Privacy Policy

At Boiswood LTD, we understand that we have a responsibility to protect and respect your privacy by looking after your personal data. This Privacy Policy, inclusive of our Terms and Conditions, explains what personal data we collect from you, how we use it, reasons we may need to disclose your personal data and how we store this data securely in accordance with GDPR. Boiswood LTD does not disclose customer information to third parties other than when details are processed as part of the quotation process and/or order fulfilment. In this case, the third party will not disclose any of the details to any other third party. This Privacy Policy is also applicable to all employees, workers and contractors. Please be advised that this policy is subject to change, so please do check this page on a regular basis for any amendments.

HOW WE COLLECT YOUR DATA

We can receive information about you when you use our website, complete forms on our website, if you contact us via telephone, email, live-chat or if one of our supply partners refers your enquiry, technical or commercial query and/or purchase order to handle as part of our distribution agreements. If you provide us with personal data about a third party (for example disclosing an end user of our products), you warrant that you have obtained the express consent from the third party for the disclosure, use and recording of their personal data. Your personal data may automatically be collected when you use our website, including but not limited to, your IP address, device-specific information, geographical location and products or pages viewed. We will comply with data protection law. This says that the personal information we hold about you must be:

• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.

WHAT DATA WE COLLECT

The personal data, or personal information, that we may collect from you can include your:

• Full name
• Company name(s)
• Corporate, delivery and invoice address(es)
• Email address(es)
• Phone number(s)
• Job title(s)
• Company bank account details
• Credit/debit card details

We may also keep details of your visits to our website including, but not limited to, traffic data, geographical location, device-specific information, products or pages viewed and any communication made to us via the web forms or live-chat system. We may retain records of your enquiries, technical or commercial queries and correspondence in the event you contact us, including any conversations had whilst in meetings with any Boiswood LTD employee. In the event that you are placing a purchase order with us, we may collect from you any bank details or credit/debit card information that you provide to us for payment. We may retain records of these details, in addition to your sales orders, purchase orders and invoices. We also may collect additional personal information about employees, workers and contractors through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider. We also may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies e.g. CRB or during job-related activities throughout the period of you working for us. For additional details please contact Boiswood LTD.

WHERE DATA IS STORED

The personal data collected will be mostly stored between our CRM system and Financial Software. Personal data may also remain on our email system and website database, if you have made contact with us. Boiswood LTD takes every precaution to ensure that your personal data is secured on our servers. As the transmission of information via the internet is not completely secure, we cannot guarantee the security of your data and this will be done at your own risk. Once we have received your information we will use our procedures and security measures to try and prevent unauthorised access. Where we have given you an option to choose a password which enables you to access certain features on our website, you are responsible for keeping the password confidential. We offer a password reset feature and would ask that you not share your password with anyone.

WHO HAS ACCESS TO DATA

Boiswood LTD will use your personal data internally between any of its employees for any of the purposes outlined below. In addition to this, please see below our “Third Parties” statement.

THIRD PARTIES

Boiswood LTD works closely with several third parties (including supply partners and service providers) and we may receive information from them about you. We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so. For example, we may pass your personal data to third parties for the provision of services on our behalf (for example confirming the technical suitability of a product with the manufacturer). However, we will only ever share information about you that is necessary to provide our services. We require third parties to respect the security of your data and to treat it in accordance with the law. We may transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information. We may provide you with links to third party sites. Since Boiswood LTD does not control these websites, we encourage you to review their individual privacy policies. Any information that is supplied on these sites is not within our control and we are not responsible for the privacy policies or practices of these.

HOW WE USE YOUR DATA

Boiswood LTD may use your information in any of the following ways:

• To provide you with our products and services
• To process purchase orders that you have submitted to us and/or perform the contract we have entered into with you
• To provide you with any quotations you have requested from us
• To provide you with responses to any requests or queries you have submitted to us
• To administer accounts, process payments and keep track of billing and payments
• To carry out marketing and statistical analysis and activities in line with “legitimate interest”
• To inform you about any products or services that we feel are of legitimate interest and would be beneficial to you
• To inform you of any price or service changes
• To notify you about any changes to our products or services
• To fulfil any legal obligations

CHANGE OF PURPOSE

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

DATA SECURITY

We have put in place measures to protect the security of your information. Details of these measures are available upon request. Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure. We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained upon request. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

RETENTION PERIODS

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. We may not be able to delete your data before certain time periods have elapsed if this conflicts with our legal or accountancy obligations, however in some circumstances we may anonymise your personal information so that it can no longer be associated with you. We may also keep certain data for analysis purposes. We assure you that your personal data shall only be used for these purposes stated herein.

RIGHT TO BE FORGOTTEN

You have the right to object to our use of your personal data by asking us to delete or stop using it. This is your “right to be forgotten”. There are legal and accountancy reasons why we may need to keep your data, but please do inform us if you think we are retaining or using your personal data incorrectly. Preventing the use or processing of your personal data may delay or prevent us from fulfilling our obligations to you. It may also mean that we shall be unable to provide you with our products or services. You have the right to ask us not to process or use your personal data for marketing purposes. Please contact us at any time if you do not wish to receive any marketing information from us about our products and services.

SUBJECT ACCESS REQUESTS

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us. You have the right to access the information we hold about you at any time. Please submit any information requests to [email protected] and a member of our team will get in touch. If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us in writing.

COOKIES

Our website does use cookies, and as a user you are given notice when you first come onto our domain. We use cookies to improve your experience on our website and for functionality purposes (for example, if you request a quote through our product pages you must consent to use placing a cookie on your computer). Other reasons including but not limited to:

• Understanding your usage of our website
• Tracking referred sales between our supply partners
• Marketing purposes

Please see our Cookie Policy for further information including setting your preferences.

INTEREST BASED MARKETING

Boiswood LTD uses the collection of data from multiple different sources and across different platforms in order to predict an individual’s preferences or interests. We would then look to deliver to that individual advertising based on their assumed preferences or interests. We work with a variety of third parties to attempt to understand the profiles of the individuals who are most likely to be interested in Boiswood LTD’s products and services so that we can send them marketing materials including, but not limited to, promotional emails and hardcopy literature. Our interest-based marketing may be served to you in a variety of formats via Boiswood LTD or third-party services. Individuals may “opt-out” of receiving interest based advertising at any time.

CONCLUSION

We agree to take reasonable measures to protect your data in accordance with applicable laws and in addition to our Terms & Conditions. In the unlikely event of a data breach, we shall ensure that our obligations under applicable data protection laws are complied with where necessary. You have the right to make a complaint about how we process your personal data.

This updated Privacy Policy shall become effective as of 12^th July 2023.