GDPR - Level 2

Our Website - B2B eCommerce - Goods - Single controller - GDPR Policy

Privacy Notice

About Us

This is our Privacy Notice and we control the personal information you give us and we collect. We are Re-Tec Ltd. We share some or all of your personal data with others, being:

· Microsoft 365 - https://privacy.microsoft.com/en-gb/privacystatement

· Sage - https://www.sage.com/en-gb/legal/privacy-and-cookies/

· Endole - https://www.endole.co.uk/help/privacy-data-gdpr/

· DHL - https://www.dhl.com/content/dam/dhl/local/global/core/documents/pdf/MO-core-lela-local-pdp-policy.pdf

· Pallet line - https://www.palletline.co.uk/privacy-policy

· Kuehne & Nagel - https://privacy.kuehne-nagel.com/en/-/website-privacy-policy#:~:text=Duration%20of%20storage%20of%20your%20data&text=If%20you%20revoke%20your%20consent,years%20after%20your%20last%20activity.

· Royal Mail - https://www.royalmail.com/privacy-notice

· DSV - https://www.dsv.com/en-gb/about-dsv/privacy-policy

· JV Banks Chartered Accountants - https://www.jvbanks.co.uk/pdf/Privacy-Notice.pdf

· FHJ Computer Support - https://fhjcomputersupport.com/Privacypolicy.pdf

· Mailchimp - https://www.intuit.com/privacy/statement/

· Facebook - https://www.facebook.com/about/privacy/previous

· LinkedIn - https://www.linkedin.com/legal/privacy-policy

· Instagram - https://help.instagram.com/155833707900388

· You Tube - https://www.youtube.com/intl/ALL_uk/howyoutubeworks/our-commitments/protecting-user-data/

· Barclaycard Payments - https://www.barclaycard.co.uk/content/dam/barclaycard/documents/business/top-nav/BPS-full-privacy-notice.pdf

The Personal Data we collect from you

We collect the personal data you provide us when you fill in the blanks in the website forms. A full list can be found clicking this link.

The personal data we collect about your employment includes:

- your name and your role or position in your organisation;

- your professional qualifications and/or your work experience;

- your membership of professional societies and/or trade organisations or associations, and any personal identifiers which denote your membership of the same;

- your contact details at your organisation, including any work email address and telephone numbers;

- if you provide us with a business card, any other personal data contained on that business card;

- your image, where this is captured by CCTV or other visual recording equipment on our owned or managed premises or systems; and

- your voice, where this is captured by CCTV or any other audio recording equipment, including where captured in the form of recorded telephone conversations with us.

We collect this information in a variety of ways, including:

- by you, or your organisation, providing it to us, either voluntarily or at our request;

- from your work colleagues and managers at your organisation who may provide us with information about you and your qualifications, experience and aptitudes;

- from third parties who may provide us with information about you and their experiences of you and your organisation;

- from our customers and/or other business partners who come into contact with you during the course of our business dealings with you; and

- by making visual and audio recordings at our owned or managed premises, and by making recordings of certain of our telephone, video and online communications and conferences.

We also collect the following personal data from you:

- order details of any products you order from us online

- information you provide when you telephone us about your order or any other reason

- the information you provide when you create an online account with us

- the information in your emails to us

- from cookies you permit to collect personal data or which are needed to make the site work.

- the information you provide when you contact us via social media

- the information you provide in face-to-face meetings

- the information you provide on any paper-based forms and documents

The PreContract Checks we do

We use your personal data to carry out these checks (which will involve us obtaining information from the relevant agencies or providers of that data):

- and other searches

If we require more than a username and password to register you and manage your account it is to ensure that we can provide you with the most appropriate goods and services.

Using your data to fulfil the Contract

To fulfil the contract we use your data to decide whether to enter the contract, allocate you goods, manage and track your order, update you on progress, generate delivery notes and invoices, process payments and administration generally. We may have to use third parties to help us achieve these aims in accordance with our legitimate interests (see below).

