Privacy Policy

PRIVACY POLICY

1.  INTRODUCTION

1.1  This Privacy Policy explains what types of personal data Dunmow Group. (“Dunmow Group” “we,” “us,” and “our”) refers to the data collected by Dunmow Group about you, our lawful basis and reason for collecting it, how we use it and how your information is kept secure. It also sets out what your rights as an individual are, what our data retention period is, what our process is for changing this Privacy Policy and how to contact us.

1.2  Dunmow Group is the data controller in respect of all personal data collected on our website (dunmowgroup.com), via our information request form, Account Application form and any personal data which has been given to us by you through email or any other written correspondence.

2.  WHAT IS PERSONAL DATA?

2.2  Personal data includes but is not limited to:
- An individual’s full name;
- Email address (if individual can be identified);
- Date of birth; and
- Home address

3.  WHAT PERSONAL DATA DO WE COLLECT?

3.2  Other non-personal data we collect:
-  Company trading name
-  Demographic company information including: address, postcode and country
-  Company Registration number
-  Company VAT number
-  Company telephone number
-  Company bank details such as branch name, address, account name, account number and sort code

3.3  Other information relevant to the individual such as job title, address and business telephone

4.  HOW WE WILL COLLECT THIS INFORMATION?

We will collect your personal data in the following ways:
-  During face to face meetings
-  Electronically via our website and any enquiries you have sent to us by email
-  By completing our information request, account application and goods return forms and returning these to us by automated and non-automated means (If applicable and relevant to you)

5.  HOW WE WILL USE YOUR PERSONAL DATA

5.1  We believe in our products, our practices and our approach to doing business and as such will never use your personal data in a way that you are not aware of and would not expect.

5.2  All personal data that we acquire about you and/or any other person whose details you provide will be used, stored, retained and protected by us in accordance with GDPR and this Privacy Policy.

6.  THE LAWFUL BASIS FOR PROCESSING YOUR PERSONAL DATA

6.1  The lawful basis for us collecting and processing your personal data is:

6.1.1  necessary for us and for you to fulfil the contract that you are going to enter into or have already entered into with Dunmow Group in order for us to provide our products and services to you

6.1.2  That although we do not yet have a contract with you, you have requested or instructed us to do something as a first step (e.g. provide a quotation) and we need to process your personal data to do what you have asked

6.2  You are not obliged to provide your personal data but as part of the contract and/or service you would like us to provide we will require this information in order to effectively provide our products and/or services to you.

7.  INFORMATION ABOUT OTHER PEOPLE

7.1  If you provide personal data to us relating to any person other than yourself, under the GDPR regulations, before we can process any request, it is important for you to understand what we will require from you in such an event.

7.2  If you request a quotation from us, or require any other information such as technical support on behalf of an individual at another address or company, you must ensure the following, that:

(i)   they understand how we will use their personal data
(ii)  you are authorised by them to provide this personal information to us
(iii) you have obtained consent by them for you to use their personal information on their behalf

Personal data provided under this event will be retained under your company’s quotation history and will be solely used to provide the information you have requested.

7.3  If you request your order to be delivered to an individual at another address or company, you must ensure the following, that:

(i)   they understand how we will use their personal data
(ii)  you are authorised by them to provide this personal information to us
(iii) you have obtained consent by them for you to use their personal information on their behalf.

Personal data provided under this event will only be used to deliver your order and to contact this person regarding the delivery of the order should there be a need to.

8.  SHARING YOUR PERSONAL DATA

8.1  We may need to outsource your order to a third party in exceptional circumstances.  In such cases we will need to share your personal data.  We are also required to share personal data of our customers with our bank or other regulated financial lenders in connection with the collection of debts. We will only disclose the minimum required information in such circumstances including contact name, telephone number, debt details, and in some cases an email address.

8.2  We will ensure that your personal data remains protected throughout the process and is only used in accordance with the GDPR regulations and this Privacy Policy.

9.  SECURITY OF YOUR PERSONAL DATA

9.1  We understand how important it is to keep personal data protected and as such already have security technology including firewalls, encryption, anti-virus and credentials in place to safeguard your data. Your personal data will be held in our databases and in your customer file on a secure drive, which is where all documentation relating to your quotation or order is stored. Your personal data is stored on servers in the UK, please see Section 12 – The use of your personal data outside of the European Union for an explanation of how your personal data is used outside of the EU. Personal data in our databases can only be accessed by suitably trained staff who have credentials that will allow them to access this information as part of their job role. In addition, staff who will be physically processing your information are tracked and approved individually by our IT Department.

We will retain your personal data for the period necessary to fulfil the purposes outlined in this Privacy Policy unless a longer retention period is required or permitted by law, a regulation or as part of a legal obligation. However, if you do contact us by following the instructions in this Privacy Policy and request we erase your data, provided that we are not required to retain it by law or for legitimate business purposes, we will make every effort to delete your personal information as per the request received.

