Effective from 25th May 2018
At Comax (UK) Ltd, we take our customer’s privacy very seriously. The following statement contains information about what types of data we collect, why we collect it, what we use it for, your rights and how to contact us if you wish to speak to our Data Protection Officer about your data.
From 25th May 2018, Comax (UK) Ltd will be compliant with the General Data Protection Regulation (GDPR), which applies across the European Union. As we are primarily involved in ‘business-to-business’ (B2B) activity, connected to the distribution of goods to companies (not individuals), the application of the GDPR to our day-to-day activities with our non-‘private-consumer’ customer base and supplier base is limited. However, we have taken steps to ensure that where we do handle the data of an individual (for example a sole trader), we do so in full compliance with the GDPR.
Comax (UK) Ltd controls and processes data under the legal basis of contract. This means that the data we collect is necessary in order for us to fulfil our contractual obligations to you, the customer. This will include activities such as providing you with a quote, processing an order, and delivering goods to your premises.
1) What data we collect:
- Business Name
- Business Address
- Business Telephone Number
- Business Email Address
- Business Fax Number
- Contact Names
- Job Titles
- Alternative Phone Numbers (e.g. mobile)
- Type of Business
- Credit Information (if a credit account is requested)
2) How we collect data:
Data may be collected in the following ways:
- Data provided to us by you in person, over the phone, by email, or by an online form on our website
- From publicly accessible sources; e.g. Companies House
- From a reputable data provider (we will only use data from fully EU GDPR compliant providers with their own privacy policies)
- When you have given other organisations permission to share it (e.g. delegate listings at exhibitions)
- Directly from our Account Managers
3) How we use your data:
Data collected by Comax (UK) Ltd is used to create a Customer Account on our CRM system. This will include the data listed above, and will enable us to fulfil our contractual obligations with you and your business. Where you have an email address and you have opted in to marketing communications from Comax, we will send you information from time to time that you might find useful, such as product news, events and promotions by email using the address you have provided. If you have not positively opted-in to these marketing communications you will not receive these offers, but you may still receive order acknowledgements, statements and invoices by email.
4) Who we share information with:
We may share information with the following processors:
- Suppliers (in the case of direct deliveries and warranties)
- Our Bank
- Our Insurers
- Credit Agencies
- External Auditors
5) Where your data is held:
The data we control is held at our offices in Ringwood. We do not share data with any third-parties outside of the UK.
6) How long data is held:
Your business data will be held on our systems for the period we are trading with you, and for 6 years following the date of the last transaction we have with you in accordance with HMRC and GDPR.
7) Your rights:
As an individual, you have various rights within the GDPR:
- The right to be informed – Individuals have the right to be informed about the collection and use of their personal data
- The right of access – Individuals have the right to request access to their personal information
- The right of rectification – Individuals have the right to have inaccurate information rectified
- The right of erasure – Individuals have the right to have their personal data erased (business data must remain for accounts purposes for a period of 6 years from the date trading is ceased)
- The right to restrict processing – Individuals have the right to request restriction or suspension of their personal data
- The right to data portability – Individuals have the right to obtain and move their data for their own purposes across different services
- The right to object – Individuals have the right to object to the processing of their personal data in certain circumstances
- Rights related to automated decision making and profiling – Individuals have the right not to be subject to a decision based solely on automated processing that has legal or similarly significant effects on them
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
9) In the event of a data breach:
In the unlikely event of a data breach, the Data Protection Officer and Senior Management of Comax (UK) Ltd will be notified as soon as the breach becomes apparent. Once the severity of the breach has been assessed, the relevant staff members and the customer will be notified and the cause of the breach will be addressed. If the breach is of a serious nature with the potential to adversely affect an individual’s rights and freedoms, we will also inform the ICO. However, regardless of severity, all data breaches will be recorded internally even if the ICO do not need to be informed.
10) Using our website:
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
List of cookies we collect:
The table below lists the cookies we collect and what information they store.
Session ID on the server.
An encrypted ID generated to validate users.
If you want to manage your cookies then you can do this via your browser or alternatively please visit www.aboutcookies.org for up to date information about cookie management. All modern browsers allow you to change your cookie settings. These settings will typically be found in the 'options' or 'preferences' menu of your browser. In order to understand these settings, see the 'Help' option in your browser for more details.
Links to other websites:
11) How to contact us:
If you have any concerns over the data we keep or how we manage it, please contact:
Data Protection Officer
2 Yeoman Road
Tel: 01202 684111