Privacy Policy & GDPR

About this Privacy Policy 

We know how important it is for you to understand how we use your data. This Privacy Policy explains how we use any personal data you provide us with when you use our services Online via our Website and through the contact you have with our Customer Support Centre.  

This Privacy Policy covers both private customers and business customers. We will always be transparent with you about what we do with your personal data. We only collect, store and process your personal data in accordance with the relevant laws and regulations. 

This Privacy Policy also explains your rights in relation to the personal data that we collect about you. We respect your right to privacy and are committed to maintaining it. By accessing and browsing our website you are confirming that you have read and understood this Privacy Policy, so please make sure you have read it carefully. 

We are Equip4work Ltd, Solway House, Dumfries Enterprise Park, Tinwald Downs Road, Heathhall, Dumfries, DG1 3SJ (“EQUIP4WORK”).  EQUIP4WORK is the “data controller” of any personal data it may collect, process, and hold about you, unless we inform you otherwise. 

1. What personal data do we collect? 

The personal data we collect from you may include: 

Your name and title 

Your email address 

Your telephone number 

Your mobile telephone number 

Your invoicing & delivery address  

Your purchasing activity 

Your credit or debit card, or other payment information 

Your account password and login details 

Your comments, product reviews and responses on surveys you complete 

Any shopping preferences or details to help us suggest items for you 

Website / browsing history, including location data Cookie information (please see our Cookie Policy  for details)

 

It may also include any information you give us:  

When you contact our customer services team or planning team 

When you engage with our social media platform (for example by tagging us in a post on Instagram) 

When you make an appointment with us (for example, appointment booking information and any information given during the appointment) 

If you are using a mobile device and shopping with us online or browsing our website, and logging onto WIFI in store using your laptop or mobile we may collect: 

your IP address or other device identifier, 

your browser type and version, 

your time zone setting, 

operating system and platform 

Personal Finance products 

We may also receive the following in connection with any purchase from our Personal Finance products range, depending on the type of product you purchase:  

We work with a number  of third parties to provide goods and services, such as our drop shipment delivery providers. These providers may collect personal data directly from you to organise and book their services and for tracking purposes . If they do collect your personal data, they will be acting as Data Controllers in their own right, separately from EQUIP4WORK. If they use your personal data, their own privacy policies will apply and they should provide you with access to their privacy policy at the time that they collect your personal data. 

We may, where we have a lawful basis for doing so, also collect personal data about you from third parties, or companies who have obtained your permission to share this information with us, or who need to share information with us in relation to goods or services you have purchased.  

When? 

2. When do we collect your personal data? 

When you purchase products and services from us online  or over the phone. 

When you access our website it  uses cookies; to find out more about the use of cookies and how you can manage them, please read our Cookie Policy

When you contact us or we contact you to take part in surveys, competitions or promotions. 

When you contact our Customer Services team online or over the phone or via web chat. 

When you engage with us on social media (by mentioning/tagging us or by contacting us directly). 

How? 

3. How do we use your personal data and what are our legal justifications for doing so? 

There are a number of different reasons why we might use your personal data, depending on what type of data you have provided. You do not have to provide any of this personal data to us but if you don’t, we might not be able to make our products and services available to you, your overall shopping experience may be less personalised and it is less likely that you will receive our best overall customer experience. 

Personal data: Your name and contact details 

How we use this personal data: 

To fulfil your order, take payment from you i.e. taking payment, update you regarding the status of your order and shipping the order to you (including the printing of labels). 

Why we do it 

We rely on our contractual arrangements with you as the lawful basis on which we collect and process your personal data when you make an order for products and services. 

To manage any issues during order fulfilment.  

Why we do it 

We've got to do this to perform our contract with you. We may also keep a record of this to comply with our legal obligations. 

To register you as an EQUIP4WORK registered customer for an EQUIP4WORK profile with us. 

Why we do it 

We've got to do this to perform our contract with you. If you have not yet purchased anything from us, we will ask you if you want to consent to email, SMS and direct mail marketing through this registration. 

To sign you up to receive our email Newsletters by submitting your details via our online form . 

Why we do it 

You consent to receive our email Newsletters if you chose to sign up by completing and submitting our online form. You can opt out of these at any time through your account settings, by pressing unsubscribe link contained within each Newsletter communication we send you or by sending a request to gdpr@equip4work.co.uk.   