11.  CRITERIA FOR DETERMINING RETENTION PERIOD

 11.1  We will make every effort to only retain what we require in order to provide our goods and services to you, we will retain your personal data for no longer than necessary, considering the following:

(i)    The purpose and use of your personal data both now and in the future (e.g. our obligations under a contract or agreement with you)
(ii)   Whether we have any legal obligation to continue to process your personal data (such as any record-keeping obligations imposed by relevant law or regulation
(iii)  Whether we have any legal basis to continue to process your personal data
(iv)  If there are any agreed industry practices on how long your personal data should be retained.

12.  THE USE OF PERSONAL DATA OUTSIDE OF THE EUROPEAN UNION

12.1  We are a global organisation, based in the United Kingdom, and are part of a worldwide group which has several locations across the globe which include US and Middle East.

12.2  The service we use for our email communications is based in Europe. As such, any email correspondence you have with us and us with you in order to provide our goods or services, will be retained and stored in European cloud-based data centres.

12.3  The transfer of data may or may not include countries where the level of privacy protection and the legal rights of individuals are not considered equal with standards of protection in jurisdictions having comprehensive data protection laws, such as the European Union.

12.4  We have and are continually taking the necessary steps to ensure that your personal data remains protected in accordance with this Privacy Policy and the GDPR regulations.

13.  YOUR RIGHTS

13.1  Right of access

13.1.1  You have the right to request and receive a copy of the personal data we hold about you. This right allows you to be aware of and verify the lawfulness of the way we process your personal data. The same right applies to any other person whose personal data you provide to us, please see section 7 – Information about other people – for review. We will provide a copy of this information free of charge. However, in the event of a request being excessive or repetitive, we may charge a reasonable fee that will be based on the administrative cost of providing the information.

13.1.2  We will acknowledge the request upon receiving and information will be provided within 1 month of receipt of a request.

13.1.3  For a Data Subject Access Request (DSAR), we will require your application in writing, proof of identity and instructions of what information you are requesting. For example, would you like a copy of all of your data or just specific data with set criteria? You may request the data in printed or electronic format, but we will check your preference with you upon receiving the request.

13.1.4  Requests for access should be addressed to Customer Service, please see section 17 – How to contact us.

13.2  Right to rectification

13.2.1  If you find your personal data is inaccurate or incomplete, you can contact us verbally or in writing to correct it for you; please see section 17 – How to contact us.

13.5.1  You have the right to receive your personal data from us in a structured and machine-readable format (Microsoft Excel or Word) and transmit that data to another controller in the following circumstances:

(i)   If you have already supplied this other controller with your personal data
(ii)  Where the processing is based on your consent or for the performance of a contract
(iii) When processing is carried out by automated means

Please note as per our Confidentiality statement in our company terms, conditions and credits we will only provide your personal data relating to you as an individual, we will not provide any data relating to our company including, and not limited to, product information and pricing. Our Company terms, conditions and credits can be found at https://www.dunmowgroup.com/about-us/documents/ or you may request a copy of this to be sent to you; please see section 17 – How to contact us.

13.6  Right to object

13.6.1  We will not carry out market research directly or indirectly with you unless consent is obtained in advance. In the event we do contact you for market research, you have the right to object and will be informed of your right to object at the first point of contact. If you make the decision to object this type of processing and do not consent, please be assured this will not have a negative affect and will not affect the lawfulness of any processing we undertake for other personal data we hold about you in order to provide our goods and services.

13.6.2  As soon as we receive objection from you, we will halt any potential plans of processing.

14.  UPDATING AND CORRECTING PERSONAL DATA

14.1  Due to the nature of our business, it is our goal to build and/or continue our relationship with you, as well as provide our products and services to you in a timely and efficient manner. It is important that we take all necessary steps with you to ensure that the information that we currently hold for you and your company is both up to date and correct.

14.2  You can update or correct your personal and company data by contacting and asking us to do this for you, please see Section 17 – How to contact us for how to do this. We ask that you include your name, address and/or email address in the request as this will help us to ensure that we only accept amendment requests from the correct individual/organisation.

15.  CHANGES TO OUR PRIVACY POLICY

15.3  You can also request an electronic or paper version of our latest Privacy Policy by contacting us using the methods listed in section 17 – How to contact us.

For all queries and requests relating to your personal data, please contact us by using any of the following methods:

Website: www.dunmowgroup.com/contact-us/

Email: sales@dunmowgroup.com

Mail: Customer Service, 7 Regiment Business Park, Eagle Way, Little Waltham, Chelmsford, Essex, CM3 3FY

Telephone: 01245 466646