· Microsoft 365 - https://privacy.microsoft.com/en-gb/privacystatement

· Sage - https://www.sage.com/en-gb/legal/privacy-and-cookies/

· Endole - https://www.endole.co.uk/help/privacy-data-gdpr/

· DHL - https://www.dhl.com/content/dam/dhl/local/global/core/documents/pdf/MO-core-lela-local-pdp-policy.pdf

· Pallet line - https://www.palletline.co.uk/privacy-policy

· Royal Mail - https://www.royalmail.com/privacy-notice

· DSV - https://www.dsv.com/en-gb/about-dsv/privacy-policy

· JV Banks Chartered Accountants - https://www.jvbanks.co.uk/pdf/Privacy-Notice.pdf

· FHJ Computer Support - https://fhjcomputersupport.com/Privacypolicy.pdf

· Mailchimp - https://www.intuit.com/privacy/statement/

· Facebook - https://www.facebook.com/about/privacy/previous

· LinkedIn - https://www.linkedin.com/legal/privacy-policy

· Instagram - https://help.instagram.com/155833707900388

· You Tube - https://www.youtube.com/intl/ALL_uk/howyoutubeworks/our-commitments/protecting-user-data/

· Barclaycard Payments - https://www.barclaycard.co.uk/content/dam/barclaycard/documents/business/top-nav/BPS-full-privacy-notice.pdf

Change of Purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Sharing with others to deliver the contract and for legitimate interests

To help us fulfil the contract we share your data with these parties for the reasons below as it is in our legitimate interests to do so having taken into account all relevant factors around your privacy. If we do not engage these external contractors our prices would have to increase as we would have to engage more staff and buy more infrastructure. We require them to be GDPR compliant and enter data processor contracts with us or ensure their contracts make appropriate statements.

We share data with the third party we buy the goods from to supply to you.

We share personal data with our designated delivery service so we can get the goods delivered to you. We will communicate who they are at the time they are going to deliver.

We use an external email provider which we use so we can confirm your order by email and handle any enquiries. They are a data processor for this purpose but also their own data controller.

· Microsoft 365 - https://privacy.microsoft.com/en-gb/privacystatement

· Sage - https://www.sage.com/en-gb/legal/privacy-and-cookies/

· Endole - https://www.endole.co.uk/help/privacy-data-gdpr/

· DHL - https://www.dhl.com/content/dam/dhl/local/global/core/documents/pdf/MO-core-lela-local-pdp-policy.pdf

· Pallet line - https://www.palletline.co.uk/privacy-policy

· Royal Mail - https://www.royalmail.com/privacy-notice

· DSV - https://www.dsv.com/en-gb/about-dsv/privacy-policy

· JV Banks Chartered Accountants - https://www.jvbanks.co.uk/pdf/Privacy-Notice.pdf

· FHJ Computer Support - https://fhjcomputersupport.com/Privacypolicy.pdf

· Mailchimp - https://www.intuit.com/privacy/statement/

· Facebook - https://www.facebook.com/about/privacy/previous

· LinkedIn - https://www.linkedin.com/legal/privacy-policy

· Instagram - https://help.instagram.com/155833707900388

· You Tube - https://www.youtube.com/intl/ALL_uk/howyoutubeworks/our-commitments/protecting-user-data/

· Barclaycard Payments - https://www.barclaycard.co.uk/content/dam/barclaycard/documents/business/top-nav/BPS-full-privacy-notice.pdf

We use it to trace debtors, beneficiaries, recover debt, prevent fraud and manage the transaction or your relationship with us.

The following is a list of the outside parties we use:

· Microsoft 365 - https://privacy.microsoft.com/en-gb/privacystatement

· Sage - https://www.sage.com/en-gb/legal/privacy-and-cookies/

· Endole - https://www.endole.co.uk/help/privacy-data-gdpr/

· DHL - https://www.dhl.com/content/dam/dhl/local/global/core/documents/pdf/MO-core-lela-local-pdp-policy.pdf

· Pallet line - https://www.palletline.co.uk/privacy-policy

· Royal Mail - https://www.royalmail.com/privacy-notice

· DSV - https://www.dsv.com/en-gb/about-dsv/privacy-policy

· JV Banks Chartered Accountants - https://www.jvbanks.co.uk/pdf/Privacy-Notice.pdf

