In the course of our business dealings with you, we collect information about you through various different ways. Such as telephone interactions, website analysis, emails and social media sites.
1 What is the purpose of this document?
1.1 This Privacy Notice describes how we collect and use your personal information during and after your business relationship with us. We are a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you as well as explaining it clearly to you.
1.2 This notice applies to prospective, current and former customers and suppliers.
1.3 It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.
1.4 We reserve the right to update this privacy notice at any time, and we will make a new privacy notice available to you on this website or by request when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
2 How do we collect information about you?
2.1 We will collect data regarding you or your organisation, however there may be instances where we may collect personal information direct from you when you apply to open an account either as a customer or a supplier with us, and in the course of this service-related activities throughout the period of this business relationship and beyond where required by law, as set out in more detail, below.
2.2 We also collect information about supplier and customers from third parties, such as credit reference agencies or other background check agencies, Company House, as well as online information regarding you and the company you represent. All new accounts are subject to status and satisfactory credit assessment; in order to progress with your application, we will make a search with a credit reference agency when required.
2.3 Occasionally, we may collect information about you from public sources, including social media sites such as Linked-in, Facebook, Twitter, Instagram if we deem it necessary in order to conduct business with you.
What information do we hold?
2.4 Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). There are special categories of more sensitive personal data which require a higher level of protection.
2.5 We will collect, store and use the following categories of personal information about you:
2.5.1 Your name, date of birth and your home address for accounts relating to sole traders and ordinary partnership
2.5.2 Your contact details (eg. email address, phone number, your mobile numbers where you have provided this to us instead of your business mobile number).
2.5.3 Your bank details and trade and credit references
3 How we will use information about you
3.1 We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
3.1.1 Where we need to perform the contract we have entered into with you, including processing and storing your orders ( for customers) or our purchase orders (for suppliers).
3.1.2 Where we need to comply with a legal obligation.
3.2 We use your personal information as follows:
3.2.1 We may use your name, contact or email address to contact you as part of dealing with business matters such as ordering, customer service matters, product quality complaints, feedback and other business related communications.
3.2.2 There may be instances such as, when dealing with customer service matters or product quality complaints, we may share your personal information with third parties such as suppliers and manufacturers in order that such matters get resolved with the minimum possible delay.
3.3 We will only use your personal information 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 we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
3.4 Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law. However, where consent is the only ground we have to process your personal data we will seek this from you.
4 Information about credit
4.1 We may only use information relating to credit references where the law allows us to do so, or where such processing is necessary for our legitimate and legal interests such Quality and Regulatory purposes. Less commonly, we also have a legal duty to share this information with regulatory bodies such as the MHRA in relation to our duties to carry out due diligence checks for GDP compliance and supplier and customer verification checks.
4.2 Your information may need to be shared with third parties and regulatory bodies during and for the purposes of audits such as GDP/GMP audits and accounting and financial audits.
5 Data Sharing
5.1 We will share your personal information with third parties where required by law, where it is necessary to administer the business relationship with you or where we have another legitimate interest in doing so.
5.2 All our third-party service providers are required to take appropriate security measures to protect your personal information in line with GDPR. We do not allow our third-party service providers to use your personal information for their own purposes. We only permit them to process your personal information for specified purposes and in accordance with our instructions.
6 How long will we use your information for?
6.1 We will only retain your personal information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
6.2 Once you are no longer a customer or a supplier we will retain and securely destroy your personal information in accordance with our Data Retention Policy. In some cases, and only when it is absolutely necessary, we may retain your personal information following termination of our business and contractual relationship.
6.3 Where a minimum retention period is required by law (such as retaining records for HMRC purposes) we comply with that minimum period plus up to 3 months to allow time for us to anonymise or delete information in accordance with our internal data management processes.
7 Your rights in connection with personal information
7.1 Under certain circumstances, by law you have the right to:
7.1.1 Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
7.1.2 Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
7.1.3 Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
7.1.4 Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
7.1.5 Withdraw consent in the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we are required to continue to process your information in accordance with another lawful basis which has been notified to you.
If you have any questions about this privacy notice, please contact: firstname.lastname@example.org.