Why we do it 

We've got to do this to perform our contract with you. 

Why we do it 

EQUIP4WORK has legitimate interest in ensuring that you are who you say you are to ensure goods and services are provided to the correct person. 

In the detection and prevention of fraud or other crimes. 

Why we do it 

EQUIP4WORK has legitimate interest in protecting itself from Fraud. 

To monitor and improve the services and the website , including monitoring browsing activity and session replays. 

Why we do it 

EQUIP4WORK has legitimate interest in monitoring the websites to improve customer experience. 

To be able to return any lost items to you or record any incidents or accidents in store 

Why we do it 

You have legitimate interest in providing this information to EQUIP4WORK to ensure we can manage any of the occurrences that may occur in store. 

To send you an email that you have abandoned your basket or, for existing customers (subject to your preferences), where we send you updates on items you have been browsing. 

Why we do it 

EQUIP4WORK has legitimate interest to sell its products, including checking to see if customers want to continue processing their order. 

To invite you to take part in surveys on the website NPS – rate and reviews industry benchmark, search survey – how happy were you with search result. 

Why we do it 

EQUIP4WORK has a legitimate interest in selling its products and improving our customer experience. We don't need your consent to send you these communications,  but they will not include any promotional content unless you have opted-in to receive marketing from us. We use responses from surveys to monitor and improve the quality of our products and services and your overall customer experience. 

To send you marketing promotions, offers, competitions and events by email, post, phone and SMS for EQUIP4WORK goods and services, (subject to your preferences). Please see the section below on Marketing for more information. 

Why we do it 

We will do this based on the consent you give us when you enter. If a third party will use these details to contact you directly as part of the prize draw or competition, we will ask for your consent to that third party contacting you. 

To send you communications via selected channels push notifications that you sign up to via your personal device to keep you up to date with our latest offers, products and promotions. 

Why we do it 

We will do this based on the consent you give us when you sign up to receive these notifications. You can stop receiving these at any time. Please see our Marketing section for more details. 

To process and manage your booking/appointment. 

Why we do it 

We've got to do this to perform our contract with you and to enable us to set up the appointment and arrange this with you. 

To combine aggregated information about our customers (that doesn't identify those customers) to help us track performance and improve the services we offer. Some of this data will be shared with selected third parties such as Google Analytics etc. 

Why we do it 

EQUIP4WORK has legitimate interest in analysing this information to improve customer experience. 

To send you service emails or communications required by law to update you about any changes to our goods and services, any information required by law relating to your order or product recalls. 

Why we do it 

We need to do this to comply with our legal obligations. We don't need your consent to send you these communications but they will not include any promotional content. 

To develop and test any changes or improvements to our websites , goods or services. 

Why we do it 

EQUIP4WORK has legitimate interest in developing and testing our goods and services to improve customer experience.  

Personal data: Your payment details 

How we use this personal data: 

To fulfil your order, i.e. taking payment, updating you regarding the status of your order and shipping the order to you. As well as managing any issues during order fulfilment. 

Why we do it 

We've got to do this to perform our contract with you and our contracts with partners and suppliers who work with us to provide a service to you. 

To analyse customer spend within our stores and online. 

Why we do it 

EQUIP4WORK has legitimate interest in analysing this information to improve customer experience. 

Personal data: Your login and Password 

How we use this personal data: 

To verify your identity when you access your account. 

Why we do it 

EQUIP4WORK has legitimate interest in ensuring that you are who you say you are to ensure goods and services are provided to the correct person. 

Personal data: Your device information, preferences and cookies provided when you browse our website 

How we use this personal data: 

To tailor your experience online and send you personalised emails (in combination with other information you have provided us or our third parties) so that we can offer you goods and services and promotions, offers and events we think you will be interested in. 

Why we do it 

We will do this where you have consented to the use of cookies on our database. Please see our section on Cookies and our Cookie Policy for more details. You can manage your cookie settings at any time. 

To show you advertising on such Social Media platforms as Facebook and Twitter or third party advertising that may appear on other websites you use. 

Why we do it 

We will do this where you have consented to the use of cookies on our database. Please see our section on Cookies and our Cookie Policy for more details.  You can manage your cookie settings at any time. 

