This policy is designed to help you understand what information and personal information we collect, why we collect it and how we use that information. At the heart of our policy is the need to protect your personal information in the best way possible and to keep it secure at all times.
1- What is personal information?
Personal data is any information that can identify an individual such as their name, address, email address, telephone number or any financial details. It can relate to customers, employees, shareholders, business contacts and suppliers. Any reference to data or information in this policy document is a reference to such personal information about a living individual.
2- What information do we collect?
In order to provide an efficient and responsive service, we may collect and process the following information –
a. Your name, your job title, your job role, the name of the company you work for, your address and email address and your mobile and/or landline telephone numbers.
b. Our interactions with you such as telephone conversations, meetings, email correspondence and any transactional or contractual information in relation to any business you conduct with us.
c. We may also record information about any products or services we supply or in which you have expressed an interest and those that may be relevant to your business activities.
3- How do we receive information?
We receive information in a number of ways:
a. Information you provide directly when you contact us by phone or email or when you fill in forms.
b. Information we receive or collect from other sources. This could be information you provide electronically,
for example via our website or any online portal, or information we collect from your online browsing history or information from public sources such as social media platforms.
d. We may also receive additional information about you if you have been introduced to us by another individual, company or previous employer.
4- How do we use the information?
We use the information in the following ways:
a. To carry out our responsibilities in relation to any agreement you may have entered into with us, for example providing quotations, sales contracts, transactions or the processing of claims.
b. To provide you with the information, products and services you have asked for and to inform you of any changes to our products and services.
c. To carry out market research, statistical analysis, customer behaviour and profiling designed to help us improve our products, processes and services and to identify appropriate new business opportunities.
d. To provide you with information about the products and services we offer – directly or on behalf of the companies we represent – that may be of interest to you. Depending on your preferences, we may deliver this information by post, email, SMS or personalised online marketing via our own systems, social media platforms and other third party websites.
e. To send marketing material to you on the basis that there is a legitimate interest in our doing so.
For any other purpose that we have agreed with you from time to time.
a. If you choose NOT to receive online marketing, you will not see personalised messages but you may continue to see our generic online advertising.
b. When you request a product or service from us, the resulting contract may contain additional conditions relating to the way in which we process and use your personal information. These will apply additionally.
c. In some cases, we may use systems to make automated decisions based on the personal information we hold or collect from others. These systems may include the personalisation of the content and design of communications and online services and to determine when to provide tailored communications, for example as a result of changes in your personal or business circumstances and the appropriate channels to employ.
5- Using your information in accordance with data protection law
Data protection law requires us to adhere to specific rules when storing or using your personal information We always honour these rules and the following two are particularly relevant to our activities.
5.1- Legitimate Interest
When collecting and using your personal information, we will do so in observance of the rule known as legitimate interest. In summary, this means that there must be a legitimate business reason for holding and using your personal information. Examples are as follows:
a. To carry out our responsibilities resulting from any agreement you have entered into with us.
b. To provide you with the information about products and services you have asked us to provide and which may include online services.
c. To deliver our services to you in a more efficient manner.
d. To provide you with information that we believe would be of interest to you.
e. To comply with any legal obligation to which we may be subject.
We may provide you with marketing information about our products or services when you have given your consent for us to do so. However, you may opt out of receiving such information at any time by emailing our customer service team at firstname.lastname@example.org. Alternatively, you can use the Contact Us section of our website and you can manage your preferences at our customer preferences manager.
Please do be aware that the personal information you provide and which we collect and securely store is necessary in order for us to provide our services and marketing information to you.
6- For how long do we keep your information?
We determine the length of time for we keep your personal information based on the minimum retention periods required by law or regulation. We will only keep your personal information after this period if there is a legitimate and supportable business reason for doing so.
7- Do we share your personal information?
Firstly, we will not sell your personal information to any third party in order for them to market or sell their products and services to you. We will only disclose your information to the following:
a. Our partners, third-party suppliers, contractors and service providers for the purposes detailed in ‘How do we use the information’ detailed previously in section 4 of this policy.
b. Selected third parties so they may contact you with details of the services they provide only where you have expressly opted in or consented to the disclosure of your personal data for these purposes.
Additionally, we may disclose your personal information to third parties:
c. In order to enforce or apply the terms of any contract with you.
d. If we are under a duty to disclose or share your personal information in order to comply with any legal obligation or regulatory requirement or otherwise for the prevention or detection of fraud or crime.
e. In order to conduct market research, statistical analysis and customer profiling.
8- Your rights
Under data protection law you have rights that relate to the way we process your personal data. More information about these rights can be found on the Information Commissioner’s website. If you wish to exercise any of these rights, please get in touch with our customer services team at email@example.com. Alternatively, you can use the Contact Us section on our website.
You have the right to access the personal information that we hold and the right to demand that we correct or erase any or all of that information and this right will apply in the following cases:
a. When we no longer need to use your personal data to achieve the purpose for which it was collected.
b. If you withdraw your consent because we’re using information based on that consent.
c. Where you object to the manner in which we use your information and there is no legitimate interest.
You have the right to restrict our processing of your personal information when you dispute the accuracy of the information and you want your information to be erased except when we require to keep it in order to ensure you are excluded from receiving further correspondence of marketing information or you decide that we should restrict our processing of it instead or when we no longer need to use it to achieve the purpose for which we collected it but you need the information for a legal claim.
You have the right to object to our processing of personal information we hold about you, including for the purpose of sending marketing materials and the right to receive personal information which you have provided in a structured, commonly used and machine-readable format. You also have the right to make us transfer this information to another third party organisation.
9- Contacts and complaints
If you have any concerns about the way in which we process your personal information or are unhappy with the way we have handled a request by you in relation to your rights, you have the right to make a complaint to the Information Commissioner’s Office at the following link https://ico.org.uk/make-a-complaint/
10- Data Protection Officer
We have appointed a Data Protection Officer to provide advice and monitor compliance with data protection law and regulation contactable at firstname.lastname@example.org