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Privacy policy – Processing of personal data within Hydroscand UK
Your personal data is important for us
Hydroscand UK takes privacy and integrity very seriously, and we only process personal data relating to an identified or identifiable natural person in accordance with applicable data protection legislations and this privacy policy.
The purpose of this policy
The purpose of this privacy policy is to provide you with information about how we use, capture, and share your personal data. The policy describes which personal data we collect, for which purpose we collect data, how you can control your personal data and how to get in contact with us.
Our employees are obliged to adhere to this privacy policy as well as observe applicable local data protection legislations.
DATA CONTROLLER
Hydroscand Ltd. (Westbury Court, Church Road, Westbury-On-Trym, Bristol, BS9 3EF) is data controller for processing of personal data within Hydroscand Ltd.
Which personal data are we collecting about you as a customer and why?
In this section we describe for which purposes we process personal data, which personal data that is processed and on which lawful ground the processing done.
Handle orders/purchases
Personal data is being processed to:
· Deliver ordered products or services (including notification of delivery or contacts concerning the delivery)
· Enable ID-controls
· Handle payments
· Handle returns, reclaims and warranty
Personal data processed:
· Name
· Contact information (e g address, e-mail, telephone number)
· Payment information (e g transaction reference)
· Company/VAT number, personal ID-number
· Payment history
· Order information
Lawful ground: Fulfillment of an agreement when we have an agreement with you as an individual. Legitimate interest - Certain processing also takes place based on a legitimate interest to perform our contract with your employer, i.e., Hydroscand’s customer, supplier, or partner. In doing so, we consider and weigh your interest in integrity in relation to our interest and purpose (as stated above) in performing the data processing. We then balance these interests and consider both positive and negative effects and conclude that our interest is justified.
Sharing of personal data: We share the data only with suppliers that are necessary for the performance of the processing, and within the framework of the purposes stated above. For example:
· IT services (companies that handle the necessary operation, technical support, and maintenance of our IT solutions etc).
· Companies arranging transport (logistic companies, forwarding agents).
Retention period: We store your data only for as long as is necessary for us to be able to fulfil our contractual obligations and legitimate interest, as we deem it justified, considering what is stated above about legal grounds and purposes; typically, during the time that the customer or supplier relationship lasts and for customer care purposes, meaning that we erase or anonymise your data at the latest on the end of the calendar year two years after your last transaction with us.
Handle and administer your web shop account
Personal data is being processed to:
· Grant access to login
· Keep data correct and updated
· Enable tracking of payment history
Personal data processed
· Name
· Contact information (e g address, e-mail, telephone number)
· Username (e-mail)
· Purchasing history
· Order history
· Customer number
Lawful ground: Legitimate interest. The processing is necessary for our mutual interest of handling and administering your user account.
Sharing of personal data: We share the data only with suppliers that are necessary for the performance of the processing, and within the framework of the purposes stated above. For example:
· IT services (companies that handle the necessary operation, technical support, and maintenance of our IT solutions).
Retention period: We store your data only for as long as is necessary for us to be able to administer your web account correctly, considering what is stated above about legal grounds and purposes; typically, during the time that the web shop account is maintained by you, meaning that we erase or anonymise your data at the latest on the end of the calendar year two years after your last transaction with us.
Handle customer service matters
Personal data is being processed to:
· Communicate with customers and answer request coming to customer service via digital channels or telephone
· Handle questions, sort out issues and support matters
Personal data processed:
· Name
· Contact information (e g address, e-mail, telephone number)
· Correspondence
· Data about time for the transaction, place of the transaction, product complaints etc.
Lawful ground: Legitimate interest. The processing is necessary for our mutual interest of handling customer service matters.
Sharing of personal data: We share the data only with suppliers that are necessary for the performance of the processing, and within the framework of the purposes stated above. For example:
· IT companies that provide us with our solutions for customer service matters (companies that handle the necessary operation, technical support, and maintenance of our IT solutions).
· Companies arranging transport (logistic companies, forwarding agents).
Retention period: We store your data only for as long as is necessary for us to be able to provide you with customer care, as we deem it justified, considering what is stated above about legal grounds and purposes; typically, during the time that the customer care matter is being handled. We store this information together with the purchase information as described under the sections above and purge it accordingly.
Handle ordering of printed matters
Personal data is being processed to:
· Provide ordered printed matters e g product booklet or brochure
Personal data processed:
· E-mail address
· Telephone number
· Name
· Address
· Store
Lawful ground: Legitimate interest. The processing is necessary to deliver your ordered material.
Sharing of personal data: We share the data only with suppliers that are necessary for the performance of the processing, and within the framework of the purposes stated above. For example:
· IT services (companies that handle the necessary operation, technical support, and maintenance of our IT solutions).
· Companies arranging transport (logistic companies, forwarding agents).
Retention period: We store your data only for as long as is necessary for us to be able to fulfil our contractual obligations and as we deem it justified, considering what is stated above about legal grounds and purposes; typically, during the time that the order is being handled, meaning that we erase or anonymise your data at the latest on the end of the calendar year two years after your last transaction with us.