To combine the information that we collect directly from you with any information that we obtain from third parties to whom you have given your consent to pass that data onto us, such as the Social Media platforms and publicly available information we describe above. 

Why we do it 

EQUIP4WORK has legitimate interest in understanding our customers and what will interest them for the best customer experience. This also helps us identify trends in different countries which helps us to better understand our customers in those countries. 

To combine with personal data that we collect directly from you (including survey responses) with any information that we obtain from third parties in order to classify our customers into segments, using shopping habits information regarding your personal or professional interests, demographics, experiences with our products and contact preferences. 

Why we do it 

EQUIP4WORK has legitimate interest in understanding our customers and what will interest them for the best customer experience. These segments help us to understand our customers better. To the extent we receive data from third parties, this will be based on the permission you have given that third party to share your data with us.  

Personal data: Financial information, social media information 

How we use this personal data: 

When combined with personal identification and contact details to investigate cases of fraud. 

Why we do it 

EQUIP4WORK has legitimate interest in protecting ourselves from various types of fraud.  

For administrative and internal business purposes 

We may use your personal data for our internal business purposes, such as enhancing our site, improving our services and products and identifying usage trends. We may also use your data to monitor the use of our website and ensure that our website is presented in the most effective and relevant manner for you and your device and setting default options for you (such as language and store location); 

It is in our legitimate interests as a business to use your personal data in this way. For example, we want to ensure our website is customer friendly and works properly and that our products and services are efficient and of high quality. We also want to make it easy for you to interact with us. Where we rely on our legitimate interests, we will always make sure that we balance these interests against your rights. 

For security and legal reasons 

We use your personal data to: 

Ensure  the personal and financial information you provide us is accurate; conduct fraud checks or prevent other illegal activity; protect our rights or property (or those of others); and fulfil our legal and compliance-related obligations. In some cases, we will use your personal data because it's necessary for us to comply with a legal obligation (such as if we receive a legitimate request from a law enforcement agency). In other cases (such as the detection of fraud) we will rely on our legitimate interests as a business to use your personal data in this way. Where we rely on our legitimate interests, we will always make sure that we balance these interests against your rights. 

For the purposes of safety, detection and prevention of crime, EQUIP4WORK will use its legitimate interests to share certain information with third parties with which it has data processing agreements. This may identifiable information collected during EQUIP4WORK's monitoring, detection, crime and safety activities. 

To personalise your shopping experience and improve our operations 

We use your personal data to:  

Allow  you to create a profile on our website which enables you to purchase EQUIP4WORK products and services online without having to fill in your personal data every time you shop online with us; 

provide you with marketing material via SMS and email; 

analyse how you shop and what you shop for. This may include information on products you have viewed, historical transactions and products you have added to your online basket. This allows us to provide a browsing experience which is relevant to you. 

It is in our legitimate interests as a business to use your data in this way and we do this in order to enhance your shopping experience with us. This allows us to help you find the products and services which you may be looking for and avoids you having to browse through products or services which are not relevant to you. When we send you marketing material via SMS, and email, we will rely on our legitimate interests as a business, always ensuring that your rights are protected. For information on how we use cookies, please see our Cookie Policy.  

Who? 

4. Who do we share your personal data with?  

We will never sell any of your personal data to a third party. However, in order for us to provide our services to you, we share your personal data with our trusted third party service providers or our group companies. Whenever we share your personal data, we put safeguards in place which require these organisations to keep your data safe and to ensure that they do not use your personal data for their own marketing purposes.  

Third party service providers 

To fulfil orders for products and services 

We work with a number of trusted service providers who carry out services on our behalf. When you purchase products and services from us, the services provided by these organisations includes delivery, product assembly and installation, waste removal and processing payments. We also work with a service provider to administer our gift card and account services. It is in our legitimate interests as a business to work with these service providers since we may not have the capabilities to provide these services ourselves. In each case, we will ensure that the service provider is only allowed to use your personal data in order to provide the services to us and for no other purpose.  

To prevent crime and comply with laws 

We share your financial information including your credit, debit card or other payment information with third parties to ensure that your payment is safe and that your details are not being used fraudulently. This data sharing enables us to conduct fraud analysis which ensures that genuine and accurate payment details are provided to us for any purchase. We may share your personal data with credit agencies if you are requesting credit. 

