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Who We Are

We are Thomas Hearn Ltd Company Registration Number 01010786 Trading Address: Thomas Hearn Ltd, 102 Warwick Road, Kenilworth, Warwickshire, CV8 1HL Any reference to ‘we’, ’us’ or ‘our’ shall mean Thomas Hearn Ltd. Throughout this policy statement ‘you’ or ‘your’ shall mean the the Customer. Under the General Data Protection Regulation 2018, we constitute the ‘data controller and processor’ in relation to the personal information that we collect about you. As data controller we have certain legal responsibilities surrounding how we collect, use and share your personal information. We must inform you about this, and this statement does so, it is important for you to be aware of the rights afforded to you.

Information We Collect

We collect information about you which you have provided to us though our website and though communication with us. The types of personal information we collect from you include;

a) Information you provide to us – personal information that you provide to us including your contact details (i.e. you name, email address, phone number and postal address) and your bank card details.
b) Your correspondence – if you contact us we may keep a record of that correspondence.
c) Sales and services information – details of transactions that you make with us and details of services we provide to you.
d) RomanCart is an independent controller for the purpose of processing customer data via our online merchant services. RomanCart privacy statement can be viewed at here.
e) PayPal is an independent controller for the purpose of processing customer data via our online payment services. PayPal privacy statement can be viewed here.

We may also collect information about your computing including, where available, your IP address, operating system and browser type. We may use this information to manage your account, carry out customer care activities and we may also record and or monitor your calls for quality checks and staff training. Information may be used to monitor the quality and security of the website and to test and maintain our IT systems. We may analyse your use of the services for marketing purposes, including but not limited to the pages on our website you look at and the services you purchase as well as your browsing history and use of our website. We will not pass responsibility of your information to other organisations. CCTV footage – We use CCTV camera at some locations on our premises for crime prevention and safety or general security reasons.

How We Will Use Your Personal Information

We may use your personal information to provide our services more effectively to you, e.g. to administer our services, including the handling of your requests, communicating with you (including any offers and promotions), keeping our records up to date about you and for carrying out our obligations arising from any contracts entered into between you and us. To make payments to you and to receive payments from you.

We will use the information to help identify, develop or improve products that may be of interest to you. The information may be used to enable us to monitor and analyse our business and carry out market research. This information may be provided to independent external bodies such as government departments and agencies to carry out research. Your data will never be sold or given to other parties other than those which are used to enhance our service to you or to provide us with information which may assist us in targeting our business. The only exception to this would be at the request of a government department. Your data may also be used for other purposes for which you give us permission or where we are permitted to do so by law or it is in the public interest to disclose the information or is otherwise permitted under the terms of the General Data Protection Regulation.


We may use your information to market to you, which is subject to having obtained specific consent under article 4 of the General Data Protection Regulation. Marketing may consist of updates and offers about our products and services. We will ask for your consent at the time we collect your data to conduct marketing. Marketing may be communicated by post, email, SMS or telephone. This may be specific to your individual preferences or a general marketing campaign. You have the right to withdraw your consent at any time. If at any time you do not want us to contact you for marketing purposes, you can let us know via the ‘contact us’ section of the website, or write, email or telephone us. We will action your request within one working day (if a campaign has already been authorised it may still be sent so please bear with us on this, any future marketing will be surpressed). You can also ‘unsubscribe’ by clicking the appropriate button on any email marketing. We will try to action this within one working day.

Transfers of Personal Information

We may permit selected third-part companies to use your personal information, for the purposes set out in this document in ‘how we use your information’. These companies will not use your information to contact you (unless you are already a client of these organisations). Selected third parties will be subject to process your personal information in compliance with the same safeguards that we deploy. We do not sell your personal information and we only use it or share it to enhance our service to you.

We work carefully with selected data processing companies such as;

Russell Pike Media Ltd - Advertising, mailing house and marketing - 6 Stonynge Place, Lichfield, Staffs, WS13 8FQ.

ProPraxis Ltd - Website management and marketing - 5 Broadway Furlong Anstey Leicester, LE7 7TL.

Hitachi Personal Finance - Consumer Credit Provider FCA approved Hitachi Capital House, Thorpe Road, Staines-upon-Thames, TW18 3HP.

