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?
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 firstname.lastname@example.org 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.
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 email@example.com 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.
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Changes and Updates
If you should have any queries regarding any of the contents of this Policy please contact us at firstname.lastname@example.org
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