Chandler Materials Privacy Policy

CUSTOMER & SUPPLIER PRIVACY STATEMENT, MAY 2018

HOW YOUR INFORMATION WILL BE USED

Data controller: Chandler Material Supplies Ltd, 91 Widford Road, Chelmsford, Essex CM2 8SY

Who does this statement apply to?

This privacy statement applies to Chandler Material Supplies Limited’s (“The Company”) website at chandlermaterials.co.uk and to our business at 91 Widford Road, Chelmsford CM2 8SY.

The Company is in full support of the requirements of the Data Protection Act and we are committed to the protection of personal data belonging to our suppliers, customers and employees. We have Privacy Statements and an internal Personal Data Protection Policy in place which reflect the requirements of the DPA. We conduct regular audits to ensure compliance with our policies and statements.

We are aware of our obligations under the General Data Protection Regulations (GDPR) and have adopted a proactive approach to ensure compliance of the new legislation by reviewing our existing processes and, if appropriate, designing and implementing procedural changes to ensure personal data is collected, stored, used and disposed of by processes compliant with the requirements of the GDPR.

By transacting with The Company, in person or via our website, you consent to this statement. We are registered with the Information Commissioner’s Office for this purpose.

If you are an employee of The Company this statement will not refer to you, please refer to our “Employee Privacy Statement” via The Company’s HR department.

The Company is committed to protecting your privacy and being transparent about how it collects and uses your data and to meeting its data protection obligations.

What information does The Company collect and how do we collect it?

The Company collects and processes data only if it is directly provided to us by you and therefore has been provided with your consent.

If you are a customer this includes your:

• full name
• home or work postal address
• telephone numbers
• e-mail address
• IP address

Normally you will provide such details if you wish to make an enquiry, make a purchase from us or sign up for marketing materials.

Your payment information (e.g. credit/debit card details) provided when you make a purchase from our website is not received or stored by us. That information is processed securely and privately bythe third party payment processors that we use (details available on request). Chandler Material Supplies Limited will not have access to that information at any time. We may share your personal data with our payment processors, but only for the purpose of completing the relevant payment transaction. Such payment processors are permitted to use your personal data only to provide these necessary payment services to us and they are required to securely maintain the confidentiality of your personal data and payment information.

Payment information (e.g. bank or credit/debit card details) provided when you make a payment in person or over the phone is not stored by us.

Payment information (e.g. bank details) provided when we make a payment to you is stored securely by us.

We use analytical and statistical tools that monitor details of your visits to our website and the resources that you access, including, but not limited to, traffic data, location data, weblogs and other communication data (but this data will not identify you personally).

If you are a supplier this includes your:

• full name
• home or work postal address
• telephone numbers
• e-mail address

Normally you will provide such details if we wish to make an enquiry or purchase from you.

Payment information (e.g. bank details) provided when we make a payment to you is stored securely by us and by our third party processors (details available on request)

Why does The Company process personal data, how do we process it and what is the Lawful Basis for doing so?

As long as you have given consent we may hold and process personal data in accordance with the Data Protection Act 1998 and send you our marketing materials from time to time, (Lawful Basis: Consent) but we will not transfer, sell, rent or lease this personal data to third parties. We may share your personal data within our group of companies and to our third party processors (details available on request), but it will still be subject to these terms if we do.

The information that we collect and store relating to you which is primarily used to enable us to provide our services to you or to purchase from you (Legal Basis: Contract) may also be used for the following purposes (Lawful Basis: Legitimate Interest):

• To provide you with information you have requested from us, relating to our products or services.
• To meet our contractual commitments to you.
• To notify you about any changes to our website, such as improvements or service/product changes, that may affect our service.
• To assist fraud protection and minimise credit risk.

We will always ask your permission before sending you marketing information. We do this by asking for your positive confirmation indicating that you wish to receive marketing; with the knowledge and understanding that you can opt out at any time by emailing news@chandlermaterials.co.uk.

Who has access to data?

Our staff will have access only to the personal data that is required and relevant for them to carry out their duties in relation to the service we are supplying to you or that you are supplying to us, in order to fulfil and manage order or purchase contracts, for account management and marketing purposes.

The company may share your data with our third party processors (details available on request) in order to fulfil and manage order or purchase contracts, for account management and marketing purposes.

Please be advised that we do not reveal information about identifiable individuals to our advertisers but we may, on occasion, provide them with aggregate statistical information about our website visitors.

