:

• Contact details (individual contact name, business address, telephone number (landline and/or mobile) and email address) provided to us with your order or enquiry/quote request.

• The telephone number or email address from which you contacted us

• We may record and store telephone calls you make to us, or which we make to you, including date and time of calls.

• Any other personal information you may have given us when discussing your needs

• Information relating to the services we have provided or you have requested from us

• Sample requests

• Warranty registrations

• Enquiry/quote requests

• Details of any sales calls we have made to you

• Details of any calls or contact we may have with each other

• Financial details for invoicing including bank details for payments (where applicable)

• Information relating to surveys or offers

• User name, email address and log-in details for your employees who access our systems

• We collect information from your computer and about your visits to and use of this website. This includes collecting unique online identifiers such as IP addresses, which are numbers that uniquely identify a specific computer or other device on the internet. Please see our Cookie policy for more details.

 

Where do we collect personal data

Much of the data we hold about you will be data you share with us via our website, or through email, telephone calls, our website chat support, showroom visit bookings, installer searches, or through events.

However, we may also collect data about you from the following sources:

• from a third party acting on behalf of a customer when placing an order or making an enquiry on the customer’s behalf.

• from commercial lead generating organisations so that we can send you information about our products and services.

• Information you may make available via social media

• Automatically from the devices you use, including telephone numbers collected automatically by our telephone systems

• Automatically from our website, for example cookies and other similar technologies

 

How we use your personal information

We shall always respect your privacy. In certain territories, we are required to have a legal basis for processing your personal data. We process your data for the following purposes, and under the following legal grounds:

Purpose	Type of data	Legal Basis for Processing
To manage your enquiry and requests about our services and products, and to provide you information, products or services that you request from us	Name, contact details	The processing is necessary to meet contractual obligations into which you have entered as a customer, supplier or worker. In other words, we use your personal information to fulfil the services you have asked us to provide, or which we have asked you to provide.
To contract with you to help us provide or administer our services.	Name, contact details product and payment information
To carry out our obligations arising from contracts we enter into with you, including warranty information	Name, contact details, product and payment information
To keep you informed and updated on relevant products and services in which you may be interested.	Contact details and any information relating to personalisation preferences).	For our legitimate business interests. We have conducted legitimate interest assessments in which our interests and those of our clients, suppliers, workers, business contacts and prospects are balanced.
To notify you about changes to our service	Contact details and product / service information
To maintain records of current, past and potential customers, suppliers and workers for administration purposes	Contact details, payment history and any information relating to personalisation status).
To use various IT applications to manage personal data, such as back up data and restores, IT support for hardware, software and applications to enable Millboard to fulfil its obligations to its clients, and its own business administration	Contact details, communications, product / service information, payment history, bank details, and any information relating to personalisation status).
For internal administration purposes, including management of tasks and communication.	Contact details, payment history and any information relating to personalisation status
To improve our products and services.	Contact details
To invite you to review our products or services through third party services. Where we share data for this purpose, the processing will be subject to a written agreement that ensures suitable protections are in place. Third parties will not be able to use your data for any other purpose	Contact details
To provide you with a service tailored to your preferences	Contact details, payment history and any information relating to personalisation status
For marketing research purposes, conducting customer satisfaction surveys and responding to your website visits to improve our services.	Contact details
To administer credit requests	Contact details, signature, bank details
To maintain your contact preferences.	Contact details and contact preferences
To administer our website, and ensure its content is presented in the most effective manner for you and your devices	Essential cookies and similar technology
To retain basic transaction details for the purpose of tax reporting	Contact details and transaction history	To comply with a legal or regulatory obligation
Where we have a legal right or duty to disclose your information (for example, in relation to an investigation by a public authority or in a legal dispute)	Contact details, communications and transaction history
To share your information with a distributor if we are unable to provide a service directly	Contact details and any information relating to personalisation status	Where you give us your Consent to do so. You have the right to withdraw your consent to such use at any time by contacting us.
To use non-essential cookies, such as online identifiers, location data or other technical information on our website (see our Cookie Policy)	See Cookie Policy
To send you direct marketing communications via email, text message, or other electronic communication if you are not a customer	Contact details, communications and transaction history

With whom we share your personal information

Millboard does not sell, share or give any personal data to external companies for the marketing purposes of those companies. We will share Customer’s personal information with third parties that we are asked to deal with on your behalf (e.g., builders, architects, and our approved distributors) or with delivery couriers that we use to deliver products to you. We may on occasion share limited information with third party review platforms to gather customer experience feedback on Millboard and our products.

We shall keep your personal data within Millboard and our trusted third-party suppliers except where disclosure is required by law, for example to government bodies and law enforcement agencies.

We may share your personal data with Elmdene Ltd, who provides our administrative, order processing, accounting, marketing, surveying, manufacturing, distribution, installation, servicing, warranty management, and other services.

We may transfer your data to the following third party data processors who act under our instructions, and with whom we have appropriate service and data processor agreements in place, in compliance with relevant data protection laws:

• third parties who provide products, services or research on behalf of Millboard, for example authorised distributors or administrative services.

• Third parties such as a paid lead generator, with whom we will share sufficient information with them for accounting and administration purpose.

• Third parties who provide market research services to help us improve our product, marketing and services.

