Privacy Policy

RGS Decorators (‘we’, ‘us’) respect the right to privacy of every individual who visits our website.

The purpose of this privacy policy is to outline the personal data which is processed from the RGS Decorators website and to notify visitors of how that data is used and their rights under the General Data Protection Regulation (GDPR).
For the purpose of the General Data Protection Regulation 2018 (GDPR), the data controller is RGS Decorators.

What personal information we collect and why we use it?

Contact details including name and email address etc from correspondence where you use our ‘Enquiry Form’ – We collect this data to provide you with information regarding products or services which you have requested from us. Computer or device information (e.g. your IP address) helps us to create statistical data such as number of views to our website in each geographical location.

Cookies

Cookies contain information which is transferred to your computer’s hard drive. They help us to improve our website and to deliver a better and more personalised service. Some cookies are essential to the operation of our website. They enable us:

• To speed up your searches
• To recognise when you return to our website

To make your browsing experience more efficient
You can set your browser not to accept cookies. If you choose not to allow cookies

you may be unable to access certain parts of our website.

Legal basis for processing

We will only contact you where you have given consent for us to do so, i.e. contacting us via our ‘Enquiry Form’, directly emailing us, or if you have chosen to receive marketing communications from us. This information will strictly be used to respond to your enquiry / request and may be passed within RGS Decorators to provide you with the information requested.
We have a legitimate interest in using IP addresses to create statistical geographical data, this information helps us to determine how many users have visited our website from each geographic location.

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Who we share your data with

We may disclose your personal data to employees of RGS Decorators
We use Google Analytics to collect and compile statistical data, an IP address without additional data cannot identify an individual.

How long is your data stored

We do not process your personal data collected from the RGS Decorators website for longer than is necessary to provide you with information, products or services that you have requested from us.

Your rights under the General Data Protection Regulation (GDPR)

1.The right to be informed

2. The right of access

3. The right to rectification 

4. The right to erasure

5.The right to restrict processing The right to data portability

6. The right to object

7. Rights in relation to automated decision making and profiling

For more information on your rights under the General Data Protection Regulation (GDPR) click here.

Complaints

You have the right to make a complaint to the relevant supervisory authority which is the Information Commissioners Office (ICO) if you think your personal information has been handled incorrectly.

Contact us

If you require further information or have any questions regarding this privacy policy email us at Hello@rgsdecorators.co.uk

Health & Safety Policy Statement

RGS Decorators, recognises the importance of occupational health & safety and is committed to operating its business responsibly and with due regard to the health & safety of its employees and any others who may be affected by its operations.

It is RGS Decorators policy to carry out all measures reasonably practicable to provide a safe working environment by:

Complying with or exceeding all legal health & safety requirements and industry best practices.

Maintaining good relations with all regulatory bodies.

Ensuring that health & safety is an integral part of the responsibility of each manager

and supervisor.

Ensuring that suitable and sufficient risk assessments are undertaken for all work activities, equipment, hazardous substances and any other activities that may affect the occupational health of staff and sub-contractors.

Ensuring that staff and sub-contractors are made fully aware of the contents of the risk assessments undertaken, control measures implemented and any residual risks that remain.

Ensuring all work equipment is provided and maintained in accordance with statutory requirements, manufacturer’s instructions and industry best practice.

Assessing and regularly re-assessing the health & safety impacts of the company’s activities.

Provide information, training and supervision to reduce health & safety risks of the company’s activities to the lowest level reasonably practicable.

Maintaining working practices which make proper provision for health & safety.

Maintaining a system of joint consultation with employees and other interested

parties to promote awareness and continued improvement in all aspects of health &

safety.

Ensuring adequate resources are made available to implement this policy.

This policy is communicated to all employees, suppliers and sub-contractors and is made available to other on request. This policy will be reviewed annually or when a change in circumstances occurs.

Environmental Policy :

RGS Decorators is committed to meeting environmental best practices and ensuring sustainable development. RGS Decorators are committed to providing a positive social impact, working hard to be a role model and build partnerships founded on trust and mutual advantage within the communities in which we operate. 

Our company strives to be transparent, communicating openly and actively whilst encouraging constant dialogue on all environmental issues. Our Environmental Policy is dedicated to the principles of sustainable development and is committed to conducting all our operations with respect to the environment, seeking to drive down the impact of our activities by reducing waste and using resources efficiently. Our environmental Company policy currently requires RGS Decorators Employees/Sub Contractors to: 

1. manage our activities in ways that reduce their environmental impact to a practicable minimum 

2. continually improve our environmental performance and the prevent pollution, through setting clear environmental objectives and regularly monitoring progress against them 

3. operate a management system that ensures that our environmental policy is understood and implemented at all levels throughout the company Sustainable development Sustainable development is defined as ‘forms of progress that meet the needs of the present without compromising the ability of future generations to meet their needs’. Our policy is to conduct our business responsibility with integrity and with respect for the interests of all those affected by our operations. 

