Coverworld Company Privacy Notice

Company Background

Coverworld UK Ltd (and its subsidiaries) understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our customers and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

 

1) What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

 

2) What is Personal Data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’. Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers. The personal data that we use is set out in Part 4, below.

 

3) What Are Your Rights?

Under the GDPR, you have the following rights, which we will always work to uphold:

  • The right to be informed about our collection and use of your personal This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions.
  • The right to access the personal data we hold about
  • The right to have your personal data rectified if any of your personal data held by us is inaccurate or
  • The right to be forgotten, e. the right to ask us to delete or otherwise dispose of any of your personal data that we have.
  • The right to restrict (i.e. prevent) the processing of your personal
  • The right to object to us using your personal data for a particular purpose or
  • The right to data This means that you can ask us for a copy of your personal data held by us to re-use with another service or business in many cases.
  • Rights relating to automated decision-making and profiling, however we do not use your personal data in this

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 10. Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau. If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

 

4) What Personal Data Do We Collect?

We may collect some or all of the following personal data (this may vary according to your relationship with us):

  • Name
  • Business Name and Address
  • Email Address
  • Telephone Number
  • Fax Number
  • Job title
  • Business Payment Information

Our website does use necessary and analytical cookies however we generally do not collect and use personal data from our website, except if you use the ‘Contact Us’ form. A full breakdown of our Cookie & Website Privacy Policy is available for download on our website.

 

5) How Do You Use My Personal Data?

Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for one of the following purposes:

  • Managing your account and to provide you with the services you have requested.
  • Supplying our products to you. Your personal details are required in order for us to enter into a contract with you.
  • Personalising and tailoring our products for you.
  • Communicating with you. This may include responding to emails or calls from you.

We do not use your information for marketing purposes and you will only be contacted in relation to your account.

 

6) How Long Will We Keep Your Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

  • Existing Customer purchase history / invoices will be kept for the statuary 6 years (unless required for a longer period to fulfil other contractual / legal obligations).
  • Customer email addresses will be kept for the length of the contract and for 6 years afterwards (unless required for a longer period to fulfil other contractual / legal obligations).
  • We only use GDPR approved companies for the confidential shredding of all our documentation.

 

7) How and Where Do We Store or Transfer Your Personal Data?

We will only store your personal data in the UK. This means that it will be fully protected under the GDPR. The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

  • All our onsite computers are secured by an IT Solutions company who use an effective anti-virus software which monitors our emails and computers for any viruses. We also have anti-intrusion software as well as a dedicated firewall system.
  • All Computers are password protected and backup hard drives are not kept on the premises at night.
  • Off site laptops are fully encrypted as well as password protected to ensure the maximum level of security we can.
  • All our IT systems and procedures are regularly reviewed and kept up to date.
  • Hard copy data is kept in secure lockable filing cabinets in our offices.

 

8) Do We Share Your Personal Data? 

We only share your data with selected third parties purely for the maintaining of your account and never for marketing purposes, subject to one important exception. In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority. If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law.

 

9) How Can You Access Your Personal Data? 

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”. All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 10. We will respond to your subject access request within a month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

 

10) How Do You Contact Us?

To contact us about anything to do with your personal data and data protection, including to make a subject to access request, please use the following details for the attention of Harry Caldicott Data Protection Compliance Manager:

 


11) Changes to this Privacy Notice

We reserve the right to change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection. Any changes will be made available on our website.

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