There may be other scenarios where we are subject to a legal obligation to share or disclose your personal data, such as with law enforcement agencies or public authorities in order to prevent or detect crime or fulfil a legal requirement. 

For the purposes of preventing crime, EQUIP4WORK will use its legitimate interests to share certain information with third parties with which it has data processing agreements.  

Other professional services  

We may need to disclose your personal data to our insurers where we believe that it is required under our contractual relationship with our insurance provider to do so. 

We work with carefully selected third parties, such as our customer database hosting provider, marketing agencies and advertising partners who assist us in providing you with a positive customer experience. We work with these third parties to place relevant content and advertisements for you on our website, other websites and online media channels and apps. In order to do this, we use pixels and cookies. You can see our Cookie Policy

Group companies 

We may share the personal data we collect with other organisations in the TAKKT Group where those other companies share various operations and business processes with us (such as BiGDUG Ltd Registered office BiGDUG Ltd , Riga Wharf, Bristol Road, Gloucester, GL2 5DH). We will do this in order to fulfil our contractual obligations to you, or because it is in our legitimate interests to do so. 

Transfer of your personal data outside the UK or EEA 

We may need to transfer your personal data to the European Economic Area (EEA) or to another third country, for example the USA, in the following circumstances: 

Where you have requested a service which is fulfilled by one of our group companies which sit in the EEA or another third country; or 

Where we work with a supplier which processes some of its personal data in the EEA or another third country. 

For any personal data transfers to the EEA we will continue to follow all regulatory and legal requirements set out EU-UK Trade and Cooperation Agreement, and any subsequent arrangements that are agreed. This privacy notice will be updated in due course to reflect any relevant changes. 

Other third countries may not have the same data protection laws as the UK and the EEA and so your personal data may not be subject to the same protections. However, in such cases, we will make sure that any transfer of your personal data to countries outside the UK and EEA is subject to appropriate safeguards as if it were being processed inside the UK or EEA and under the guiding principles set out in this privacy policy. 

If you would like further information please contact us.  

Your rights 

5. Your rights  

You have a number of rights relating to your personal data and what happens to it. You are entitled to: 

have your data processed in a fair, lawful and transparent way; 

be informed about how your personal data is being used, an example being this privacy policy; 

access personal data we hold about you; 

require us to correct any mistakes in your personal data; 

require us to delete personal data concerning you in certain situations where there is no good reason for us to continue to process it; 

request that we transfer your personal data to you or another service provider in a simple, structured format; 

object at any time to processing of your personal data for direct marketing purposes; 

object to automated decision making which produces legal effects concerning you or similarly significantly affects you; 

object in certain other situations to our continued processing of your personal data; and 

otherwise restrict or temporarily stop our processing of your personal data in certain circumstances. 

You can read more about your rights, including the circumstances in which they apply, in the Guidance from the UK Information Commissioner’s Office (ICO) https://ico.org.uk/for-the-public.  You also have the right to complain about our use of personal data to the ICO. 

If you would like to speak to us in relation to any of your rights, please contact us. 

Changing your preferences 

6. Changing your preferences 

If you no longer wish to be contacted by us about our products or services, or for other marketing purposes, you can amend your preferences or unsubscribe by contacting us. Alternatively, if you have a profile on the EQUIP4WORK website, you can unsubscribe by logging into your account, or simply follow the unsubscribe link provided in emails you receive from us. 

We want to ensure that all the information we have about our customers is factually correct and up to date. If you find that the personal data we have about you is inaccurate or needs updating (for instance, you may have changed your name or address) then please contact us so that we can correct it. If you have created a profile on the EQUIP4WORK website, you can change the details stored about you by logging into your account. 

Security and retention 

7. Security and retention of your personal data 

Security of your personal data 

 We take the security of your personal data very seriously. We have implemented various strategies, controls, policies and measures to keep your data secure and keep these measures under close review. We protect your data by using encryption techniques and we use other safeguards such as firewalls and password protection. This means that your data is protected and only accessible by co-workers who need it to carry out their job responsibilities. We also ensure that there are strict physical controls in our buildings which restricts access to your personal data to keep it safe. 