Handle job applications
Personal data is being processed:
· For recruitment purposes alternatively for spontaneous applications
Personal data processed:
· E-mail address
· Telephone number
· Address
· Information in attached documents
Lawful ground: Legitimate interest. The processing is necessary to be able to handle your job application.
Sharing of personal data: We share the data only with suppliers that are necessary for the performance of the processing, and within the framework of the purposes stated above. For example:
· Marketing agencies, that help us provide information to the public when we have an open job position in our company.
· IT services or recruiting companies that help us handle or recruit employees in our business, such as Teamtailor.
Retention period: We only store your data for as long as we deem it justified, considering the above stated legal basis and purpose, in this case 12 months from the time of your application (unless you request otherwise, which we will naturally respect). If you become an employee of ours, the information in your application will be stored and processed in accordance with what is stated in our privacy notice for processing employees' personal data, which is only provided to our employees.
Handle contacts after events such as trade shows etc.
Personal data is being processed to:
· Be able to contact customers after events regarding enquiries made
Personal data processed:
· E-mail address
· Telephone number
Lawful ground: Legitimate interest. The processing is necessary to cater to your requests.
Sharing of personal data: We share the data only with suppliers that are necessary for the performance of the processing, and within the framework of the purposes stated above. For example:
· Suppliers such as event agencies and similar.
· Other IT services (companies that handle the necessary operation in regard to the different events).
Retention period: We store your data only for as long as is necessary for us to fulfil our legitimate interest. Typically, during a period of two years after the event. If our contact after a potential event or similar causes additional relationships, purchase-related actions or otherwise then we refer you to other processing activities in this privacy policy, and the retention periods stated there.
Subscription to newsletters
Personal data is being processed to:
· Be able to send out newsletters
· Analyze data in order to create relevant offerings to you
Personal data processed:
· E-mail address
· Name
Lawful ground: Consent. By leaving your e-mail address in the designated field and actively click the button “Subscribe” you are considered to have given your consent.
Sharing of personal data: We share the data only with suppliers that are necessary for the performance of the processing to administer the newsletters. For example:
· IT services (companies that handle the necessary operation, technical support, and maintenance of our IT solutions).
Retention period: We use data from your other interactions with us as described above and does not store such data for this purpose longer than what is described above.
To fulfil legal requirements
Personal data is being processed to:
· Be able to fulfil legal requirements according to demands in laws, verdicts, or authority decisions e g the Accounting Act.
Personal data processed:
· Name
· Contact information (e g address, e-mail, telephone number)
· Correspondence
· Username for the web account
· Organization-, VAT-number or social security number
· Username for web account
· Payment information
· Order- and payment history
Lawful ground: Legal requirement.
Sharing of personal data: We share the data only with suppliers that are necessary for the performance of the processing to fulfil our legal requirements. For example:
· Authorities such as police or tax authority, or similar.
· IT services (companies that handle the necessary operation, technical support, and maintenance of our IT solutions).
Retention period: We store your data only for as long as is necessary for us to fulfil legal requirements, for example during 7 years under requirement in the Accounting Act.
Sharing of personal data
When Hydroscand is sharing your personal data to the above-mentioned recipients, our partners are sometimes processing the personal data as data controllers in accordance with their own privacy policies and handling instructions and sometimes as processors on behalf of us.
Hydroscand's objective is to process personal data within EU/EES and to cooperate with partners and suppliers that process personal data within EU/EES. If this is not possible, the processing of personal data can only take place in countries having an appropriate level of protection in accordance with decisions from the European Commission or by using appropriate protection measures e g standard clauses in the agreement or binding company internal regulations. Irrespectively in which country the personal data is being processed, Hydroscand will take reasonable technical, legal, and organizational measures to secure that the level of protection is the same as in the EU/EES.
Your rights
According to the EU’s general data protection regulation, you as an Individual have the following rights in relation to the personal data, we process about you.
Right to extracts
You have the right to demand access to your personal data and receive information on how it is processed.
Rectification, erasure, and limitation
You are entitled to rectification of the personal data you consider to be incorrect. In certain cases, you are entitled to have your personal data deleted. This does not apply if your personal data still is required, for example due to legal requirements or if the processing may be based on any other legal ground. You have the right to request that the processing of personal data is restricted to a shorter time when we investigate potential errors.
Withdraw consent
If you have consented to a certain type of processing, you have the right to withdraw your consent.
Objection to legitimate interest
When the processing is based on legitimate interest you have the right, at any time, to object to such processing.
Objection to direct marketing
You may, at any time, object to processing of your personal data for direct marketing purposes. Upon such objection, the personal data shall not be processed for such purpose anymore.
Data portability
You are entitled to data portability, which means that you may, under certain circumstances, have the right to receive such personal data that you have provided to us, for the purpose of transferring such personal data to another controller.
Complaint
You also have the right to file a complaint to The Information Commissioners Office (Wycliffe House, Water Lane, Wilmslow, SK9 5AF. www.ico.org.uk) if you believe that our processing of your personal data does not meet the requirements of the EU Data Protection Regulation.
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Contact Information
For further information about how we process your personal data, or if you have any questions, you are welcome to contact us:
Hydroscand Ltd
121 Town Street, Sandiacre, Nottingham, NG10 5DS
E-mail: gdpr@hydroscand.co.uk
Phone: 0115 978 9759