Stainguard Warranty Group - Fabric and structural warranties - FCA approved Administered by Homeserve Ltd - PO Box 3737, Chester, CH1 9RP.

Your personal information may be accessed by staff or suppliers, in, transferred to, and/or stored at, a destination outside the European Economic Area (EEA) in which data protection laws may be of a lower standard than in the EEA. Regardless of location or whether the person is an employee or contractor we will impose the same data protection safeguards that we deploy inside the EEA. Certain countries outside the EEA have been approved the European Commission as providing essentially equivalent protection to EEA data protection laws and therefore no additional safeguards are required to export personal information to these jurisdictions. Please see the full list here:

In countries which have not had these approvals, we will either ask your consent to the transfer, or transfer it subject to European Commission approved contractual terms that impose equivalent data protection obligations directly on the recipient unless we are permitted under applicable data protection law to make such transfers without such formalities.

Under the General Data Protection Regulations 2018, when personal information is being transferred outside the EEA, we as a data controller and processor, are under an obligation to ensure that such transfers are performed in a manner that ensures that your personal information is adequately protected. We may disclose and exchange information with law enforcement agencies and regulatory bodies should we be required to do so following legal requests/obligations. As part of the process of providing you with the product or service requested, we may undertake certain checks or exchange information through various fraud and credit-check databases. Likewise, we may need to share your information with third parties to comply with anti money laundering regulations.

How We Keep Your Information

The periods for which we keep your information depends on the purpose for which your information was collected and the use to which it is put. We will not keep your personal information for longer than necessary for our business purposes. For example: -When you expressed an interest in our products or services. -Where we have collected your details for us to provide you with information about our services We will keep your information for 5 years unless you have requested that we stop holding your information sooner. In the event that you have purchased a product from us we will keep your personal information for a period of 7 years so we can comply with companies record keeping requirements and to deal with queries, complaints, legal claims and service issues. Please note that each time you purchase from us or enquire to us, the time we hold the data will re-start.

Legal Ground for Processing

The legal grounds we rely on to process your personal information, are that processing is necessary for:

a) Our legitimate business interests or those of a third party and these interests are not overridden by your interests or fundamental rights and freedoms in relation to the protection of your personal information. Our legitimate business interests include enabling us to provide you with products, services and information about our products and services (marketing). Third party legitimate business may include insurance products so we have sufficient cover to protect the service you have selected.

b) Our performance of a contract made with you. This includes providing you with products and services and our taking steps at your request towards, and in anticipation of, providing you with products and services.

c) Our compliance with legal and regulatory obligations.

Your Rights in Relation to your Personal Information

If you have any questions in relation to our use of your personal information, you should first contact us. Please see the ‘Contact Us’ button on our website, alternatively you can write to us at Thomas Hearn Ltd, 102 Warwick Road, Kenilworth, CV8 1HL. Or you can email us at . You have the right to request a copy of the information which we hold about you. This is called a Data Subject Access Request and is in reference to the following:

  • To provide you with further details as to how we use your personal information
  • To provide you with a copy of personal information we have collected about you
  • To update any inaccuracies in the personal information we hold
  • To delete any personal information we hold
  • To object to our use of your personal information, if this information is causing you undue harm or distress. In such cases we should cease using your personal information.

We may charge an administrative fee when a request is manifestly unfounded or repetitive. We may also charge a further administrative fee when you request for us to provide further copies of the information already provided to you.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. We will acknowledge and respond to your request within one month of receiving your request. We may have to ask you to verify your identity, this is because we hold personal information about you and we need to make sure we are dealing with you and nobody else. Information will be provided within one month of receipt of your request. This timeframe can be extended upwards for an additional two months depending on the complexity of your request. We will inform you if an extension is required.

Third Party Links

Our website contains links to other third party websites. If you follow these links to any of these websites, please note that these websites have their own terms and privacy policies and that we do not accept any responsibility or liability for them.

Getting in Touch

If you have any questions, or you would like to find out more about this privacy notice you can contact us through written documentation, call or email. Please see as follows:

The Data Controller, Thomas Hearn Ltd. 102 Warwick Road Warwickshire CV8 1HL
Tel: 01926-854884

This Policy was last updated in May 2018