Retention of your personal data  

In broad terms, we will only retain your personal data for as long as is necessary for the purposes described in this Privacy policy. This means that the retention periods will vary according to the type of the data and the reason that we have the data in the first place. 

We have procedures in place regarding our retention periods which we keep under review taking into account our reasons for processing your personal data and the legal basis for doing so. 

Special Category Data 

8. Special Category Data 

Certain categories of personal data have additional protection under the UK GDPR. The categories include information about your health, racial or ethnic origin. 

EQUIP4WORK processes special category data where this is provided by you during the course of correspondence with us to inform us of any delivery/assistance requirements or as part of a complaint or grievance procedure or in relation to an accident or incident which has occurred on our premises. EQUIP4WORK will process this information to provide you with the assistance you have requested or to deal with your complaint. Where you have asked us to provide assistance or special delivery instructions, we will do this on the basis of your consent to us using it in this way. Where we are processing this information in order to deal with a complaint, this processing will be necessary for the establishment, exercise or defence of legal claims made by or against us. 

Marketing 

9. Marketing 

If you have given us your contact details, we may use these (in accordance with any preferences you have expressed) to send you marketing messages by email, SMS and post, to keep you aware of what we're up to and to help you see and find our products. This includes sending tips and inspiration for your home, details of special offers, services and promotions from EQUIP4WORK. 

As part of running our business, EQUIP4WORK has a legitimate interest to promote our products using marketing messages to existing customers of EQUIP4WORK and those in a negotiation with us for a sale or service, unless you have asked us not to. 

When we collect your personal data, we give you the opportunity to opt-in to receive those marketing messages by simply ticking the boxes. Should you change your mind, we have lots of ways you can stop receiving marketing messages, which we've set out below. If you are currently opted-out of our marketing, you can always choose to opt-in to receive our emails by amending your preferences. 

How to stop marketing messages from EQUIP4WORK 

You can stop receiving marketing messages from us at any time. For email marketing, the best way to do this is to click on the 'unsubscribe' link in any email you receive. You can also go onto your online profile. You can opt out of other marketing as follows: 

For direct mail – in all our direct mail communications, we offer the opportunity to opt our by mail, you can also opt on your online profile 

For targeted or personalised adverts – by opting out of cookies – see cookie policy for more details 

It might take some time for all our systems to be updated, so you might get messages from us while we fully process your request, but we will ensure that we mark you as having opted out on our database as soon as we receive your request. Please be aware that stopping marketing messages will not stop our service communications (such as order and delivery updates). 

Automated decision-making and Profiling 

10. Automated decision-making and Profiling 

We bring together different information you have given us or we have collected from your interactions with EQUIP4WORK through remote services, or on the web and perform analytics to segment customers into groups to personalise and improve the shopping experience. We may use this information to determine which offers you may be interested in where you have opted into being contacted for marketing purposes or for automated decision making to improve your shopping experience like recommending products and services, or improving your experience with remote services. 

If you apply for any consumer credit or personal finance products offered by our provider you may be subject to an automated decision-making process. For more details on this please read finance partner privacy notice. 

Cookies 

11. Cookies 

Cookies are small encrypted text files that are stored on your device by a website. Our w ebsites use cookies to enable you to shop, enhance your shopping experience and to analyse our traffic. 

For further information visit https://ico.org.uk/your-data-matters/online/cookies/  

You can set your browser not to accept cookies and the above website tells you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result. 

Changes 

12. Changes to this Privacy policy 

We may update this Privacy policy from time to time. If we make significant changes , we will let you know but please regularly check this policy to ensure you are aware of the most updated version. 

Contact 

13. Contact 

If you have any questions about this Privacy Policy or your rights under it, please contact us by 

By post: Equip4work Ltd, Customer Support Centre, Solway House, Dumfries Enterprise Park, Tinwald Downs Road, Heathhall, Dumfries, DG1 3SJ, United Kingdom

By telephone: 0333 200 5290 

By e-mail: gdpr@equip4work.co.uk   

Date Updated: November 2021  

Privacy policy for EQUIP4WORK for Business account and EQUIP4WORK Business Network 

We know how important it is for you to understand how we use your data. This Privacy Policy sets out how and why we collect, use, store and share your personal data when you sign up as a registered user of your company’s EQUIP4WORK for Business Account (the “Account”). 

