Privacy Notice
Contents
1. Who we are
2. When we collect information about you
3. What information do we collect
4. How and why we use your personal data
5. Security and access to your data
6. Your Rights
7. Lawful Processing
8. Data Retention
9. Policy Amendments
10. Third-Party Websites
11. Updating Information
12. Contact
This Privacy Policy explains what personal information we may collect when you contact us or visit our website, www.crtsltd.co.uk and how we use your data.
1. Who we are
At Cornwall Refrigerated Transport Services Limited “CRTS Ltd”, we are committed to maintaining the trust and confidence of our customers, suppliers and employees. In particular, we want you to know that we do not sell, rent or trade personal data with other companies and businesses for marketing or any other purposes. In this Privacy Policy, we will provide detailed information on when and why we would collect your personal data, how we use it and the limited conditions under which we may disclose it to others and how we keep it secure.
2. When we collect information about you:
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When you give it to us DIRECTLY
You may give us your personal data when arranging us to attend a service or repair as a customer, when setting up a customer credit account with us, when making email contact with us either directly or via the ‘contact’ page on our website, when you contact us as a supplier of parts or other services, when you apply for or take up employment with us or for any other reason when contacting us by phone, email or post.
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When you give it to us INDIRECTLY
Your information may be shared with us by others, including users of our services, suppliers, customers or employees. For example, for the purposes of contacting you regarding a service requirement you have.
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When you give permission to OTHER ORGANISATIONS to share it or it is AVAILABLE PUBLICLY.
Where necessary we may combine information you provide to us with information available from external publicly available sources. For example, contact details held on a business website or mapping service, for the purposes of making contact or directing an engineer to your premises following a request for attendance. We never purchase or sell any information from/ to third parties.
Cookies
Our website, www.crtsltd.co.uk, is hosted via 1&1 IONOS. This includes site analytics so we can learn more about our website visitors and how we can optimise our website to meet their needs. To protect your personal data, 1&1 SiteAnalytics and IONOS do not use cookies to collect this data. This information is only processed in a way that does not identify anyone. We do not make, and do not allow 1&1 IONOS to make, any attempt to find out the identities of those visiting our website.
Google Analytics
When someone visits www.crtsltd.co.uk via Google Business we use a third-party service, Google Analytics, to collect standard information on how many people called us, asked for directions or visited our website. This information is only processed in a way that does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website or contacting us via Google.
3. What information do we collect?
We may collect, store and use the following kinds of personal data:
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As a customer or supplier, we will typically hold your business name, relevant contact names, address, telephone number, fax number, email address and, where relevant, vehicle details including, registration number(s), refrigeration unit make, model and serial number, as well as, information about the services and products that we have provided to you previously.
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As an employee, we will typically hold your name, address, telephone number, email address, date of birth, national insurance number, bank details and driving licence information.
4. How and why we will use your personal data?
Personal data, however provided to us, will be used for the purposes specified in this Policy. This includes:
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To enable you to use the services that we offer;
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To communicate relevant information regarding work we have carried out for you, products or other services that we provide, including sending paperwork for jobs completed;
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To provide you with the services, products or information you have requested;
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To collect payments from you and send statements, receipts or invoices to you;
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To enable us to handle the administration of any payment made via account, credit or debit card, cheque or BACS payment;
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To handle the administration of your employment;
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To make payment to you for goods or services provided to us;
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To enable us to contact you regarding goods or services that you have supplied to us;
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To communicate business updates to you.
Mailing Lists
From time to time we may send you relevant updates and information regarding our products and services.
Where you hold a credit account with us or we have provided services to you recently, we may send you relevant business updates, for example, rate increase information or relevant industry information e.g relating to F-Gas. You will be given the opportunity to ‘opt out’ in any email communication sent.
Occasionally we will use a third-party provider, MailChimp, to deliver newsletters or other business updates to our customers. Through this we gather statistics around email opening and clicks using industry standard technologies to help us to monitor and improve our communications. For more information, please see MailChimp’s privacy policy at www.mailchimp.co.uk/legal/privacy. You are provided with the ability to ‘unsubscribe’ at any time and via a link in each MailChimp communication sent.