In particular to deliver this policy we endorse the following principles:

• comply with all relevant laws and regulations and take any additional measures we consider necessary 

• meet all commitments in our Safety, Health and Environmental Policy and standards 

• conduct our business with integrity and respect human rights 

• create a working environment for our employees based on trust and respect 

• build long term relationships with our clients and suppliers 

• provide appropriate training for our employees to implement this policy

Our environmental performance 

• reduction in CO2 and greenhouse gases 

• monitor and review the impact of our activities in respect of energy use 

• greenhouse gas production 

• water use 

• hazardous substances to the air

• ozone generators 

• ozone depletors It is RGS Decorators intention to constantly improve where practicable our environmental performance with regard to all aspects of our policy. 

Where possible we will promote water based paint substitutes to comply with VOC (volatile organic compound) reductions, although we ultimately rely on our clients and their specifiers. 

We will promote the use of products produced with respect to the environment by companies who acknowledge the impact of their processes. Our company vehicles We are currently reviewing the possible reduction of CO2 emissions and miles per gallon consumption by careful selection of our future vehicle fleet. 

This review is considering: 

• our fleet’s carbon footprint 

• fuel economy 

• driver education 

• reducing mileage 

• health & safety and duty of care issues

Our suppliers’ vehicles & deliveries We are constantly monitoring and reviewing our supplier’s deliveries by mapping vehicle movement details with a view to ordering materials and plant in a more efficient manner, in respect of the environmental impact. 

This will of course entail the selection of suppliers who themselves adopt efficient environmental policies but also takes in to account the geography of sites with respect to suppliers and ultimately purchasing in a manner that will reduce the number and frequency of deliveries. 

Waste management Reduce We shall continue to seek ways of reducing the amount of paint purchased by simply checking the coverage rates detailed on the manufacturer’s product data sheets.

Re-use Ensure that once opened, paints must be stored correctly. 

Replacing the lid firmly then inverting them for a couple of seconds, thereby creating a seal which prevents skinning. 

Store in an area which does not have extremes of temperatures and is protected from frost. 

We try to donate our left-over paints if possible.

Recycle Whilst specification of paint and other materials is largely out of our control and is dictated to by the client/architect, we will endeavour to use products produced by companies with reputable sustainability policies. 

Dulux ICI and Crown, who supply the majority of our paint materials are themselves seeking to improve the amount of packaging materials that is sourced from post-factory and post-consumer waste. 

Final disposal Whenever disposing of waste coatings (paint and woodcare) and containers, we deal only with reputable waste contractors, to ensure that the regulations are complied with. 

Where we are employed as a subcontractor, it is generally our responsibility to dispose of our waste to which Dulux and Crown will accept.

All of RGS Decorators Staff/Employees and Sub Contractors sign upon reading our operating standards and policy’s.

Terms & Conditions

PLEASE READ THESE TERMS AND CONDITIONS CAREFULLY – BY USING THE SERVICES OF RGS Decorators YOU ARE ENTERING INTO A CONTRACT WITH US AND AGREEING TO THE FOLLOWING TERMS AND CONDITIONS.

‘We’, ‘us’ and ‘our’ means RGS Decorators. ‘You’, ‘the client’, ‘the customer’, ‘your’ means the person who requested our services and enters into this contract.

SECTION 1 – FIXED RATES AND QUOTATIONS

1.1 Contract

The agreed final quote represents a written contract for the exact work to be completed at the price quoted.

• Any agreement made verbally is not covered by the contract unless it has been written into said contract.
• The agreement is made between RGS Decorators and the client. The client is identified as the person who requested the quotation.
• RGS Decorators will not enter into any dialogue, accept any requests or communicate in any way with anyone other than the client except where the client has provided written permission that allows them to do so.
• The acceptance of the quote, electronically or by any other means signifies a full acceptance and commitment to accept these terms and conditions.
• Please check your quotation carefully.

1.2 Scope of quoted work

The quote written by RGS Decorators for the client represents the requests of the client. It is not a builder’s survey and we will not be held liable for any task that is not included in the written quote.

1.3 Electric and water

The client will be expected to provide electrical power, running water and toilet facilities where reasonably possible.

