WALLGATE LIMITED – PRIVACY NOTICE
At Wallgate Limited, we are committed to protecting and respecting individuals' privacy. This privacy notice explains what personal information we collect about you, how and why we process (collect, store, use and share) your personal information, your rights in relation to your personal information and how to contact us or make a complaint.
When we process your personal information we are regulated under European and UK data protection laws and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
Your personal information is information relating to you as an individual. It does not include information relating to organisations.
The personal information we collect and use
The personal information we collect, and the use we make of it, varies depending on our relationship with you.
Information collected by us
In the course of our interactions with you the personal information we collect includes the following:
1.1 Customers (including actual and prospective customers and end users)
Your name, contact details (phone, fax, telephone, email and address), employer organisation and job title;
Your bank details, tax or VAT number and credit report.
1.2 Other Businesses (including our actual and prospective suppliers, sub-contractors, approval bodies, consultants and overseas partners)
Your name, contact details (phone, fax, telephone, email and address), employer organisation and job title.
Your bank details, taxor VAT number and credit report.
1.3 Agency staff
Your name, address,hours worked, pay rate and employment agency.
1.4 Job applicants
Your name, contact details (phone, fax, telephone, email and address);
Details contained in your curriculum vitae, qualifications and references;
Other personal information provided by you.
Information collected from other sources
Some of the above information will be collected by us from:
your employer organisation,either directly or via itswebsite;
from credit reference agencies(n the case of credit reports); or
from publicly available sources including social media.
How we use your personal information
1.5 Customers and other businesses
We use your personal information to:
respond to your enquiries;
fulfil orders from customers and provide an after-sales service to customers and end users;
manage your accounts with us and our accounts with you;
improve our customer service and relationships;
communicate with you, suppliers,sub-contractors and employment agencies regarding the provision of goods and services to us;
put in place confidentiality agreements to protect your and our confidential information; and keep you informed about our products and service.
1.6 Job applicants
We use your personal information to:
assess your suitability for job roles; and contact you in relation to job roles.
Who we share your personal information with
When necessary, we share your personal information with your employer organisation, our sub-contractors, suppliers including delivery companies and import/export authorities, external consultants, credit reference agencies, end users and our parent company. This information sharing enables us to:
process customer enquiries, requests, orders, deliveries, returns and payments;
conduct marketing activities;
conduct credit checks; and
manage our own internal operations.
1.8 Other businesses
When necessary, we share your personal information with your employer organisation or employment agency, customers, credit reference agencies, end users, approval bodies and customs authorities. This information sharing enables us to:
obtain and provide technical knowledge and advice including in regard to suppliers', sub-contractors' or our own products;
comply with import/export procedures for transporting our product;
maintain an archive of technical knowledge and product specifications;
conduct credit checks; and
manage our own internal operations.
Where our customers are based overseas, some of these third party recipients of customers' or other businesses' information may be based outside the European Economic Area. For further inforamton, see ‘Transfer of your information out of the EEA’.
1.9 Job applicants
When necessary, we will share your personal information with your employment agency.
We will share personal information generally with law enforcement or other authorities if required by applicable law.
How long your personal information will be kept
We will keep your personal information only for as long as is necessary for the purpose for which it was collected.
Where we have a contractual relationship with you, we will hold your personal information for seven years after the end of the relationship.
If you are a customer to whom we have supplied a product under warranty, orif you have supplied us with a product under warranty, we will hold your personal information for seven years after the expiry of the warrantyor for seven years after the end of our relationship, whichever is longer.
If you are a job applicant, we will keep your personal information for 6 months from the date of rejection for a job role or, if you are accepted for a job role, your personal information will be kept in accordance with our Privacy Notice for Staff.
If you are an agency worker, we will keep your personal information for 7 years from the date you last worked for us.
Reasons we can collect and use your personal information
We rely on several legal bases for the processing of your personal information. These include where we need your personal information to comply with our contractual or other legal obligations or it is in our, your or a third party's legitimate interests which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
Consequences of our use of your personal information
Our processing of your personal information allows us to decide whether or not to enter into a contract with you/your employer, to perform that contract and manage it in the interest of our business and to manage our internal operations. We cannot do any of these things without that information.
Transfer of your information out of the EEA
We may transfer your personal information to our overseas partners located outside the European Economic Area (EEA) in the process of responding to sales enquiries from actual or potential overseas customers.
We may also transfer the personal information of overseas customers outside the EEA in order to deliver goods or to meet applicable import/export requirements.
These transfers are necessary for the performance of a contract between us and you or between us and a third party in your interests or for the implementation of pre-contractual measures taken at your request.
Under data protection laws you have a number of important rights free of charge. In summary, those include the right to:
access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address;
require us to correct any mistakes in your information which we hold;
require the erasure of personal information concerning you in certain situations;
receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit that information to a third party in certain situations;
object at any time to processing of personal information concerning you for direct marketing;
object in certain other situations to our continued processing of your personal information;
otherwise restrict our processing of your personal information in certain circumstances.
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
let us have enough information to identify you;
let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill);and
let us know the information to which your request relates.
If you would like to unsubscribe from any marketing material you receive from us you can do so by contacting us at firstname.lastname@example.org. It may take up to 10 working days for this to take place.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected information security breach. We will notify you and any applicable regulator of a suspected information security breach where we are legally required to do so.
How to complain
We hope that we can resolve any query or concern you raise about our use of your information.
You also have the right to complain to the UK Information Commissioner, who may be contacted at https://ico.org.uk/concerns/ or by telephone on: 0303 123 1113. If you live or work elsewhere in the EU or EEA, you can also complain to your local supervisory authority.
Changes to this privacy notice
We may change this privacy notice from time to time and the most recent version will be available on our website.
How to contact us
Please contact us if you have any questions about this privacy notice or the information we hold about you.
If you wish to contact us, please send an email to HR@wallgate.com or write to The Finance Manager, Wallgate Ltd, Crow Lane, Wilton SP2 0HB.