We are committed to safeguarding the privacy of our website visitors and prospective customers and customers; in this policy we explain how we will handle your personal data.
Credit: This document was created using a template from SEQ Legal (http://www.seqlegal.com).
1. Where did we obtain your personal data?
Visiting this website:
We log the IP address, geographical location, browser type / version and operating system as well as a timestamp.
Quotation form on our website:
We use a quotation form on our website where you can provide details for us to respond with a quote / more details. If you decide you don’t wish to pursue this further, we will remove your details.
Newsletter signup form:
If you subscribe to our newsletter signup form on our website or Social Media or tick the box on our quotation form you give us permission to use your forename, surname & email address to contact you via email regarding new offers & latest news.
If you send us an email, the email will contain meta data (this may include name, email address along with a time stamp) and any other information you choose to share with us. It is your responsibility to make sure that your email and attachments are virus free and sent from a reputable provider.
2. How we use your personal data
We will process your personal data for the performance of a contract between you and us and/or taking steps (e.g. providing a quote), at your request, to enter into such a contract to provide services or products. It is up to you to provide this information but please note that in turn we may not be able to provide you with goods and services.
We process personal data in order to comply with our legal obligations for HMRC. This includes internal record keeping such as diaries, customer accounts, invoices and purchase data.
We will process your personal data for certain legitimate business interests which include some or all of the following:
a) Reasonable expectation to receive a call or email to follow up an outstanding quotation, proof or invoice.
b) IP addresses are logged when visiting the website for monitoring and security of our website.
We process personal data to provide you with our email newsletter in accordance with your consent. You may withdraw your consent at any time using the opt out links provided in each email or by emailing email@example.com.
3. Providing your personal data to third parties
We do not authorise any third parties to access our emails without our permission. Our emails are hosted by a third party in the UK.
Contacting us through Social Media:
We use third party provider, Hootsuite to collate our social media interactions into one place. If you contact us or interact with us through social media (private or direct message) it may be stored by Hootsuite.
Professional advisors or insurance:
We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.
Suppliers or subcontractors:
We may disclose personal data including name, address and telephone number to our suppliers or subcontractors insofar as reasonably necessary for providing a service or product on our behalf. The supplier or subcontractor is only permitted to use your data to perform the required business function necessary in providing the service or product on our behalf.
In addition to the specific disclosures of personal data set out in Section 3, we may also disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
4. Retaining and deleting personal data
Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
Contractual necessity: we will keep contracts and data required to provide service(s) and / or good(s) to you for 8 year after termination.
Legal obligation: will be kept for 8 years to comply with HMRC tax reporting and record keeping obligations and up to 40 years for insurance purposes.
Legitimate Interests: where the lawful basis of our processing is based on legitimate interests Sign-Rite UK Ltd will retain your personal data for:
a) Correspondence data such as name, telephone number, business address and email address retained for up to 25 years after order completion.
b) Up to 24 hours from the time of last visiting our website (deleted automatically).
You may withdraw your consent to be part of our mailing list at any time using the opt out links provided in each email or by emailing firstname.lastname@example.org
5. International transfers of your personal data
5.1 In this Section 5, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).
5.2 The hosting facilities for our website are situated in United Kingdom.
5.3 Sign-Rite UK Ltd uses products and services of third parties that transfer data outside of EU countries deemed to have appropriates safeguards or data transfers. The following safeguards are in place to ensure that the third party data processer has appropriate security measures in place listed below:
Adequate safeguards and data processing agreements.
5.4 You acknowledge that personal data that you submit for publication through our website or email may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.
We use an SSL (secure socket layer) certificate on our website (you can see this by the “green padlock” in your browser). This encrypts the link between the website server and the end user.
Our emails are sent using SSL connection over SMTP. However emails cannot be 100% secure, this is due to the way the internet works. We cannot accept responsibility as it’s out of our control.
7. Amendments to this policy
We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes to this policy.
8. Your rights
In this Section 7, we have summarised the rights that you have under data protection law.
The right to access your personal data:
You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.
The right to rectification:
You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
The right to erasure:
In some circumstances you have the right to the erasure of your personal data without undue delay. However, there are certain general exclusions of the right to erasure. Those general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.
The right to restrict processing:
In some circumstances you have the right to restrict the processing of your personal data. Those are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
The right to object to processing:
You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
The right to data portability:
To the extent that the legal basis for our processing of your personal data is consent, and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.
The right to complain to a supervisory authority:
If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority. In the UK it is the Information Commissioners Office – https://ico.org.uk/ who are responsible for data protection enforcement.
You may exercise any of your rights in relation to your personal data by written notice to us – either by our mailing address or emailing email@example.com
10. Our details
This website is owned and operated by Sign-Rite UK Ltd
Our mailing address: Unit B1, Brunel Road, Leominster Enterprise Park, Leominster, Herefordshire, HR6 0LX.
Phone number: 01568 616171
Email address: firstname.lastname@example.org