1.4 Condition of existing walls and ceilings

Unless specifically mentioned, no provision is made for repair of plastering beneath papered walls or ceiling surfaces, as it is assumed that such plastering is in good condition, and is suitable to take treatment specified. Similarly, the costs of the repairs and renewals of any defects which are not visible at the time of estimating will be chargeable, unless allowance for such items is included.

1.5 Cancellation

In the event of cancellation by the client, the client agrees to notify RGS Decorators in writing or by email 28 days before the project start date. In the event that RGS Decorators are not notified of the cancellation, the client agrees to pay all of RGS Decorators administration, lost work and scheduling costs amounting to no less than 15% of the total project cost.

If the customer elects to cancel our services after we have begun work, the customer agrees to pay all of RGS Decorators administration, lost work and scheduling costs amounting to no less than 50% of the total project cost. Postponement of scheduled works rather than cancellation is acceptable only if the rescheduled date is bona fide and within 8 weeks of the initial date scheduled. Should further postponement occur, you will be deemed to have cancelled our services and the cancellation levy will apply as above.

1.6 Materials

All necessary materials can and will be provided by RGS Decorators unless otherwise agreed and will always be of high quality and used in an appropriate manner as per the manufacturer’s guidelines. Where it is necessary to match existing decor, our work will be carried out with this in mind, using appropriate materials that provide an exact match where possible. If an exact match will not be achievable, the client will be consulted. RGS Decorators are not responsible for the performance or suitability of any materials, parts or products purchased directly by the client and allow RGS Decorators to use these at their own risk.

1.7 Changes to your quote

Any quote or estimate is subject to revision, if a customer makes changes to their property or building after receiving a quote from RGS Decorators, customers must let us know of all changes made as soon as possible, so that their quote can be revised.  Any changes made without notifying us, may cause a delay in the work until a price has been agreed for any changes.

1.8 Completion timescales

Estimated completion times are guidelines and although we will endeavour to complete the work in the time frame intimated, we will not be held liable for failure to complete the scheduled works within the estimated time frame. Similarly, it may be that by employing extra resources we can finish a project more quickly than estimated. In which case the price of the quote will not change.

1.9 Storage of tools

We may on occasion request that tools be left on site overnight. The client reserves the right to decline such requests.

1.10 Validity period of quotations

Quotes are valid for 28 days from the date of issue.

1.11 Damages and sub-standard workmanship

It is the responsibility of the client:

• To remove valuable and/or fragile items from the areas to be decorated.
• To remove pictures and other items hanging from the wall.
• To remove electrical goods from the areas where works will be carried out.

Assistance can be provided with the repositioning and/or removal of bulky furniture items and goods. We reserve the right to decline to move goods if the condition is at risk of damage to the equipment or the property. We reserve the right to decline to move particularly heavy or bulky items if they present a higher than accepted health and safety risk. Where items cannot be covered or protected, but could easily have been removed, we will request that they are removed before work commences. We cannot be held liable for damage to such items if they are not removed.

Where any doubt exists as to the suitability and or structural soundness of any working platform such as balcony, flat roof etc. the client may be asked to provide professional evidence such as structural engineers report prior to works commencing. Where a roof of any type / style is to be used to gain access for external decoration works to RGS Decorators accept no liability for any damage to have been caused as a result of utilising for access during the works.

In the event of breakage or damage to the property, RGS Decorators will notify the client immediately and set out steps to remedy the situation. Similarly, if at the end of the job the client is dissatisfied with any aspect of the service, they must inform us as soon as possible. Clients must allow RGS Decorators to effect a remedy using our own tradespersons and under no circumstances will we be held liable for the costs of reparations by third parties that we have not expressly agreed to in writing. The client must notify RGS Decorators, in writing within 24 hours of an alleged breakage or damage caused by our employees.

1.12 Additional work

We are in most cases happy to do small “favours” for our clients over and above our quotations however this is expressly done at your own risk and we will not accept any responsibility for any work undertaken that is not in your written quote, including loss or damage to persons or property.

1.13 Precautions

We will take every possible precaution to ensure that all vulnerable areas and any objects left in the work area are carefully and thoroughly covered and/or masked. However, there will always remain a very small risk of overspill or dust getting past these precautions. In the rare event of overspill, dust or other cosmetic damage, we will endeavour to ensure that it is satisfactorily cleaned.

1.14 Pre-existing damage

We may take photographs of your property or complete a pre-existing damage form prior to the start of the project. In the unlikely event that we do damage your property and this is a result of our negligence, you will be covered by our insurance for the full amount. However, claims that we can dispute with photo evidence or written agreement will incur a £50 charge per complaint to cover administration costs.

