Irongate Group Ltd Privacy Policy

General Data Protection Regulations (2018)

We understand that the privacy and the security of your personal information is extremely important. This document explains our data processing practices and policies, the ways in which your personal data is used and what we do to keep it secure. It also explains where and how we collect your personal information, and your rights as an individual regarding your personal data.
The General Data Protection Regulations (GDPR) came into force on 25 May 2018, and affects every business in Europe which stores, uses, processes and controls personal data. This policy applies to you if you use any of our services or products, whether over the phone, hard copy text, online, by using any of our websites or by interacting with us on social media. Your personal information is important to us and we are committed to safeguarding and protecting your personal data privacy. This policy gives effect to our commitment to protect your personal information. The GDPR defines both Data Controllers and Data Processors, and the Irongate Group Ltd is both a Controller and Processor. The personal information which you share with us will be used to keep you updated with information on products and services which we may believe will be of interest to you, innovative new products which we are promoting, and special offers which we believe you may be able to benefit from. We will also use your data in the operation of your account and in our day to day trading with you, in order to meet our obligations to you as our customer and ensure that we service your account appropriately and accordingly, to the best possible levels.

Who Are We?

When we say ‘we’, ‘us’ or ‘Irongate’ within this policy, we are referring to both the Irongate Group Ltd and Ram Print Ltd trading as Irongate Communications. It also includes any business which we may add to our business in the future.

 

What Personal Data Do We Hold?

We hold details provided by you on opening an account, when your register with us, or place an order for products or services. The data will typically include your title, name, job title, business address(es), email address(es) and contact telephone numbers, and bank/payment card details. This data may be added to throughout our relationship with you. We also collect information and keep records about the transactions you undertake with us, which will typically include order placing, requests for quotations, requests for information, payment records and delivery records. In the case of sole traders and partnerships we will also hold home addresses, dates of birth and credit reference checks from agencies or from your referees that allow us to extend credit facilities to your business. In the case of organisations which have multiple franchises, consultants and home-based employees, we may again old home addresses for things such as deliveries. It is the responsibility of the customers Head Office to ensure that all of those users within their business (franchise network) are aware of this Privacy Policy and the personal data which we hold and process on them in order to fulfil our service provision. We also collect information when you voluntarily complete customer surveys, provide feedback and participate in competitions. We collect information about the services which we provide to you (including for example the things which we have supplied to you, when and how much, what you paid, the way you use our products and services, and so on). We have your account log in details, including your user name and log in records, information about any device you have used to access our services (such as device make and model, browser or IP address) and how you use those services. Website usage information is collected using cookies, and we have data regarding whether communication via email have been opened and if you have clicked on any links within that communication. We will never collect sensitive personal data about you without your explicit permission and clear explanation as to why it is required.

What Do We Use Your Personal Data For?

We use information held about you to set up, administer and operate your account and our customer supplier relationship with you. To make available to you our services and products, deal with your enquiries accurately and efficiently, resolve any queries or issues you may have, process your orders for our products and services, and ensure goods and services are delivered or collected at the specified date and address. To process payments and or credits/refunds, to carry out our obligations arising from any contracts entered into between you and us, and to ensure that our customers are genuine and to prevent fraud. We will use your information to provide you with information about our products and services that you request from us, or which we believe may be of interest to you. We will contact you to advise of any changes to our services or products such as price increases, changes to terms etc., and we will use your data to better understand you as a customer or prospective customer, the products and services which you use and the way you purchase them in order to enable us to better serve you. The majority of our communications are via email, and you will always be given the option to opt out of receiving such emails and be removed from our mailing lists. You can withdraw your consent to receive marketing emails at any time by emailing ask@irongategroup.co.uk Please note that we will stop sending you marketing emails if you wish us to do so, but there may be instances where it may be necessary for us to communicate with you for administrative or operational reasons relating to your account or our service.

Who Might We Share Your Information With?

We may pass your information to carefully selected third party providers for the purposes of processing and fulfilling your enquiry, request or order. This will typically be our bankers, credit reference agencies, solicitors, credit insurers, distribution providers, suppliers, manufacturers, IT Systems and communications providers and other relevant and required providers in order to fulfil our obligations to you. We may have to share information with organisations to comply with legal or regulatory requirements and for the management or audit of our business operations and accounting. We will never pass on any personal information to any third parties for commercial or sales and marketing purposes.