· FHJ Computer Support - https://fhjcomputersupport.com/Privacypolicy.pdf

· Mailchimp - https://www.intuit.com/privacy/statement/

· Facebook - https://www.facebook.com/about/privacy/previous

· LinkedIn - https://www.linkedin.com/legal/privacy-policy

· Instagram - https://help.instagram.com/155833707900388

· You Tube - https://www.youtube.com/intl/ALL_uk/howyoutubeworks/our-commitments/protecting-user-data/

· Barclaycard Payments - https://www.barclaycard.co.uk/content/dam/barclaycard/documents/business/top-nav/BPS-full-privacy-notice.pdf

The following service providers act as our data processor but may also act as data controller for some aspects of their services.

- Amazon Web Services (AWS), a secure cloud services platform. For more, see here: https://aws.amazon.com/privacy/

- Google Workspace (formerly G-Suite), a collection of collaboration and productivity apps. For more, see here https://policies.google.com/privacy

- Zoom, a cloud-based video communications platform. For more, see here https://zoom.us/privacy

- LinkedIn, the social media platform, we use for outreach and marketing. For more, see here https://www.linkedin.com/legal/privacy-policy

Who else we share your personal data with for legitimate interest reasons

We share your personal data with the following parties for reasons of legitimate interest:

- we use a cloud based accountancy software which means your personal data is on their cloud servers as our data processor.

- we use a cloud based Customer Relationship Management software which means your personal data is on their cloud servers as our data processor.

- we use an outside party to bill and collect.

- we use agents, advisers or others involved in running accounts and services for you and your business or collecting what you or your business owe;

- we use Credit reference agencies;

- we use Third party vendors who help us to manage and maintain the IT infrastructure, website, shopping cart or payment services;

- we use Logistics and delivery providers who enable us to deliver products you order on our websites;

- we use professional advisors, such as lawyers, accountants, debt collectors and consultants;

- we use Companies who assess faults and repair products on our behalf;

· Microsoft 365 - https://privacy.microsoft.com/en-gb/privacystatement

· Sage - https://www.sage.com/en-gb/legal/privacy-and-cookies/

· Endole - https://www.endole.co.uk/help/privacy-data-gdpr/

· DHL - https://www.dhl.com/content/dam/dhl/local/global/core/documents/pdf/MO-core-lela-local-pdp-policy.pdf

· Pallet line - https://www.palletline.co.uk/privacy-policy

· Royal Mail - https://www.royalmail.com/privacy-notice

· DSV - https://www.dsv.com/en-gb/about-dsv/privacy-policy

· JV Banks Chartered Accountants - https://www.jvbanks.co.uk/pdf/Privacy-Notice.pdf

· FHJ Computer Support - https://fhjcomputersupport.com/Privacypolicy.pdf

· Mailchimp - https://www.intuit.com/privacy/statement/

· Facebook - https://www.facebook.com/about/privacy/previous

· LinkedIn - https://www.linkedin.com/legal/privacy-policy

· Instagram - https://help.instagram.com/155833707900388

· You Tube - https://www.youtube.com/intl/ALL_uk/howyoutubeworks/our-commitments/protecting-user-data/

· Barclaycard Payments - https://www.barclaycard.co.uk/content/dam/barclaycard/documents/business/top-nav/BPS-full-privacy-notice.pdf

We share data with your Employer

We use the data to manage our business relationship with the organisation that you represent including communicating with your organisation and others in it, and negotiating, concluding and performing business transactions with your organisation, such as procuring products and/or services from your organisation, selling products and/or services to your organisation and any other relationship we may develop with them. We also use it to deal with any issues, complaints or problems that arise and may have to disclose details of our dealings with you to your employer, the authorities and other interested parties.

Cookie Policy

We use cookies. You can manage your cookies by using the Cooking Control functionality in the corner of this website.

We analyse your use of our site to present useful adverts to you.

Adding Data Together

We aggregate the following data we collect from different sources and put it together:

- any paper based documents you have or do provide us with

- information we obtain from the pre-contract checks and searches we do, details of which are set out above;

- data you provide over the telephone (including any text or other messages),

and other sources.

