COLDNET REFRIGERATION UNDERSTANDS THAT THE INFORMATION YOU TRUST US WITH IS IMPORTANT TO YOU, AND WE ARE COMMITTED TO PROTECTING AND RESPECTING YOUR PRIVACY.

This policy explains how, when and why we collect your personal information during the course of providing our services to you, under what circumstances we may disclose your personal information within our group of companies and to others, and how we keep it secure.

Our Group of companies include: Castlekemp T/A Coldnet Refrigeration

• We only collect personal information about you where it is completely necessary or you have consented, and we ensure that we only collect information that we need.
• We will not send you marketing material unless you have given us permission to do so.
• We will not sell your personal information to third parties.
• We use third party suppliers to help us provide an excellent service to you. Where we share personal information with those suppliers, we have the appropriate contracts or controls in place, which will assess the security of their processing arrangements.
• We will protect your personal information with an appropriate combination of technical and organisational measures.
• We record and monitor our communications with you to protect you and us.
• You have rights to your information. These are detailed in Section 3 & 8
• We will endeavour to keep your personal information only for as long as we have to.
• If you have a complaint, please see how to contact us in Section 9
• If you have any questions about how we process your information, please see how to contact us in Section 11

1. WHAT INFORMATION DO WE COLLECT ABOUT YOU?

The information we collect will include:

• Name (s)
• Contact details: including postal address, email address, telephone numbers
• Company details: including company registration number, VAT number, website, email addresses and telephone number

The use of your information is necessary to perform the contract that you require for the services offered by us.

2. HOW WILL WE USE THE INFORMATION ABOUT YOU?

We use the personal information we collect for a number of reasons.

These include:

• To draw up a contract between yourself and us.
• To give you advice or guidance.
• Where necessary, we’ll use your information to verify your identity.
• For fraud and financial crime prevention and detection, and for legal purposes where we may need to use your information to investigate or respond to legal disputes.
• We may also use your personal information to ensure we comply with legal and regulatory requirements. This includes internal audits, monitoring and assurance activities to examine and evaluate the systems and controls
• We also use your information to help us improve our services, our prices and our customer experience through analytics, reporting and testing
• We may use your information to contact you, if we need to tell you there is an error or change in your contract
• For general communications such as our AGM or board meetings.
• We sometimes ask our customers to take part in market research or questionnaires

Legitimate interests: We may use your information for our legitimate interests, emails, newsletters, or to improve and promote our services, along with administrative, fraud prevention and detection and legal purposes.

Consent: We may rely on your consent to use your personal information for certain services and also for direct marketing purposes. You may withdraw your consent at any time, by contacting us at the address provided at the end of this Policy.

Risk Management Services - In addition to the above, we may also use your information to provide you with risk management advice and technical assistance.

3. INFORMATION THAT WE SHARE

We may share your information with other companies in our group, or to categories of third party service providers, including insurance brokers, banks, IT Support, security and the police

• Where required by law, we will share your information with third parties such as law enforcement agencies and regulatory or Government bodies. Failing to do so could result in fines or sanctions for us
• There are some instances where we need to share your information with third parties to help us detect and prevent criminal or fraudulent activities
• We may share your information with third parties where they provide parts of your service.
• We will share your information with third party IT providers who support us in hosting, transferring, processing, testing and problem resolving. This enables us to provide you the services you need.
• We may also share your information with third parties in relation to other activities, such as training that we carry out.
• In order to deliver and send your post, parcels and documentation we will share your information with distributers and courier services
• If you enter one of our social media competitions, or contact us through social media, your information will be shared with our social media management platform providers

4. MARKETING

We would like to send you information about our products and services and from other companies within our group which may be of interest to you. We will collect your information for marketing purposes.

We will ensure that we keep our marketing communications relevant and useful to you.

If you enter one of our competitions, we will collect your information in order to randomly select a winner and send out their prize.

To stop us contacting you for marketing write to Marketing Department - Coldnet, Turner House, 9-10 Mill Lane, Alton, Hampshire GU34 2QG

5. INFORMATION SECURITY

We work hard to keep your data safe.  We use an appropriate combination of technical and organisational measures to ensure, as far as reasonably possible, the confidentiality, integrity and availability of your information at all times. If you have a security-related concern, please contact us using the details provided at the end of this Policy.

6. INFORMATION WE COLLECT THROUGH YOUR USE OF OUR WEBSITES

We collect information through the use of cookies and similar technologies, to enable us to remember you when you visit our websites and to improve your online experience.

Cookies help us understand how you use our websites, view our services and respond to our advertising, so we can tailor direct marketing and enhance our overall service offering to you. When you visit one of our websites, we may record your device information including IP address, hardware and software used, general location, and when and how you interact with our websites.

This information is retained and used to note your interest in our products and to improve customer experience. When you receive direct marketing from us by email, we may use technology or links to determine how you use our direct marketing, and your interest in it.

7. YOUR INDIVIDUAL RIGHTS

You have a number of rights with regards to the personal information that we hold about you, which you will have provided as part of taking up a service with us

Right of Access - You have the right to request a copy of the information that we hold about you. We will provide you with this information within one month of receiving your request and verifying your identity. If the request is complex, we may extend the response time. We will inform you if this is the case and explain why.

Right to Rectification - We want to make sure that your personal information is accurate and up to date. You may ask us to correct, update or remove information you think is inaccurate or incomplete, and we ask that you inform us promptly of any changes to your circumstances.

Right to Erasure - You may also ask us to erase your personal information from our systems, in certain circumstances. There are some specific circumstances where the right to erasure does not apply and we are permitted to hold your data. We will explain the reason for this at the time, should this occur.

Right to Restricting processing – You have a right to request that we restrict the processing of your personal data in certain circumstances. We will inform our third parties to whom we have disclosed your personal data that they must also restrict processing. We will inform you when the restriction on processing your personal data ends.

If you would like to exercise these rights, please write to us, using the details provided at the end of this Policy, outlining your specific request

8. RETAINING YOUR DATA

The information we collect about you, are subject to various regulatory and legislative requirements. In addition, we will endeavour not to keep your personal information for longer than we have to for us to fulfil our obligations to you. Where it is not possible for us to delete your data, we will ensure the appropriate security and organisational measures are put in place to protect the use of your information

9. COMPLAINTS

We work hard to ensure that your personal information is treated safely and securely. However, if you have a complaint, write to us using the details provided at the end of this Policy.

10. CHANGES TO OUR PRIVACY POLICY

We review our privacy policy regularly and will place any updates on our website and in relevant policy communications.

11. WHO TO CONTACT IN RELATION TO PROCESSING OF PERSONAL INFORMATION

Coldnet Refrigeration controls the processing of personal data on its systems. If you would like to discuss anything in relation to this policy or how we handle your personal information, please contact Matt Kemp, Coldnet, Turner House, 9-10 Mill Lane, Alton Hampshire, GU34 2QG Email: info@coldnet.co.uk

Last updated 05.07.18