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Home » Customer Service » GDPR, Privacy and Cookies Policy

GDPR, Privacy and Cookies Policy

Cookies

A cookie is a tiny text file stored on your computer when you visit certain webpages. At equip4work.co.uk we use cookies to keep track of what you have in your basket, and to remember you when you return to our site.

Cookies can't harm your computer. We don't store personally identifiable information such as credit card details in cookies we create, but we do use encrypted information gathered from them to help improve your experience of the site. For example, they help us to identify and resolve errors, or to determine relevant related products to show you when you're browsing.

We do have relationships with carefully-selected and monitored suppliers who may also set cookies during your visit to be used for remarketing purposes - in other words to show you different products and services based on what you appear to be interested in. If you'd like to opt out, please go to the Network Advertising Initiative website.

How does Equip4work™ use cookies?
Our website uses both persistent and session cookies:

Session cookies are used in order to allow customers to carry information across pages of the website, without having to re-enter such information. These cookies delete themselves automatically when you leave a website and go to another, or when you shut down your browser.

Persistent cookies are used to allow the website to recognise users when they return to the site and to remember certain information about their preferences. These cookies are cookies which stay on your computer until they expire or, until you "manually" delete them.

 The main purposes for which cookies are used are:-
1. For technical purposes essential to effective operation of website, particularly in relation to on-line transactions.
2. To drive Equip4work™ marketing, particularly online advertisements and targeted updates.
3. To enable Equip4work™ to collect information about the browsing habits and activities of customers, including to monitor the success of campaigns, promotions etc.
4. Allows customers to talk with us while browsing the website or to offer customers an invitation to talk with one of our customer service representatives.


How do I disable cookies?
If you want to disable cookies you need to change your website browser settings to reject cookies. How to do this will depend on the browser you use and we provide further detail below on how to disable cookies for the most popular browsers:-

For Microsoft Internet Explorer:
1.Choose the menu “tools” then “Internet Options”
2 Click on the “privacy” tab
3 Select the setting the appropriate setting

For Mozilla firefox:
1.Choose the menu “tools” then “Options”
2 Click on the icon “privacy”
3 Find the menu “cookie” and select the relevant options

For Opera 6.0 and further:
1.Choose the menu Files”> “Preferences”
2 Privacy

Safari
1.Click on the Cog icon at the top of your browser window and select the 'Preferences' option
2.Click on 'Security', check the option that says 'Block third-party and advertising cookies'
3.Click 'Save'

What happens if I disable cookies?
This depends on which cookies you disable, but in general the site may not operate properly if cookies are switched off. If you only disable 3rd party cookies you will not be prevented from making purchases on this site. If you disable all cookies you will be unable to complete a purchase on this site.

 

Privacy 

We are committed to protecting your privacy. All information provided by you to process your order or to make enquiries is used solely for that purpose unless we have your consent to do otherwise. The site uses a secure server to protect this information and our systems are not accessible by unauthorised personnel as required by the Data Protection Act.

Your use of this website and its facilities signifies your consent to the collection of information required to process your order or enquiry to the extent of administering the payment and executing your delivery, providing you with the best possible service.

When you register your details with us, we may from time to time use them to advise you of special offers or promotions. Please advise us if you do not wish this to happen.

Your details will not be disclosed to any third parties.

GDPR Policy

The below should cover the majority of your questions regarding preparation & compliance. If you require specific information not covered by the below then please email our dedicated GDPR department at gdpr@equip4work.co.uk.

As part of our compliance with GDPR we have made the following changes:

Created a dedicated GDPR department within Equip4work all of which are IDM GDPR Qualified and Awarded
Performed an Information Audit
Allocated a DPO
Fully trained staff in GDPR requirements
Performed a full security audit on customer data
Updated website to ensure full compliance regarding website wording
Updated website regarding individual rights see – SAR form & online terms and conditions

Description of processing activities:

Customer Name & Address used internally for delivery
Customer name and address sent to third parties for delivery e.g. DPD
Customer mobile number used for delivery confirmation
Customer Email Address used for order detail confirmation & delivery confirmation
Data stored in SQL & MySQL databases
Accounts / customer invoices partially printed & mailed (if appropriate).
Printed invoices filed
Customer email address used for direct marketing emails if subscribed to mailing list

Data Subject Records:

Customer Name
Customer Address
Customer Phone Number(s)
Customer Email Address
Customer IP Address

Categories of data:

Identity (name)
Tracking (IP Address)
Communication (telephone recordings, email, address)

Special Categories of data:

Not applicable – we do not hold or process any special categories of data.

How Data is Held:

Data is stored securely on-site and externally through dedicated servers with multiple levels of redundant and secure hardware & software. Security measures include but are not limited to: on-site biometric security, EV SSL security on our website, network firewalls, dual redundant hardware, password protection and encryption of sensitive server files.

Customers Data Rights:

You have the right of access, right to rectification and data quality, right to erasure, right to restrict processing, right to data portability, right to object, rights related to automated decision making including profiling. Where necessary we many need to delay the deletion of your order details as we are required for HMRC regulations and/or VAT purposes to store your company data for a maximum of 7 years.

How We Process Data:

When necessary we share delivery address, customer name and telephone number(s) with trusted suppliers and delivery/installation teams (which may include sub-contractors). We will use your email address to send an order confirmation email and a VAT invoice. We will use your phone number(s) for customer service communication. We will never cold call/email you and we will never share your information with third parties unless necessary to complete your order.

Marketing Emails:

Our existing customer database is double opt-in only. Our bought-in marketing lists have assurances about the origins and accuracy to ensure that they were compiled fairly and lawfully. You can unsubscribe by contacting our customer service team on 08444 999 222 or by clicking unsubscribe in any communication from us.

Third Party Ordering:

If ordering on behalf of a third party you give us permission to use their delivery details, solely for the fulfilment of the order.

Subject Access Requests (SAR):

If you would like to request the data we hold about you, you can do so through an online SAR (subject access request) form by downloading it from the following page: http://officefurnitureonline.uk/GDPR_SAR-Customer.pdf (right click & save). We currently do not charge for this service. We endeavour to reply to SAR within a timely manner as described in GDPR.

ICO registration number:

Our ICO registration number is ZA197270.

In the case of a breach:

Our data breach policy is available on our website and is summarized below:

The breach would be identified.
The breach would be classified.
Our DPO and GDPR officers would be contacted.
The number of customers affected would be identified.
The decision would be taken as to whether or not the breach would result in a high risk to the rights and freedoms of individuals.
If the answer to the previous step is YES, the customers affected and the ICO would be notified.