Retention of Data

We will keep your data for 7 years after the year you order it so we can comply with contract law issues, product liability issues, insurance issues, company law obligations, record keeping for accounting and tax audits. If there are any complaints or questions on product liability or insurance issues we will keep your data for 6 years after the matter is dealt with. We may hold onto data were there are legal reasons to retain it.

Where we process your personal data to fulfil:

- a contract with you, we will process such personal data until we fulfil that contract and for so long thereafter as may be necessary to keep a record of that contract, which will typically be for 6 years, and to deal with any complaints or claims relating to that contract, which will be until the final resolution of such complaints or claims (having regard to the nature of any potential claims and the limitation of liability periods that apply to them); or

- a legal obligation (such as anti-Money Laundering, tax and accounting obligations), we will process such personal data for so long as necessary to fulfil that obligation; or

Where we process your personal data based on:

- our legitimate interest, we will process such personal data for so long as necessary to achieve that legitimate interest, which will typically be for 6 years after we collect your personal data or the last time we use your personal data (or longer in relation to any legal claims that might arise having regard to the nature of any potential claims and the limitation of liability periods that apply to them); or

-your consent, for example, to send you marketing information, we will process such personal data until you withdraw that consent. Please bear in mind that it may take a short time to process any withdrawal of your consent. We aim to do this as soon as reasonable after receipt of your request, although you may still receive emails that are already in process around the time of your withdrawal.

Marketing

We will use your personal data only to market to you inline with your permissions given to us.

- by email. We may promote our products to you by email until you unsubscribe. The unsubscribe option will be present in any marketing email we send. We may send you our marketing by email as you have bought goods from us.

- by telephone. Please help us by telling us of any changes to your contact numbers.

-by text and picture message. Please help us by telling us of any changes to your numbers.

- by post to the address we have at any time

We may send you offers from selected third parties from time to time if you have given us permission. You can withdraw your consent at any time.

International Data Transfers

Your personal data maybe processed in a country outside the protection of the EEA or those deemed of adequate protection but we take steps to ensure it is properly protected.

If any party we use to process or share your data with is based in a country not deemed of adequate security under the rules we make sure that they apply appropriate security processes to keep it secure.

Your rights regarding your personal information

Data privacy laws provide you with a number of rights over your personal information.

You have the following rights:

Access

Receive a copy of the Personal Data we hold about you and confirm we’re lawfully Processing it by making a Data Subject Access Request (DSAR). It’s free of charge unless your request is clearly unfounded or excessive

Rectification

Ask us to update, complete or correct your Personal Data at any time if you detect an inaccuracy. In fact, we encourage you to do so.

Portability

Get any Personal Data you’ve given us in an electronic form based on Consent or Contractual Necessity in a common machine-readable format. We can also transfer it to a third party if you ask.

Erasure (Right to be Forgotten)

Ask us to delete or remove Personal Data where there is no good reason or Lawful Basis for us continuing to process it. You also have the right to ask us to delete or remove your Personal Data where you have exercised your right to Objection. We can refuse in certain circumstances. Find out more, here -https://ico.org.uk/your-data-matters/your-right-to-get-your-data-deleted/

Objection

Object to any Processing we do based on Legitimate Interests. You also have the right to object where we are processing your Personal Data for direct marketing purposes

Automated Processing

Not to be subject to automated decision-making without human intervention that has significant legal or other effects.

Restriction

Suspend the Processing of some of your Personal Data, for example, if you want us to establish its accuracy or the reason for processing it.

Withdrawal of Consent

Withdraw consent at any time and we will stop Processing it unless we have another legitimate basis for doing so in law. Where we rely on your consent, we also explain how you can easily withdraw it. We will need to confirm your identity to confirm your right to access the information or exercise any of your other rights. This is to prevent Personal Data being disclosed to anyone who has no right to receive it. You can find out more about your rights by visiting the Information Commissioner’s Office

Right to Complain

If you are unhappy with the way we handle your personal data, we encourage you to contact us as set out below. You may complain to the Information Commissioner’s Office. You can find the details here - https://ico.org.uk/make-a-complaint/

If you would like to exercise your rights, please let us know by getting in touch with us as set out in the Contact us section below.

Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.