1.15 Payment of quoted and fixed price work

The client agrees to pay the invoice for completed work within 28 days after completion of the project. In the event that the client is unhappy with the standard of workmanship, the correct complaints procedure as show in these terms and conditions must be followed. All materials purchased for, or on behalf of the client, remain the property of RGS Decorators until payment of the final invoice by the client to RGS Decorators. In the event of dispute, the client agrees to allow access to the property to a representative of RGS Decorators to retrieve all materials that remain the property of the company. We are happy to provide invoices for businesses and individuals. However, payment is due within the time-scales as stated in the Terms and Conditions and the amount, unless amended by RGS Decorators, is fixed in the quotation. Therefore, the client is liable for payment, regardless of whether an invoice has been received. A second copy of an invoice can be issued at a cost of £15 per invoice to cover administration costs.

1.16 Completion of the project

If RGS Decorators deems it necessary, the client must be available on the last day of the project for consultation and final sign-off for the project. In the event that the client is unavailable, unless otherwise agreed in writing, the client accepts that the project has been completed to their satisfaction and payment in full is due.

1.17 Termination of the contract by RGS Decorators

RGS Decorators will not tolerate aggressive or rude behaviour, racism, nationalism; sexism, homophobia or ageism directed towards any of its staff or tradespersons and reserves the right to terminate the project at any time in this event.

SECTION 2 – PAYMENT

2.1 Payment methods

We accept Cheques, Bank transfers for settlement of your account.

2.2 Payments to tradespersons

Our staff is not permitted to accept payment – to pay for your deposit or completed job, you must pay RGS Decorators directly unless you have been given permission from one of our directors in the office through email or our contact number otherwise your account will remain outstanding until such time as RGS Decorators receives payment directly.

If you pay any member of staff for either a deposit or completion of work, you will be in breach of your terms and conditions and an administrative charge of £50.00 will be charged.

2.3 Payment time scales

The client agrees to pay the invoice a maximum of 28 Days after submission of the project invoice. RGS Decorators reserves the right to re-issue the invoice and request payment within 5 days of re-issue. Should the outstanding balance not be settled within 5 days, RGS Decorators reserve the right to apply an administration charge of £80.00 for each re-issue of invoices thereafter.

2.4 Unpaid accounts

In the event that RGS Decorators cannot recover any outstanding amounts after a reasonable amount of time, we will employ the services of a debt collection agency. The client accepts that the debt collection agency will increase the outstanding amount to cover their costs – this fee is applied as soon as the debt is passed from us to them and usually amounts to 33% of the cost of the invoice – it is therefore strongly in your interests to settle your invoice as soon as possible to avoid these extra costs. Once the debt passes from us to the debt collection agency, we have no further involvement in the account and cannot reverse the process or any associated fees.

SECTION 3 – PRIVACY POLICY

We will never sell or otherwise pass on your contact details to any other company or third party, unless required to do so by law. When you contact us, your details may be retained to assist with your enquiry. Your details will be used for correspondence and may also for marketing purposes by RGS Decorators. If you do not wish for your details to be used for marketing purposes please contact us.

RGS Decorators collects details about you from your use of our service and your visits to our web site and other sites accessible from them.

We may collect additional information in connection with your participation in any promotions or competitions offered by us and information you provide when giving us feedback. We also monitor customer traffic patterns and site use which enables us to improve the service we provide.

SECTION 4 – DISCOUNTS AND PROMOTIONS

Modern Slavery Policy

This policy applies to all persons working for RGS Decorators or on our behalf in any capacity, including employees at all levels, directors, officers, agency workers, seconded workers, volunteers, agents, contractors, external consultants, third-party representatives and business partners.

Modern slavery is a crime and a violation of fundamental human rights. It takes various forms, such as slavery, servitude, forced and compulsory labour and human trafficking, all of which have in common the deprivation of a person’s liberty by another in order to exploit them for personal or commercial gain. 

RGS Decorators have a zero-tolerance approach to modern slavery and we are committed to acting ethically and with integrity in all our business dealings and relationships and to implement and enforce effective systems and controls to ensure modern slavery is not taking place anywhere in our own business or our supply chain.

RGS  are also committed to ensuring there is transparency in our own business and in our approach to tackling modern slavery throughout our supply chain. 

We expect the same high standards from all our contractors, suppliers and other business partners. As part of our contracting processes, we include specific prohibitions against the use of forced, compulsory or trafficked labour, or anyone held in slavery or servitude and we expect that our suppliers will hold their own suppliers to the same high standards.

This policy does not form part of any employee’s contract of employment and we may amend it at any time.

