We are aware of our obligations under the General Data Protection Regulation (GDPR) and are committed to processing personal data securely and transparently.
This privacy notice sets out, in line with GDPR, the types of data that we collect and hold. It also sets out how we use that information, how long we keep it for and other relevant information about your data.
Gow Digital Ltd may change this policy from time to time by updating this page and policy in our Resource Centre. You should check this page from time to time to ensure that you are happy with any changes.
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What we collect
We may collect the following information:
· name and job title
· contact information including email address
· demographic information such as postcode, preferences and interests
· other information relevant to customer surveys and/or offers.
In relation to personal data, we will:
· Process it fairly, lawfully and in a clear, transparent way
· Collect data only for reasons that we find proper for the course of providing our services to customers or engaging the services of suppliers, in ways that have been explained to you
· Only use it in the way that we have told you about
· Ensure it is correct and up to date
· Keep data for only as long as we need it
· Process it in a way that ensures it will not be used for anything that you are not aware of or have consented to (as appropriate), lost or destroyed
Types of Data We Process
We hold and process the personal details, including their name, address, email address and phone numbers of:
· Our current customers and suppliers
· Our prospective customers and suppliers
· Our former customers and suppliers
· Data relating to our current, former and prospective customers and suppliers is collected:
· Directly from the customer or supplier, or
· From third parties, such as referrals or recommendations from existing customers and suppliers, former customers and suppliers or other professional acquaintances.
· Personal data is kept within the Company’s IT systems.
What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
Internal record keeping.
· We may use the information to improve our products and services.
· We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
· From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.
· We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
Why We Process Data
The law on data protection allows us to process your data for certain reasons only:
In order to perform the contract that we are party to
In order to carry out legally required duties
In order for us to carry out our legitimate interests
To protect your interests and
Where something is done in the public interest.
All of the processing carried out by us falls into one of these permitted reasons. Generally, we will rely on the first three reasons set out above to process your data.
We also collect data so that we can carry out activities which are in the legitimate interests of the Company. We have set these out below:
· Contacting prospective customers and suppliers
· Tracking the performance of our website and understanding more about what is of interest to our website visitors
· Dealing with legal claims made against us or bringing legal claims against others
· Preventing fraud
Special Categories of Data
We know that we must process special categories of data in accordance with more stringent guidelines, however we do not and will not process special category data relating to our customers or suppliers.
Special categories of data are data relating to:
· Criminal convictions and offences
· Sex life
· Sexual orientation
· Ethnic origin
· Political opinion
· Trade union membership and
· Genetic and biometric data.
If You Do Not Provide Data To Us
One of the reasons for processing your data is to allow us to carry out our duties in line with a contract that exists between us. If you do not provide us with the data needed to do this, we may be unable to perform those duties.
Data may be shared with colleagues within the Company where it is necessary for them to undertake their duties.
We may share data with:
- Zoho CRM for the storage of customer contact information and processing orders and invoices
- Our e-mail provider, Microsoft Office 365
- Infusion Soft CRM, Active Campaigns CRM and Support Systems, helpscout support system etc
- Facebook, Twitter, LinkedIn and facebook marketing systems, google adverting platform and any other third party service which help our marketing and remarketing, retargeting campaigns
- Mailchimp for the storage of customer contact information in the form of name and email addresses to contact customers for feedback on our service
- IT Glue for system configuration for supporting customers IT systems
- Zoho Assist and Windows Intune Endpoint Management for the processing of system health information for our customers to respond to proactive alerts
- Our legal advisors and HM Courts and Tribunal Services for the defence of any legal claims made against us, or in bringing claims against customers, suppliers or third parties.
- We may also share data for other reasons to comply with a legal obligation upon us.
We are aware of the requirement to ensure data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.
Where we share data with third parties, we provide written instructions to them to ensure that data are held securely and in line with GDPR requirements. Third parties must implement appropriate technical and organisational measures to ensure the security of data.
How Long We Keep Data For
In line with data protection principles, we only keep your data for as long as we need it for. Retention periods can vary depending on why we need your data and are set out in our Data Retention Schedule which is available from firstname.lastname@example.org
Your Rights in Relation to Data
The law on data protection gives you certain rights in relation to the data we hold on you. These are:
The right to be informed. This means that we must tell you how we use your data, and this is the purpose of this privacy notice.
The right of access. You have the right to access the data that we hold on you. To do so, you should make a subject access request.
The right for any inaccuracies to be corrected. If any data that we hold about you is incomplete or inaccurate, you are able to require us to correct it.
The right to have information deleted. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue processing it.
The right to restrict the processing of the data. For example, if you believe the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct.
The right to portability. You may transfer the data that we hold on you for your own purposes.
The right to object to the inclusion of any information. You have the right to object to the way we use your data where we are using it for our legitimate interests.
The right to regulate any automated decision-making and profiling of personal data. You have a right not to be subject to automated decision making in way that adversely affects your legal rights.
Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so such as contractual obligations.
Making a Complaint
The supervisory authority in the UK for data protection matters is the Information Commissioner (ICO). If you think your data protection rights have been breached in any way by us, you are able to make a complaint to the ICO.
Data Protection Manager
The Company is not required to appoint a Data Protection Officer. All correspondence in relation to GDPR is to be addressed to email@example.com
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Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.