What is the purpose of this document?
B1 Systems (hereinafter “B1 Systems” or “us” or “we”) are committed to respecting your privacy. This privacy notice describes how we will collect, use and protect your information when you engage in a contract of sale with us, when you visit our website and when you generally request information on our products and services – whether in person, by post, telephone or fax.
B1 systems are a data controller which means that we are responsible for deciding how we hold and use personal information about you, the data subject. We are required under the GDPR to notify you of the information contained in this notice.
This notice applies to current and prospective customers as well as people who visit our website. We reserve the right to amend or update this notice at any given time. Should this occur, you will be notified of any changes made.
It is paramount that you read this notice so that you are aware of what information we hold about you, as well as how and why we use your information.
It is also important, under GDPR, that you are aware of your rights.
Data protection principles
We comply with data protection law, which says that the personal information which we hold must:
1.Be collected for valid purposes, and be specifically relevant to these purposes
2.Be explained clearly to you
3.Be used in a lawful and transparent way
4.Be kept securely until it is no longer necessary for the purpose
5.Be destroyed once it is no longer relevant
6.Be accurate and up-to-date
Do we need your consent?
Because we are functioning B2B, we do not need your consent to store or use your personal information if we are using it in accordance with our written policy, to carry out our legal obligations or to exercise specific rights in the field of consumer law.
The kind of information which we hold about you?
Personal data is any information about the data subject which identities them.
We will collect, store and use the following data about you:
- Personal contact details: name, title, address, telephone number, personal email addresses.
- Purchase history and information
How is your personal information collected?
- order and subsequently use products and services from B1 Systems
- make customer enquiries
- register for information or other services
- request product information
- respond to communications from us (such as questionnaires or surveys).
How and when will B1 Systems use your information?
We will only use your personal information when the law allows us to.
- Where we need the information in order to perform the contract which we have entered in to with you
- Processing your orders
- Delivering services, products or information
- Responding to complaints or account enquiries.
- Undertaking analysis based on past requests or your use of our services and products to contact you with information about new developments, products, services and special offers by post, telephone and other electronic means such as email and the B1 Systems website.
- Where we need to comply with a legal obligation
- Responding to your support calls
Change of purpose:
We will only use personal information for the purposes for which we collected it. If we need to us your information for a different purpose, you will be contacted and notified of the legal basis allowing us to do this.
B1 Systems does not rent, sell, trade or otherwise share your information with any third-party organisations.
We may in future decide to tell you about the products and services of carefully selected third parties and allow you to receive advertising and marketing information from those selected third parties but we will not pass control of your personal information to the third party.
This helps us to make you aware of products and services that we may have specially negotiated for our own customers and which may be of individual interest to you.
We may disclose information about you:
We may release information when B1 Systems has a justified ground such as:
- To comply with the law
- To enforce or apply the terms of any of our user agreements or
- To protect the rights, property or safety of B1 Systems, our visitors, or others.
B1 Systems may also be obliged to disclose your personal information to meet any legal or regulatory requirements or obligations in accordance with applicable law.
We have put measures in place to protect the security of your information. These measures prevent your personal information from being accidentally lost, used or accessed in an unauthorised way. Details of these measures are available upon request. We have also put in place a procedures to deal with any suspected data security breaches and we will notify you and the ICO of a suspected breach where we are legally required to do so.
How long will we hold and use your information?
We will only retain your personal information for as long as necessary in order to fulfil its purpose. To determine the necessary retention period for your data we will consider the amount, nature and sensitivity of your personal data as well as the potential risk or harm of unauthorised use or disclosure of your personal data and the applicable legal requirements.
Under the GDPR you retain the rights to the following:
1.Request access to your personal information. This is done via a ‘subject access request.’ This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it
2.Request a correction of any incorrect or incomplete data held about you
3.Request erasure of your personal information where there is no justification for us to be holding it. You can also utilise this right to delete personal information when you have objected to the processing.
4.Object to processing of information where you disagree with our legitimate purpose and where we are processing your personal information for direct marketing purposes.
5.Request the restriction of processing of your personal information or a suspension of the processing while we establish its accuracy or the purpose of its retention.
6.Request a transfer of your personal information to another party.
In line with GDPR, you will not have to pay a fee to access your personal information unless your request is unfounded or excessive. We also withhold the right to refuse to comply with your requests in these circumstances.
To fulfil your request we may require further information from you which will allow us to confirm your identity and right to access the information. The benefit of this is that it prevents unauthorised parties from accessing your information.
Right to withdraw consent:
You have the right to withdraw your consent at any time. To do so, please contact Matthew Brown, Director who is responsible for data protection and provided that we don’t have a legitimate legal basis for retaining your information, we will cease to process it.
Within B1 systems we have a designated data manager who oversees our compliance with the GDPR and this privacy notice. If you have any questions, please contact Matthew Brown, Director at Matthew@b1systems.co.uk
You may also file a complaint with the UK’s supervisory authority for data protection issues, the ‘information commissioner’s office’ (ICO) at any time.