PRIVACY AND SECURITY POLICY
Aquatrols Europe Ltd is a company based in the UK offering products to national companies.
As an essential part of our business, we collect and manage client and non-client/employment data. In doing so, we observe the UK data protection legislation, and are committed to protecting and respecting clients’ and non-clients’/employee’s privacy and rights. Specifically, we act as a “Data Controller” in respect of the information gathered and processed by us.
In order that you are reliably informed about how we operate, we have developed this privacy notice, which describes the ways in which we collect, manage, process, store and share information about you. The privacy notice also provides you with information about how you can have control over the use of your data.
If you have any comments or queries regarding our use of your data, please contact our Data Protection Officer;
Business Communications & Marketing Support Manager
01233 633267 | 07546 093029
Unit 7, New Street Farm
Chilmington Green Road
Great Chart, Ashford
Kent TN23 3DL
What Information Do We Collect About You?
In general terms, we seek to collect information about you so that we can:
- Administer our relationship with you, provide products and respond to enquiries
- Enable business development including sending updates, marketing, promotions (etc.).
- Process applications for employment
- Process employment administration requirements
- Deliver requested information to you about our services/products and our subsidiaries
- Ensure the billing of any procured services/products and obtain payment
- Process and respond to any complaints
- Enable us to meet our legal and other regulatory obligations imposed on us
- Audit usage of our website.
The information that we need for these purposes is known as your “personal data”. This includes your name, address, email address, telephone and other contact numbers and financial information. We collect this in a number of different ways. For example, you may provide this data to us directly online or over the telephone, or when corresponding with us by letter.
We will seek your permission if we need to record any of your ‘sensitive personal data’ on our systems.
Where appropriate we voice record our customer interactions, therefore any information captured via this medium will automatically be stored, for training and monitoring purposes.
Please also be advised that when you visit our website, cookies will be used to collect information about you such as your Internet Protocol (IP) address which connects your computer or mobile device to the Internet, and information about your visit such as the pages you viewed or searched for, pages response times, download errors etc. We do this so that we can measure our website’s performance and make improvements in the future. Cookies are also used to enhance our website’s functionality and personalisation, which may include sharing data with third party organisations.
How Will We Use The Information?
We use the data collected from you for the specific purposes listed in the table below. Please note that this table also explains:
- The legal basis for processing your data, linked to each processing purpose; and
- In what circumstances your data may be shared with a third party organisation.
|Purpose for processing data||Legal basis for processing data||Third party organisations with whom data is shared|
|To administer our relationship with you, provide services/goods and respond to enquiries.||To meet the requirements of a contract.||None.|
|To ensure the billing of any procured services/goods by you and obtain payment.||To meet the requirements of a contract.||Government VAT and tax inspectors, external auditors, internal auditors.|
|To communicate with you about business updates, breaking news, newsletters and event invitations which are relevant to your interests and in line with your preferences.||To seek explicit consent prior to sending individuals the information and in line with preferences.||None.|
|To provide enquirers support by telephone – to include recording conversations for monitoring and quality purposes.||To fulfil contractual obligations this includes taking action before entering into a contract.||None.|
|To process and respond to complaints.||To meet a legal obligation.||None.|
|To monitor and record information relating to the use of our services/goods, to include our website.||To meet a legitimate interest in order to improve the services and experience and website for individuals.||Web service providers and cookie providers.|
|To capture photographs and videos to be used for marketing and promotional material for the Company, including our website, brochures, bids and tenders.||To seek explicit consent prior to collecting and using this information.||None.|
|To ensure the firms offices and its stored information is secure we use CCTV services.||To meet the requirements of a contract.||CCTV service providers.|
|To conduct human resource administration to include assessing suitability, eligibility and/or fitness to work.||To fulfil contractual obligations this includes taking action before entering into a contract.||Disclosure and Barring Service.|
Under the terms of data protection legislation, you have the following rights as a result of using this website and our products/services.
Right to Be Informed
This privacy notice, fulfils our obligation to tell you about the ways in which we use your information as a result of you using our website products/services.
Right to Access
You have the right to ask us for a copy of any personal data that we hold about you. This is known as a “Subject Access Request”. To make Subject Access Request, please write to our Data Protection Officer.
Right to Rectification
If any of the information that we hold about you is inaccurate, please contact our Data Protection Officer.
Right to Be Forgotten
From 25 May 2018, you can ask that we erase all personal information that we hold about you. Where it is appropriate that we comply, your request will be fully actioned within 30 days. For further information, please contact our Data Protection Officer
Right to Object
You have the right to object to:
- The continued use of your data for any purpose listed above for which consent is identified as the lawful basis for processing i.e. you have the right to withdraw your consent at any time.
- The continued use of your data for any purpose listed above for which the lawful basis of processing is that it has been deemed legitimate.
How Long Will We Retain Information For?
Aquatrols Europe Ltd will typically retain information for a period of 7 years (or as legally required). This is due to regulatory reasons and to ensure our business records are adequate to maintain the requisite levels of insurance to protect our clients and non-clients.
Data Privacy And Security
At Aquatrols Europe Ltd, we maintain a comprehensive data management work programme, which includes processes for ensuring that data protection is a key consideration of all new and existing IT systems that hold personal data. Where any concerns, risks or issues are identified, we conduct relevant impact assessments in order to determine any actions that are necessary to ensure optimum privacy.
We also maintain an active information security work programme which seeks to protect the availability, confidentiality and integrity of all physical and information assets. Specifically, this helps us to:
- Protect against potential breaches of confidentiality;
- Ensure all IT facilities are protected against damage, loss or misuse;
- Increase awareness and understanding of the requirements of information security, and the responsibility of our colleagues to protect the confidentiality and integrity of the information that they handle; and
- Ensure the optimum security of our company website.
Questions and comments regarding this Privacy Notice are welcomed, and should be sent to our Data Protection Officer
Alternatively, you have the right to lodge a complaint with the Information Commissioner’s Office.