• Third parties who provide review services and may ask you, on our behalf, to complete a product or service review or questionnaire.

• Third parties where we transfer rights or obligations of our contract with you.

• Where we have asked and been given your consent.

• Where we are required or permitted to do so by law or regulation.

Where we share data with agents and sub-contractors we ensure that the data processing is supported by a written contract and that your data is treated confidentially and securely, and in accordance with data protection legislation. Our contract with them will not allow them to use your information for anything other than the fulfilment of our contract with you.

 

Data Transfers

Your personal data may be stored, processed, and transferred outside the United Kingdom (UK) so that we can use your personal data as described in this policy. Where this is the case, we will make sure that any transfers of your personal information from one country to another comply with those data protection and privacy laws which apply to us.

We will only transfer your personal data to countries that have been deemed to provide an “adequate” level of protection for personal data by the UK and/or the European Commission.

Where we use service providers based outside the UK and EEA, we may use specific contract clauses approved for use in the UK and EEA which give personal data the same protection it has in the UK and EEA.

 

How long we keep your personal information

All personal data will be held in accordance with our company retention and deletion policy. We only keep your personal information for as long as we need to, so that we can use it for the reasons described above.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirement.

To make sure that you do not receive marketing from us after you have told us to stop sending it, we need to keep a record of that instruction with your contact details. We shall hold that information until you tell us otherwise.

Where necessary, we shall keep your personal data for as long as required to do so by law; and where required to establish, exercise or defend our legal rights.

Any unrequested contact by electronic communicating to any personal (not business address) will respect your personal e-privacy rights by being restricted to the use of e-contact details that you provided to us in connection with the supply by us to you of services that you paid us for or enquired about previously and will be limited to the same or similar goods and services.

Your rights and control over your personal data UK and Europe

Under the General Data Protection Regulation and the DPA 2018, you have a number of rights over your personal data. These include:

• Right to know: the right to be informed about what data we collect, the purposes for processing your data, how long we will keep it, and with whom it will be shared. This Privacy Policy has been designed to meet that right.

• Right of access: you have the right at any time to ask us (by making a subject access request) what personal information we hold about you, how we are using it, with whom we are sharing it, and where we obtained your personal data. You may also request a copy of the personal information. To protect your privacy and security we may need to verify your identity before disclosing or deleting your data.

• Right to correct: the accuracy of your personal data is important to us. You can ask us to rectify/update your personal data, including your address and contact details at any time, and we shall do so promptly at your request. You may also request that we restrict processing if this is justified. Proof of identity may be required in some circumstances.

• Right to erasure: in some instances, you have the right to request that we delete your personal data. If the request is valid, we shall do so promptly. We may need to verify your identify before deleting your data.

• Right to object: you have the right to ‘block’ or suppress processing of your personal data. You have the right to opt out of marketing promotions at any time. For example, every promotional email we send you contains a link which you may click to unsubscribe. When you make such a request, we shall retain just enough of your personal data to ensure that the restriction is respected in the future. You also have the right to object to decisions being taken by automated means (known as profiling) which product legal or similar effects concerning you.

• Right to withdraw consent: Where our processing of your personal data is based on your consent, you have the right to withdraw that consent at any time.

• Right to portability: you have the right to receive personal data which you have provided to us, in a structured, commonly used and machine-readable format, and the right to transmit that data to a third party in certain situations.
   

If you wish to exercise any of your rights, or to request details of personal information which we hold about you or have any questions about this privacy notice or the information we hold about you please contact:

 

Legal Policy & Compliance Manager
The Millboard Company Limited
1 Argosy Court
Whitley Business Park
Coventry CV3 4GA

Tel: 024 7643 9942
Email: james.etheridge@millboard.co.uk

 

Your rights and control over your personal data (International)

If you live in the United States and you would like information regarding state specific privacy policies, navigate here.

If you are looking for the Millboard Data Privacy Framework Notice, please navigate here

 

Contacting the Data Protection Regulator

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you have the right to make a compliant to the data protection regulator. The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred.

 

Contacting the Data Protection Regulator

Country	Regulator	Contact
UK	Information Commissioner www.ico.org.uk	Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Tel: +44 (0) 1625 545 745 Personal Information Complaints Tool
France	Commission Nationale de l’Informatiqe et des Libertes (CNIL) https://www.cnil.fr	3 Place de Fontenoy TSA 80715 75334 PARIS CEDEX 07 FRANCE Tel: +33 (0)1 53 73 22 22
Germany	Bundesbeauftragter fur Datenschutz und Informationsfreiheit (BfDI) https://www.bfdi.bund.de	Graurheindorfer Str. 153 53117 Bonn Tel: +49(0)228 997799-0 Email: poststelle@bfdi.bund.de
Norway	Datatilsynet www.datatilsynet.no/	Datatilsynet P.O. Box 458 Sentrum NO-0105 Oslo
Australia	Office of the Australian Information Commissioner (OAIC) https://www.oaic.gov.au/	GPO Box 5288, Sydney NSW 2001 Tel: 1300 363 992 Fax: +61 2 6123 5145 Privacy Complaints Form

 

Changes to this privacy notice

We may change this privacy notice from time to time. When we do so, we shall inform you via our website.

This privacy notice was published October 2023 (V.3)