RESPONSIBILITY FOR THE POLICY

The Managing Director has overall responsibility for ensuring this policy complies with our legal and ethical obligations, and that all those under our control comply with it
The Managing Director has primary and day-to-day responsibility for implementing this policy, monitoring its use and effectiveness, dealing with any queries about it, and auditing internal control systems and procedures to ensure they are effective in countering modern slavery.

Management at all levels are responsible for ensuring those reporting to them understand and comply with this policy and are given any required training.

COMPLIANCE WITH THE POLICY

You must ensure that you read, understand and comply with this policy.

The prevention, detection and reporting of modern slavery in any part of our business or supply chain is the responsibility of all those working for us or under our control. You are required to avoid any activity that might lead to, or suggest, a breach of this policy.

Equality, Diversity & Inclusion Policy

RGS Decorators is committed to encouraging equality, diversity and inclusion among our workforce, and eliminating unlawful discrimination.

The aim is for our workforce to be truly representative of all sections of society and our customers, and for each employee to feel respected and able to give their best.

The organisation – in providing goods and/or services and/or facilities – is also committed against unlawful discrimination of customers or the public.

Our policy’s purpose

This policy’s purpose is to:

1. Provide equality, fairness and respect for all in our employment, whether temporary, part-time or full-time
2. Not unlawfully discriminate because of the Equality Act 2010 protected characteristics of:

• age
• disability
• gender reassignment
• marriage and civil partnership
• pregnancy and maternity
• race (including colour, nationality, and ethnic or national origin)
• religion or belief
• sex
• sexual orientation

1. Oppose and avoid all forms of unlawful discrimination. This includes in:

• pay and benefits
• terms and conditions of employment
• dealing with grievances and discipline
• dismissal
• redundancy
• leave for parents
• requests for flexible working
• selection for employment, promotion, training or other developmental opportunities

Our commitments
The organisation commits to:

1. Encourage equality, diversity and inclusion in the workplace as they are good practice and make business sense
   
    
2. Create a working environment free of bullying, harassment, victimisation and unlawful discrimination, promoting dignity and respect for all, and where individual differences and the contributions of all staff are recognised and valued.
   
   This commitment includes training managers and all other employees about their rights and responsibilities under the equality, diversity and inclusion policy. Responsibilities include staff conducting themselves to help the organisation provide equal opportunities in employment, and prevent bullying, harassment, victimisation and unlawful discrimination.
   
   All staff should understand they, as well as their employer, can be held liable for acts of bullying, harassment, victimisation and unlawful discrimination, in the course of their employment, against fellow employees, customers, suppliers and the public
   
    
3. Take seriously complaints of bullying, harassment, victimisation and unlawful discrimination by fellow employees, customers, suppliers, visitors, the public and any others in the course of the organisation’s work activities.
   
   Such acts will be dealt with as misconduct under the organisation’s grievance and/or disciplinary procedures, and appropriate action will be taken. Particularly serious complaints could amount to gross misconduct and lead to dismissal without notice.
   
   Further, sexual harassment may amount to both an employment rights matter and a criminal matter, such as in sexual assault allegations. In addition, harassment under the Protection from Harassment Act 1997 – which is not limited to circumstances where harassment relates to a protected characteristic – is a criminal offence.
   
    
4. Make opportunities for training, development and progress available to all staff, who will be helped and encouraged to develop their full potential, so their talents and resources can be fully utilised to maximise the efficiency of the organisation.
   
    
5. Make decisions concerning staff being based on merit (apart from in any necessary and limited exemptions and exceptions allowed under the Equality Act).
   
    
6. Review employment practices and procedures when necessary to ensure fairness, and also update them and the policy to take account of changes in the law.
   
    
7. Monitor the make-up of the workforce regarding information such as age, sex, ethnic background, sexual orientation, religion or belief, and disability in encouraging equality, diversity and inclusion, and in meeting the aims and commitments set out in the equality, diversity and inclusion policy.
   
   Monitoring will also include assessing how the equality, diversity and inclusion policy, and any supporting action plan, are working in practice, reviewing them annually, and considering and taking action to address any issues.
   
   Agreement to follow this policy

The equality, diversity and inclusion policy is fully supported by senior management.

 

Our disciplinary and grievance procedures

Details of the organisation’s grievance and disciplinary policies and procedures can be found in the Company Handbook. This includes with whom an employee should raise a grievance – usually their line manager.

Use of the organisation’s grievance or disciplinary procedures does not affect an employee’s right to make a claim to an employment tribunal within three months of the alleged discrimination.

Issued 21st July 2024