How we look after your data

At Polar Brite (“POLAR BRITE”) we want to ensure that you are kept fully aware of how any data that you share with us will be looked after and used.

In accordance with the General Data Protection Regulation (GDPR), we have implemented this privacy notice to keep you fully informed about the types of data we process about you. We also include within this notice the reasons for processing your data, the lawful basis that permits us to process it, how long we keep your data for and your rights regarding your data.

Who we are

We are a cleaning and janitorial supply company.

We take protecting your personal data very seriously and will ensure that any data you decide to share with us will be processed in a fair, open and transparent manner.

Data protection principles

Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:

  • processing is fair, lawful and transparent
  • data is collected for specific, explicit, and legitimate purposes
  • data collected is adequate, relevant and limited to what is necessary for the purposes of processing
  • data is kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay
  • data is not kept for longer than is necessary for its given purpose
  • data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures
  • we comply with the relevant GDPR procedures for international transferring of personal data

What types of data do we hold?

Personal information

The types of personal information data that you share with us include details such as your name, address, email address, phone numbers and emergency contact details. You will have given us this information when signing a contract for POLAR BRITE to carry out work or making a enquiry for more information about our services.

How do we use this information?

We will use this information to provide the services that you have requested; to keep you updated about relevant aspects of POLAR BRITE work and to keep a record of the services that you have given to POLAR BRITE.

How do we use this information?

We will only use this information to provide you with the services you have requested.

Lawful basis for processing

The law on data protection allows us to process your data for certain reasons only and it’s important that we are clear about the legal basis for using your information.

We are able to process your data in order to comply with a legal requirement, to fulfil a contract with you or because you have given us your consent to do so.

The new GDPR regulations state that we need to also consider the conditions under which we process special category data. We will only process special categories of data at POLAR BRITE when you have given us your explicit consent to do so, to carry out our legal obligations or for reasons of substantial public interest.

Who we share your personal data with

The personal information that we collect about you will only be used by POLAR BRITE staff to process or to liaise with you about particular services, events or activities you may have signed up for.

We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Equally, we would never sell any information to other organisations about your web browsing activity.

Protecting your data

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such and are committed to ensuring that your personal data is always kept safe.

Retention periods

We only keep your data for as long as we need it for, depending on the relevant activity. Some data retention periods are set by the law. You can ask for a copy of POLAR BRITE Data Retention Schedule at any time by calling 01376 564096

Your rights

It’s very important to us that you understand what your rights are in respect to how we process your data. You have the following rights in relation to the personal data we hold on you:

  • the right to be informed about the data we hold on you and what we do with it;
  • the right of access to the data we hold on you, along with what personal information we use, why we use it, if we share it and how long we hold it for. This is called a “Subject Access Request”. To make a request please put this in writing to POLAR BRITE, Unit 1B, Priors Way Coggeshall, Essex CO6 1TW. There is no charge for this service.
  • the right for any inaccuracies in the data we hold on you, however they come to light, to be corrected. This is also known as ‘rectification’;
  • the right to have data deleted in certain circumstances. This is also known as ‘erasure’;
  • the right to restrict the processing of the data;
  • the right to transfer the data we hold on you to another party. This is also known as ‘portability’;
  • the right to object to the inclusion of any information;
  • the right to regulate any automated decision-making and profiling of personal data.


Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. This means that we will stop processing your data.

Making a complaint

If you think your data rights have been breached, you are able to raise a complaint with the Information Commissioner (ICO). You can contact the ICO at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone on 0303 123 1113 (local rate) or 01625 545 745.

To find out more about this policy and to discuss how we use your personal information at POLAR BRITE please call us on 01376 564096 or email at any time.