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Personal data ("Personal Data") means any information relating to an identified or identifiable person. An identifiable person is a person who can be identified, directly or indirectly, in particular by reference to an identification number or to one or more factors specific to the person.
We will only use your personal data in the manner set out in this Policy and in a way that is fair to you. We will only collect personal data where it is necessary for us to do so and where it is relevant to our dealings with you. We will only keep your personal data for as long as it is relevant to the purpose for which it was collected or for as long as we are required to keep it by law.
The Policy sets out (1) who we are and describes (2) the information we collect (3) how we use your information (4) where we store your information and (5) the lawful basis of processing.
- Who We Are
For the purpose of the General Data Protection Regulations (the “Regulations”), the data controller is XCAM Limited (Company registration number 03114535) and the registered office is at 2 Stonecircle Road, Round Spinney Industrial Estate, Northampton, NN3 8RF
We will refer to XCAM Limited as (‘Company’, "us", "we", or "our") which operates at http://www.xcam.co.uk “the Site”. The users of our Site and other business or personal contacts that we deal with as customers or suppliers are referred to as ‘you’ or ‘your’.
This Policy explains what happens to any personal data that you provide, or that is collected from you as part of our usual business, marketing and/or accessing our Site.
- Information we Collect
The majority of the data that we collect and store will be business data relating to the businesses that we are dealing with and to the contracts that are being undertaken. We may also hold personal data for prospective contacts and customers, such details being obtained from publicly available data or third-party suppliers.
As part of our business and marketing processes we will process limited personal data to include your name, email address job title, IP address, mobile phone number (where applicable).
- 1 Your Domain Name and e-mail Address
Your domain name and e-mail address are recognised by our servers and the pages that you visit are recorded. We shall not divulge your e-mail address to any third-party without your consent.
We have distributors outside of the United Kingdom, dealing with customers who are based in some territories. We do not send personal data from the United Kingdom to our international distributors. If these distributors are dealing with local customers, in their territory under a contract, we may assist with the fulfilment of these orders. Equally our international distributors will assist us with the contract and processing payment.
- How we use your Information
We use your personal information to provide you with quotes for our products. We may from time to time keep in touch with our contact base with targeted information-based emails. We are aware that customers and contacts will also be accessing our website and that by accessing the Site, you agree to the collection and use of information in accordance with this Policy.
We use your information in the following ways:
- To provide you with quotes;
- To carry out our obligations arising from any contracts entered into between you and us.
- To provide you with billing information in relation to our Company.
- To notify you of news about our business
- To notify you about changes to our Company.
- In a collective way not referable to any particular individual, for the purpose of quality control and improvement of our site.
- Where we Store your Personal Data
- All information you provide to us electronically are stored on our secure servers. We use industry standard security and firewalls on our servers and password protections.
- Hardcopy data is stored in a secure location on our site or held in a secure archive facility.
- We maintain physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of your information.
- Only authorised personnel and contractors have access to your information.
- We will keep personal data secure by taking appropriate technical and organisational measures against its unauthorised or unlawful processing and against its accidental loss, destruction or damage.
However, while we strive to protect your personal data, in light of the inevitable risks of data transmission over the internet, we cannot guarantee full protection against any error occurring during the course of personal data transmission which is beyond the Company’s reasonable control.
Since all personal data is confidential, access is limited to employees, contractors and agents of the Company, who have a need to know such data in carrying out their tasks. All the people who have access to your personal data are bound by a duty of confidentiality and subject to disciplinary actions and/or other sanctions if they fail to meet these obligations.
- Lawful basis of Processing
We will generally process personal data regarding customers and people that we provide our services to as we are under contract. The processing of such personal data is necessary for the contract or we have been asked to take specific steps before entering into a contract.
We may also process limited personal data of contacts for the purposes of the legitimate interests of the Company. We have a legitimate interest in keeping in touch with our customers and contacts which may include sending targeted emails regarding news about our business. We have balanced this legitimate interest of the Company against the rights of the individual and do not conclude this is unreasonable, as at all times the data subject has a right to be forgotten and their personal details to be deleted.
- Retention Periods
- 1 Customers
We need to keep your personal data to allow us to ensure compliance with the contract in terms of your orders of our products. We keep a record of these orders for at least 6 years after the contract to ensure compliance with that contract. We may keep limited personal data of customers to include contact details and transactional history for longer than this 6 years period, as we have a legitimate business interest to keep such records, as many of our customers return to us several years later for products and this assist our business to ensure that our customers are provided with the best possible service.
- 2 Recruitment
If you apply for a job with us, we may use your information for the purposes of recruitment and selection, corresponding with you and equal opportunities monitoring. We will not store your Personal Data for more than 12 months if you are not successful.
Google Analytics is also used to track website trends without identifying individual visitors. The cookies used by Google Analytics stores information such as what time the current visit occurred, whether the visitor has been to the site before and which website may have directed you to our Site.
- The Right to Deletion and Correction
We take all reasonable steps to ensure we have the correct Personal Information about you. You have the right to ask us for a copy of the information supplied by you that we hold. We may ask you to verify your identity and for more information about your request. If you would like to make a request for information, please contact firstname.lastname@example.org.
You also have the right to ask the Company to stop using your information. However, if this involves a request for deletion of emails or documents you have sent we may not be able to do so, particularly as we have to comply with our obligations to keep all correspondence and documentation that relate to contracts. Where we are unable to comply with your request we will provide reasons for failing to do so.
- When we Share your Information
We will not sell, rent or trade your Personal Information.
We may need to disclose your personal data to certain third parties (including solicitors, accountants and relevant business partners we work with), without obtaining your prior consent, in order to comply with our legal obligations and as required to do so by law.
- Transfers of Data in Europe
Data protection legislation is harmonised throughout the European Economic Area (‘EEA’) which comprises the EU member states, Norway, Iceland and Liechtenstein. Countries outside the EEA do not generally have the same level of protection for personal information as those within the EEA. We do not anticipate needing to transfer your data outside of the EEA.
- Other Websites
The Website may, from time to time, contain links to and from the websites of our partner networks and affiliates. If you follow a link to any of those websites, please note that those websites have their own privacy policies and that we do not accept any responsibility or liability for those policies. Please check those policies before you submit any personal data to those websites.
By submitting limited personal data to us, you consent to our use of your data and of anyone you represent in the manner set out in this Policy (as amended from time to time, as described below) and you are responsible for ensuring that you have authority to consent on behalf of anyone about whom you submit data to us.
You can revoke any consent you have given us under this Policy at any time by contacting email@example.com, referencing this Policy in the email subject line, using the body of the email to say what consent you are revoking.
- Changes to this Policy
This Policy is effective as of May 2018 and will remain in effect except with respect to any changes in its provisions in the future, which will be in effect immediately after being posted on this page.
We reserve the right to update or change this Policy at any time and you should check this Policy periodically. Your continued use of our business after we post any modifications to this Policy will constitute your acknowledgment of the modifications and your consent to abide and be bound by the modified Policy.
If we make any material changes to this Policy, we will notify you either through the email address you have provided us, or by placing a prominent notice on our Site.
- Contact Us
If you have any questions about this Policy, please contact us.
If you have any queries about the information we hold on you, please email: firstname.lastname@example.org