As part of the services offered to you, for example through our website, the information you provide to us may be transferred to and stored in countries outside of the European Economic Area (EEA) as we use remote website server hosts to provide the website and some aspects of our service, which may be based outside of the EEA, or use servers based outside of the EEA - this is generally the nature of data stored in “the Cloud”. It may also be processed by staff operating outside the EEA who work for one of our suppliers, e.g. our website server host, or work for us when temporarily outside of the EEA. A transfer of your personal data may happen if any of our servers are located in a country outside of the EEA or one of our service providers is located in a country outside of the EEA. If we transfer or store your personal data outside the EEA in this way, we will take steps with the aim of ensuring that your privacy rights continue to be protected, as outlined in this privacy policy and in accordance with the Data Protection Act 1998. If you use our service while you are outside the EEA, your personal data may be transferred outside the EEA in order to provide you with these services.

We do not use or disclose sensitive personal data, such as race, religion, or political affiliations, without your explicit consent.

We may disclose your personal data outside of our group:

• in the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets; and
• if the company’s business is bought by a third party, in which case personal data held by it about its customers will be one of the assets to transfer to the buyer. However any such transfer will only be on terms that the confidentiality of your personal data is protected and that the terms of this privacy policy will continue to be complied with by the recipient.

Otherwise, we will process, disclose or share your personal data only if required to do so by law or in the good faith belief that such action is necessary to comply with legal requirements or legal process served on us or the website.

You have the right to opt out of our processing your personal data for marketing purposes by contacting us at news@chandlermaterials.co.uk.

How does the company protect data?

The company takes the security of your data seriously. . The company has controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.

Where the company engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and company measures to ensure the security of data.

The transmission of information via the Internet or email is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data while you are transmitting it to our site; any such transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.

Where we have given you (or where you have chosen) a password so that you can access certain parts of our site, you are responsible for keeping this password confidential. You should choose a password that is not easy for someone to guess. You should ensure that you regularly change your password.

Third Party Links

You might find links to third party websites on our website. These websites should have their own privacy policies, which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.

If you believe that the company has not complied with your data protection rights, you can complain to the Information Commissioner.

Cookies

On occasion, we may gather information about your computer for our services and to provide statistical information regarding the use of our website to our advertisers. Such information will not identify you personally - it is statistical data about our visitors and their use of our site. This statistical data does not identify any personal details whatsoever. Similarly to the above, we may gather information about your general Internet use by using a cookie file. Where used, these cookies are downloaded to your computer automatically. This cookie file is stored on the hard drive of your computer, as cookies contain information that is transferred to your computer's hard drive. They help us to improve our website and the service that we provide to you. All computers have the ability to decline cookies. This can be done by activating the setting on your browser which enables you to decline the cookies. Please note that should you choose to decline cookies, you may be unable to access particular parts of our website. Our advertisers may also use cookies, over which we have no control. Such cookies (if used) would be downloaded once you click on advertisements on our website.

For how long does the company keep data?

The company will hold data for no longer than is necessary and will regularly review personal data held.

If you have made a purchase from us or we have purchased from you the data will be held for 6 years after the end of the year in which the last purchase was made.

Your rights

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request (a subject access request may incur a reasonable fee towards our admin costs if such a request is manifestly unfounded, excessive or repetitive);
• require the company to change incorrect or incomplete data;
• require the company to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
• object to the processing of your data where the company is relying on its legitimate interests as the legal ground for processing; and
• ask the company to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the company's legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact news@chandlermaterials.co.uk. You will be provided with the company’s form for making a subject access request which you must complete and submit. The company will respond to your request within 28 days.

The company wants to make sure that your personal information is accurate and up to date. Therefore, if you think any information we hold about you is incorrect or incomplete, please email us at news@chandlermaterials.co.uk as soon as possible so we can update our records.

We might make changes to this privacy statement

If you believe that the company has not complied with your data protection rights, you can complain to the Information Commissioner.

We may update this statement to reflect changes to the website and/or customer/supplier feedback. Please regularly review this statement to be informed of how we are protecting your personal data.

We welcome any queries, comments or requests you may have regarding this Privacy Statement. Please do not hesitate to contact us at Chandler Material Supplies Limited, 91 Widford Road, Chelmsford, Essex, CM2 8SY or news@chandlermaterials.co.uk.

Last Updated: May 2018