PROTOOL LTD (“We”) are committed to protecting and respecting your privacy.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
In the EU’s General Data Protection Regulation (GDPR), Personal Data is defined as “…any information relating to an identified or identifiable natural person (“data subject”); an identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identifier; such as a name or identification number, plus location data, online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that person.”
1 – The purpose(s) of processing your personal data
- Contact you by telephone, email and post to discuss your situation and objectives to be able to recommend the relevant products and services for your requirements
- Process your information to issue sales orders, invoices, statements and Credit control
- To dispatch goods to you
- Communicate with you in future regarding further offers for products we offer that may be of benefit to you or your organisation
- Communicate with you in future regarding any industry news which may be of use and interest to you and send you our latest catalogues.
- To Maintain our own records
2 – The categories of personal data concerned
With reference to the categories of personal data described in the definitions section, we process the following categories of your data:
- Personal data: Email address, telephone number and contact name, company address.
We have obtained your personal data from our customer records if you are an existing customer and the internet and or relevant printed publications and from speaking to yourself and or your organisation if you are a potential customer.
3 – Why do we need to collect and store personal data?
In order for us to do any of the above, we must collect and store your data firstly for us to carry out our business activities. We will ensure that the information collected will only be used for its intended purpose and does not constitute an invasion of your privacy.
4 – Sharing your personal data
Will we share your personal data with anyone else?
We may need to pass your details onto third parties who are contracted to Protool Ltd. Any third parties who we do pass your details onto are obliged to store your details securely and only process them if responding to requests on our behalf. When the time comes that they no longer require your personal data, they will dispose of this accordingly and in line with our company policy. If we wish to pass your personal data to a third party, we will only do so with your explicit consent, unless we are legally obliged to do so otherwise.
5 – How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary and we only retain your data for the following purposes and use the following criteria to determine how long to retain your personal data: to make contact with you and see if our products and or services are of interest you and let you know of any special offers we have. Also in case of any legal claims/complaints;
6 – How will we use the personal data we collect about you?
Processing data constitutes as collecting, storing and using. We will process this data in accordance with the GDPR. We will do our utmost to keep your information accurate and up to date and not keep it longer than is necessary. Protool Ltd may issue occasional reminders to all customers to keep their contact details up to date and will update them accordingly.
Please be advised that there is information that we are required to keep in accordance with the law, such as information needed for tax and audit purposes. Personal data may be held for longer than these periods, however
this will depend on the individual needs of the company.
7 – Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
- The right to request a copy of the personal data which we hold about you;
- The right to request that we correct any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary to retain such data;
- The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means);
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, (where applicable i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics).
If you want to see what personal data we hold on you and how it is processed, you may contact us to request this. This is known as a Data Subject Access Request (DSAR) and you must request this in writing (either by post or email), providing the necessary identification before any information is released. If Protool Ltd do store any of your personal data, you may request information on the following:
- Identity the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
- Contact details of the GDPR Controller, where applicable.
- The purpose of the processing as well as the legal basis for processing.
- If the processing is based on the legitimate interests of Protool Ltd or a third party, information about those interests.
- The categories of personal data collected, stored and processed.
- Recipient(s) or categories of recipients that the data is/will be disclosed to.
- If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
- How long the data will be stored.
- Information about your right to withdraw consent at any time.
- How to lodge a complaint with the supervisory authority.
- Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
- The source of personal data if it wasn’t collected directly from you.
- Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
What forms of ID will you need to provide in order to access this?
Protool Ltd will accept the following forms of ID when information on your personal data is requested:
A Certified copy of a Passport, Photo Driving Licence, Utility Bill or Council Tax Bill (from the last three months), or Notarised ID Document.
Contact details of the GDPR Controller
If you wish to submit a DSAR, or have any questions regarding this privacy statement, you must do so in writing using the following information.
Protool Ltd – Unit 1, Invicta Business Park, London Road, Wrotham, Sevenoaks, Kent. TN15 7RJ
To make the Protool Ltd website simpler to use, small data files are placed on your computer. These are known as cookies. Most big websites do this too.
They improve things by:
- remembering settings, so you don’t have to keep re-entering them whenever you visit a new page;
- remembering information you’ve given (e.g. your postcode) so you don’t need to keep entering it;
- measuring how you use the website so we can make sure it meets your needs.
Our cookies aren’t used to identify you personally. They’re just here to make the site work better for you. Indeed, you can manage and/or delete these small files as you wish.
You can opt out of Google Analytics cookies for all sites.
To learn more about cookies and how to manage them, visit AboutCookies.org.
i) First Party Cookies
These are cookies that are set by this website directly.
There are also cookies that store basic data on your interactions with WordPress, the CMS running this website.
ii) Third Party Cookies
These are cookies set on your machine by external websites whose services are used on this site. Cookies of this type are the sharing buttons across the site allow visitors to share content onto social networks. Cookies are currently set by Twitter, Facebook and Google+. If you want to prevent sites setting third party cookies, instructions to do so are here.
iii) Log Files
Log files allow us to record visitors’ use of the site. These logs are automatically generated from all our visitors, which we use to make improvements to the layout of the site and to the information in it, based on the way that visitors move around it. Log files do not contain any personal information about you.
9 – Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.
11 – How to make a complaint
To exercise all relevant rights, queries or complaints please in the first instance contact our Kelly Rose on 01732 820128.