Should you wish to opt out of any other email or communication please send a request to Charlotte Powell at charlotte@crtsltd.co.uk
Surveys
From time to time, following products or services being provided to you, we will give you the opportunity to rate our services via an online survey. This is provided by third-party provider Survey Anyplace. We gather statistics relating to customer satisfaction to help us to monitor our performance and improve the services that we provide. For more information, please see Survey Anyplace’s privacy policy at https://surveyanyplace.com/privacy We do not share any of your personal information with Survey Anyplace without your consent and any request for completion of our survey is made direct by CRTS Ltd.
5. Security and access to your personal data
We endeavour to ensure that there are appropriate and proportionate technical and organisational measures to prevent the loss, destruction, misuse, alteration, unauthorised disclosure or access to your personal information. Any personal data is only accessible by authorised members of staff within our company and/or accessible via secure password protected log-in.
We will only ever share your data with your informed consent.
6. Your rights
Where we rely on your consent to use your personal information, you have the right to withdraw that consent at any time. This includes:
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Right to be informed – you have the right to be told how your personal information will be used. This Policy is intended to provide you with a clear and transparent description of how your personal information may be used.
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Right of Access – You can request from us confirmation of what information we hold on you and to request a copy of that information. Provided we are satisfied that you are entitled to see the information requested and we have successfully confirmed your identity, we have 30 days to comply.
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Right of erasure – you can ask us for your personal information to be deleted from our records. We would suggest that if you are a current customer, records are updated or retained to enable us to continue to provide you with products and/or services as required. Should you become a lapsed customer, your personal details will be deleted from our accounts systems automatically after 2 years of inactivity.
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Right of rectification – if you believe our records of your personal information are inaccurate, you have the right to ask for those records to be updated.
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Right to restrict processing – you have the right to ask for processing of your personal data to be restricted if there is disagreement about its accuracy or legitimate usage.
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Right to data portability – to the extent required by the General Data Protection Regulations (GDPR) where we are processing your personal information (i) under your consent, (ii) because such processing is necessary for the performance of a contract to which you are party or to take steps at your request prior to entering into a contract or (iii) by automated means, you may ask us to provide it to you, or another service provider, in a machine readable format.
7. Lawful Processing
We are required to have one or more lawful grounds to process your personal information. We have identified the following legal grounds for processing data;
- Processing is necessary for the purposes of legitimate interest
- Processing is necessary on the basis of a contractual relationship.
Legitimate Interests
It is necessary for us to process data in order to provide a service to our customers or suppliers. We will collect relevant data given to us when you contact us by telephone, email or by any other communication. This allows us to provide the requested service or information and communicate throughout the work process and provide you with relevant information, documentation and updates as necessary.
Contractual Relationships
It is necessary for us to process data in order to maintain Contracts of Employment with our staff, a contract for products or services with our customers, to open and manage customer credit accounts and to provide an estimate or quote for a contract for services. Data obtained is provided during initial communications when you make contact with us or through documents completed by you, for example, application for employment or application for a credit account. This data allows us to comply with our obligations under the Contracts.
8. Data Retention
In general, unless your data is still required in connection with the purpose(s) for which it was collected and/ or is processed, we remove your personal information from our records after 2 years of inactivity. However, if before that date your personal information is no longer required for such purposes, we are no longer entitled to lawfully process it or you validly exercise your right of erasure, we will remove it from our records at the relevant time.
9. Policy Amendments
We keep this Privacy Policy under regular review and reserve the right to update from time-to-time by posting an updated version on our website. We recommend that you check this Privacy Policy occasionally to ensure that you remain happy with it.
10.Third-Party Websites
We link our website directly to other sites. This Privacy Policy does not cover external websites and we are not responsible for the privacy practices or content of those sites. We encourage you to read the privacy policies of any external websites you visit via links on our website.
11. Updating Information
You can check the personal data that we hold about you and ask us to update it where necessary by emailing us at charlotte@crtsltd.co.uk
12. Contact – Complaints or Queries
We are not required by law to have a Data Protection Officer. Please let us know if you have any queries or concerns whatsoever about the way in which your data is being processed by either emailing charlotte@crtsltd.co.uk, calling 01208 269145 or writing to us at;
Charlotte Powell
CRTS Ltd
Unit 10
Callywith Gate Industrial Estate
Bodmin
Cornwall
PL31 2RQ
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