We encourage you to read this Privacy Policy carefully and if you have any questions or concerns about how we use your personal data, please contact EQUIP4WORK Customer Support Centre and we will try to address your concerns. Our Customer Support Centre can also put you in contact with our Data Protection Officer if you have more specific questions or concerns. 

We are Equip4work Ltd, Solway House, Dumfries Enterprise Park, Tinwald Downs Road, Heathhall, Dumfries, DG1 3SJ (“EQUIP4WORK” or “we”, “us”). We are part of TAKKT Group, which means we are ultimately owned by TAKKT AG, Presselstraße 12, 70191 Stuttgart, Germany and we are the data controller of any personal data it collects, processes and holds about you in relation to your use of the Account.  

What personal data is collected and why?  

It is completely voluntary to sign up as a user of the Account. However, if you do, we need to know who you are so that we can administrate and secure the Account, enable the functionalities connected to the Account and communicate with you in various matters related thereto. For these purposes we will collect your name, email address and telephone number (optional) and number of the EQUIP4WORK for Business Card that we issue for you. We will also collect and store information about the purchases that you have made on behalf of your company as well as your other activities on the Account. The information about the purchase history and user activity may be used to send tailored direct marketing if you have specifically consented to receiving such communication. 

Legal ground for processing 

The legal ground for the processing of your personal data is our legitimate interest to administer your use of the Account, provide the features and functionality that we have offered to your company and to collect statistics on how our customers use their EQUIP4WORK for Business Accounts. We will send you marketing emails only if you have specifically consented to receiving such messages and you can always opt out by clicking on the link in the bottom of each email you receive from us.  

Who has access to your data? 

The administrator of the Account (which is a person within your company) will be able to see the purchases that you have made on behalf of the company and registered on the Account. The Account is operated by BiGDUG Ltd.  (which is another company in TAKKT Group) and its trusted internal as well as third party service providers. Such service providers may be located outside of the United Kingdom or European Union, in which case the transfer of your personal data is secured by additional safeguards, such as e.g. an agreement incorporating standard data protection clauses adopted by the European Commission, or equivalent adopted by the UK Government. 

Your Rights 

You have a number of rights relating to your personal data and what happens to it. You are entitled to: 

have your data processed in a fair, lawful and transparent way; 

be informed about how your personal data is being used, an example being this privacy policy; 

access personal data we hold about you; 

require us to correct any mistakes in your personal data; 

require us to delete personal data concerning you in certain situations where there is no good reason for us to continue to process it; 

request that we transfer your personal data to you or another service provider in a simple, structured format; 

object at any time to processing of your personal data for direct marketing purposes; 

object to automated decision making which produces legal effects concerning you or similarly significantly affects you; 

object in certain other situations to our continued processing of your personal data; and 

otherwise restrict or temporarily stop our processing of your personal data in certain circumstances. 

You can read more about your rights, including the circumstances in which they apply, in the Guidance from the UK Information Commissioner’s Office (ICO) https://ico.org.uk/for-the-public . 

You also have the right to complain about our use of personal data to the ICO. You can do these by contacting the ICO via their website https://ico.org.uk/ 

If you would like to speak to us in relation to any of your rights, please contact us. 

The administrator of the Account will also be able to remove you as a registered user. 

How long will we keep your data? 

We will keep your personal data as long as you are a registered user of the Account. All personal data will be deleted when the Account is terminated.   

How will we secure your data? 

We take the security of your personal data very seriously. We have implemented various strategies, controls, policies and measures to keep your data secure and keep these measures under close review. We protect your data by using encryption techniques and we use other safeguards such as firewalls and password protection. We do our best to ensure that your data is protected and only accessible to Ingka Group employees (or subcontractors) who need it to carry out their job responsibilities. 

Contact 

If you have any questions about this Privacy Policy or your rights under it, please contact us: 

By post: Equip4work Ltd, Customer Support Centre, Solway House, Dumfries Enterprise Park, Tinwald Downs Road, Heathhall, Dumfries, DG1 3SJ, United Kingdom

By telephone: 0333 200 5290 

By e-mail: gdpr@equip4work.co.uk

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