Please read the following carefully to understand our views and practices regarding your personal data and how We will treat it.
Personal Information We may collect
The majority of the information We collect and process is non-personal data, relating to the technical specifications and arrangements for the supply of our products. We do not deal with consumers or retail customers. We treat this information as confidential in accordance with good practice.
Personal information about our trade contacts
In order to manage our trade customer and supplier relationships, We will collect and process personal information about individuals within the customer or supplier business including: name, occupation, title and gender, employing company name, company office address, business telephone number(s), work email address and business fax number.
Where trade customers or suppliers are trading as sole traders or partnerships, all the information that is processed by us about that business will be treated as if it is personal data.
We do not collect bank details from bank transfers and the only payment details We keep are reference numbers of the payment supplied via the NatWest BankLine and Ulster Bank BankLine. We may collect and process bank details shown on any cheques used as the payment method or any details you might send us, for example on copy transfer details.
Special Categories of Personal Data
We do not envisage processing special categories of personal data relating to our customers and suppliers in our normal routine business activities, unless such information is volunteered by the customer or supplier.
Where We collect our information from
Most of the information We collect comes from our trade customers and suppliers directly, including, enquiries via our website; telephone or by email; and information collected from our customer questionnaire. Any information you volunteer in any correspondence with us will also be captured and recorded by us.
We may also collect publicly available information from a customer’s or supplier’s website or other trade websites or publications.
We may also collect trade customer and supplier information from exhibitions and any customer visits; for example information on business cards you may give us.
If you use our website, We will collect details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data (see ‘Cookies’ below).
How We use your information
Trade customers’ information:
We collect and process information about our trade customers in order to respond to enquiries about our products, advise on technical specifications, specific orders, and any other information you may request; to manage and administer an order or business account; to handle payments for orders; to manage delivery of completed orders; to deal with quality and warranty issues, and support the development of products.
We collect and process information about our suppliers to manage the business relationship to benefit us and our customers, to place and manage delivery of orders for materials and supplies; to deal with any supply or quality issues and warranties; and to manage payment.
Communicating with you
We will continue to contact trade customers and suppliers in connection with specific business orders as part of our routine business activities.
From time to time, We may use your data to provide you with information about goods and services which may be of interest to you and We may contact you about these by post or telephone. If you are an existing customer, We will contact you by electronic means (email or SMS) or by telephone with information about goods and services similar to those which were the subject of a previous sale to you. We may also use your data to inform you of any important changes to the business.
If you do not wish to receive any marketing communications, please contact us using the details below.
How long information is retained
Due to the speciality nature of the products We supply and distribute We need to keep an accurate record of past orders, contracts and associated technical specifications and pricing, for the duration of the lifetime of the product in order to satisfy any subsequent technical developmental discussions, subsequent orders relating to any previous samples sent out and to manage any warranty commitments to our customers. The majority of the information We retain will relate to the supplier or customers’ business including the technical specifications of the order. However, individual contact details of our trade customers and suppliers may be retained with this information unless you request us to remove them from our records.
Our trade customer and supplier files, including payment details, are kept for up to 7 years after our supply or delivery relationship ends.
Our legal basis for collecting and processing your data
The GDPR data processing laws require us to set out the lawful legal basis for collecting and using personal data. One or more of the basis explained below may apply:-
- We process information for the purpose of conducting negotiations to enter into a contract, and perform a contract with our trade customers and suppliers;
- We process information as required by law, and to protect, defend or enforce our legal rights, including rights under its terms and conditions.
- We will process information to support our legitimate business interests where this will not impinge on the privacy of individuals, including to monitor performance of our products where appropriate and ensure that our high standards of performance and delivery are maintained across the business; to grow and develop the business; to manage and administer the business including business performance, and, to provide you with specific information about our business and or products.
- From time to time We may ask for your consent to use your data in a special way that is not covered by those conditions.
Where We store your personal data
All information you provide to us is stored on our secure encrypted servers located on our secure site which is locked and alarmed when not occupied.
The transmission of information via the internet is not completely secure. Although We will do our best to protect your personal data, We cannot guarantee the security of your data transmitted to our site and any transmission is at your own risk. Once We have received your information, We will use strict procedures and security features to try to prevent unauthorised access.
Any paper copies of records containing personal data are kept in our secure site which is locked and alarmed when unoccupied.
Sharing data with third parties
To allow our orders and customer enquiries to be satisfied, our trade customer details are given to our suppliers to ensure commercial contracts, sample requests and other customer enquiries can be fulfilled. The suppliers may give the customer’s details to third parties such as freight companies to enable delivery of any orders.
Details of our orders including customer names and addresses are given to our warehouse to ensure that the customer contracts can be fulfilled.
We may also share supplier data to our customers to enable customer contracts to be fulfilled.
Any third parties that are within the European Economic Area (EEA) will be subject to the same laws and regulations and levels or protection that We are required to apply to information held by us. Occasionally, We may disclose your personal data outside the EEA. For example, to customers based outside the EEA, We may disclose supplier information as explained above.
We take reasonable steps to limit the personal data sent outside the EEA to the extent that only information necessary to perform our contract with you is shared and that where personal data about customers or suppliers is required to be shared, that this sharing is undertaken in accordance with the requirements of the General Data Protection Regulations and UK data protection laws.
As We are the main European distributor for Nemoto & Co. Ltd. (Japan), if We receive enquiries for products from companies outside of Europe We will forward such enquiries and data as necessary to reply to the enquiry to Nemoto.
We may disclose your personal information if We sell, merge or otherwise transfer our business, and your personal data will be transferred as part of the transfer process.
Third party Websites
Our site may, from time to time, contain links to and from the websites of our partner networks and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that We do not accept any responsibility or liability for these policies. Please check these polices before you submit any personal data to these websites.
Access to information
Under the data protection law individuals have certain rights in certain circumstances including the right to:
- Withdraw consent where that is the legal basis of processing
- Access personal data that is processed by Us
- Rectify inaccuracies in personal data held by Us
- Request data is erased or restrict certain processing activities
- Obtain a copy of your data in a commonly used electronic form; and
- Object to certain processing of your personal data by Us
Not all of these rights will apply at all times. Please see the ICO website for further information on the above rights: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
If you have any concerns about how We handle your data, please contact [email protected] to allow Us to investigate your concerns. Individuals also have the right to complain to the Information Commissioner’s Office.
Cookies are small pieces of information which are stored by your browser on your computer’s hard drive. The cookie helps analyse web traffic or lets Us know when you visit a particular part of our site. The cookies also distinguish you from other users of our website.
If there is anything in this notice that you are unclear about or if you have any questions or comments, please contact at [email protected].