How Do We Protect The Data We Hold?

All of the data which we process and store is held in a secure and appropriate manner. Hard copy documentation is filed appropriately and accordingly, only being accessed by authorised personnel. Anything stored electronically can only be accessed by authorised personnel. We have sophisticated and up to date anti-virus and anti-malware software in place. All of our software is kept up to date and continuously monitored and reviewed to ensure appropriateness and effectiveness across the organisation. We have a number of strong physical security measures in place, limiting access to our sites and functions, and Security Policies and Procedures in place. We have ISO9001:2015, ensuring the monitoring and implementation of best practices relating to internal processes at every opportunity. All of our staff have undertaken full training on the GDPR (mandatory for new starters), and this is refreshed / repeated every 3-years. Our staff are trained and fully aware of the need to always act professionally, respectfully and carefully when handling any personal data. We constantly strive to ensure that your data is relevant, required and protected. All reasonable precautions are taken to prevent unauthorised access to this information. This safeguard may require you to provide additional forms of identity should you wish to obtain information about your account details.

Your Rights

You have the right to access the personal data which is held about you. To obtain a copy of the personal data which the Irongate Group Ltd holds about you please email ask@irongategroup.co.uk Before providing personal information to you, we may ask you for proof of identity and sufficient information about your interactions with us in order to locate your personal information.
You have the right to move, transfer or copy your personal information. If any of the information which we hold about you is inaccurate, you have the right to ask us to correct it. You have the right to ask us to delete personal data that is used for certain purposes, such as direct marketing and where there is no compelling, legal or regulatory reason for the data to be processes.

Data Retention And Destruction

We only hold data for as long as is necessary and in accordance with our IT systems and organisational operating processes. We endeavor to ensure that the data we process is accurate and up to date, and we may contact you to clarify or provide further information where necessary. All of our data is processed and stored within the UK and Europe. The destruction of any electronic personal data is carried out according to our Company processes, in a secure and confidential manner. The destruction of any hard copies or physical records of personal data is undertaken in a confidential and secure manner – either through on-site shredders or securely bagged confidential waste collection, with an approved and contracted provider.

 

Our Customers Customer Data

We act as a Processor on behalf of a number of our customers. We only process data in accordance with the instructions of the Data Controller (our Customer) and all data is treated securely and appropriately. Irongate, as the Data Processor, is not responsible for the content of the data which we are instructed to process, or the accuracy of the data. As processors we only act on the instructions of the Data Controller and as such, it is the responsibility of the Data Controller to ensure this is correct, legitimate and authorised. In order to provide the best possible service to our customers, work will, if appropriate, be passed to a third-party Data Processor (a Sub-Processor). Irongate ensures that any Data Processor which we use to process our data, our customers data and our customers customer data is fully GDPR compliant and with appropriate documentation in place, which the third-party provider/sub processor must adhere to at all times and uphold.

Links to Other Websites

We sometimes provide you with links to other websites to provide further details and information. Please be advised that these websites are not under our control and therefore, we are not liable for any issues which may arise in connection with their use of your personal information, the website content or the services offered to you by these websites.
We recommend that you review the Privacy Policy and Terms and Conditions on each website to see how each organisation may process your information.

Cookies

The Use Of Cookies

Cookies are text files which contain small amounts of information which are downloaded to your device when you visit a website. The cookies are then sent back to the website on each visit to the originating website or to another website that recognises that cookie. Cookies are widely used because they allow a website to recognise a user’s device.

To Change Your Cookie Settings

Most web browsers allow some control of most cookies through browser settings. You may be able to block cookies by activating the setting on your browser that allows you to refuse the setting of some or all cookies. Please note that if you use your browser to block cookies, you may not be able to access all or parts of our website. Unless you have adjusted your browser setting to refuse cookies, our system will issue cookies as soon as you visit our site.

Find Out More About Cookies

To find out more about cookies, what they do, how they work and how to manage and/or delete them, visit www.allaboutcookies.org or www.aboutcookies.org.uk

Changes and Updates
This Privacy Policy may be updated from time to time to ensure that it reflects any changes to legislation or our procedures. The up to date Policy will be issued on our website.

Contact Us
If you should have any queries regarding any of the contents of this Policy please contact us at ask@irongategroup.co.uk

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