What data we hold
We hold the following information about you:
- Your personal name and work contact information
- Your payment details
If we contact you using these details, we will always abide by the PECR (The privacy and Electronic Communications Regulations: https://ico.org.uk/for-organisations/guide-to-pecr/what-are-pecr/) which means we will only phone you if you are not on a suppression list. If you are a corporation then we will use your email to advise you of our events that you may be interested in. (You can opt out of these at any time, either by clicking the link in the email or by emailing firstname.lastname@example.org). If you are a sole proprietor or partner, then we will only email you for marketing purposes if we have your explicit consent to do so, or you are an existing customer.
Details of the technical personal data that we process if you use our website
- We generate log files from various servers when you visit our website: this will include an IP address assigned to you or, more likely, to someone who provides you with Internet access.
- Our website, like many others, uses Google Analytics, a web analytics tool provided by Google, to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. Google can provide more details about their cookies.
Using your information
Managing our relationship with you
We will use your data to manage our relationship with you, to enquire about/buy products and services from you, and to pay you.
We need to use your details to enter into and perform contracts with you, as well as keeping track of what we have agreed – a legitimate thing for a business to do.
Dealing with your enquiry
If you give us a ring or make contact by email, we will follow up on your enquiry and see if there is a way in which we can help you. We keep a record of enquiries received, so that we know what we have said to whom. It is also legitimate for us to keep track of what we said to you, so we can understand further business need and plan our strategy accordingly.
If you visit our website then we use the logs from our servers to assist in our firm's security, as well as to determine visitor behaviour and help us plan our strategy (e.g. such as working out which pages on the site are most popular, or whether particular events have caused an increase in traffic).
The basis for processing this is that we have legal and regulatory obligations to protect our supplier and their information. When used for strategy planning, we do this under legitimate interest.
Transfers of your data
We only transfer data outside of the EEA if it is to a country or organisation that is deemed by the EU to have adequate protection of data. For example, our cloud data providers in the US are all signed up to the Privacy Shield. https://www.privacyshield.gov/list
We hold your data for as long as we have a relationship with you or think we might want to buy products or services from you, or unless we are required by law to hold it for longer, e.g. litigation.
We do have a small number of companies providing services to us. These are our processors and in line with our obligations, we have confirmed that they all adhere to the GDPR.
Technical and operational security
All our employees are privacy trained and have undertaken the necessary data protection training.
Our passwords are changed on a regular basis and reflect strong password types. All information we hold including data and company documents are stored securely.
As a supplier you have rights in respect of our processing of your personal data. The relevant rights are:
- Request a copy of your personal data and information about our processing of it
- Request that we delete information on you, if we do not need to hold it
- Request that we correct any personal data that we hold on you
- Request that we stop processing your data, although we can still hold it
- Request that we move your data to another organisation’s IT system electronically
If you want to exercise any of these rights, please just contact us on email@example.com.
You also have the right to lodge a complaint about our processing with a supervisory authority — in the UK that is the ICO whose details are here: https://ico.org.uk/global/contact-us/postal-addresses/
If you want to talk to us about this, please email us on firstname.lastname@example.org.