ABOUT THIS POLICY
We may change this policy from time to time by updating this page.
Additional information may be provided on particular pages of this website for example, on any specific pages where we collect personal data and you should also refer to those. We also operate cookies on our website and information about that is also provided separately in our Cookies Policy.
HOW TO CONTACT US
Contact: Becky Edmundson, HR Manager
Address: AW Hainsworth & Sons Ltd, Spring Valley Mills, Stanningley, Pudsey, West Yorkshire, LS28 6DW.
Tel: +44 (0)113 257 0391
You have the right to make a complaint to the Information Commissioner’s Office (ICO) which is the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, like the opportunity to assist you with any concerns before you approach the ICO so please contact us in the first instance using the details above.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
This website may include links to third-party websites, plug-ins and applications. For example, we provide links to our social media pages. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy policies. You should read any policies and other statements on such websites carefully.
We may administer a payment from you via PayPal. We use PayPal as a third-party payment provider. When you make a payment you will be transferred to PayPal’s website and you will be asked to provide certain personal data and financial information such as credit card details. The personal data you provide will be collected and dealt with by PayPal and you should refer to PayPal’s privacy policies and notices in relation to this, for information about how the personal data you provide will be used.
THE DATA WE COLLECT ABOUT YOU
Personal data means any information about an individual from which that person can be identified. It does not include data which has been anonymised such that a person’s identity is removed.
We may collect, use, store and transfer different kinds of personal data. We operate mainly on a business to business basis. Accordingly, the majority of personal data which we use is provided to us and used by us in the context of our business operations and the business operations of our customers, suppliers and other contacts. The categories of personal data which we use include:
• Identity and Contact Data such as names, titles and other identifiers together with business addresses, email addresses and telephone numbers.
• Technical Data including internet protocol (IP) address, access times, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website. This may also include information about how you use our website and our products and services.
• Marketing and Communications Data includes preferences in receiving marketing from us and our third parties and your communication preferences.
• Career Data including your CV, career history information and references.
IF YOU FAIL TO PROVIDE PERSONAL DATA
Where we need to collect personal data by law, under the terms of a contract we have with the organisation you represent or for another lawful reason and you fail to provide that data, we may not be able to fully perform our obligations in accordance with our contract, provide you with the information you require or otherwise properly deal with your request.
HOW IS YOUR PERSONAL DATA COLLECTED?
Most of the personal data which we hold is collected directly through the website, for example if you provide certain identity information when you complete the enquiry form on our “Contact” page, or when you complete other forms on our website, such as to order a sample. We may also collect your personal data over the phone or via email.
PURPOSES FOR WHICH WE USE YOUR PERSONAL DATA
We will only use your personal data when the law allows us to. The information below explains the purposes for which we use different categories of personal data and the legal basis or bases which we believe applies to those uses. We may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data.
Type of data used for this purpose Lawful basis for processing
Where the company you represent is one of our customers, to process your order and deliver goods to your company, to deal with any ancillary matters such as sending invoices, to correspond with you in relation to the company’s order and to assist you with any follow up issues.
Where the company you represent is one of our suppliers, to correspond with you and make necessary arrangements with you, as well as to carry out any audits required.
Identity and contact data.
Necessary for the performance of the relevant contract that you have entered into with us.
To deliver samples to you, or to take other steps in contemplation of entering into a contract with the company you represent. Identity and contact data. Necessary in order to take steps at the request of the data subject prior to entering into a contract.
To maintain your details and manage our relationship with you as a customer or supplier.
Identity and contact data.
Necessary for our legitimate interests to ensure that the goods and services we provide are managed and to administer the account such as to recover debts due to us and to provide our customer service through the correct point of contact.
To administer and operate this website including troubleshooting, data analysis, testing, system maintenance and support.
Identity and contact data and technical data. Necessary for our legitimate interests to ensure that our website properly operates and for network security.
To provide you with marketing communications such as
Newsletters, E-Shots, mailing and samples.
Identity and contact data, technical data and profile data and marketing and communications data. Necessary for our legitimate interests to develop, market and promote our products and services.
To deal with new enquiries and contacts.
Identity and contact data.
Necessary for our legitimate interests in the operation of our business in order to be able to respond to and deal with new enquiries.
To consider you for employment with us where you submit your details to us to apply for a role, for example in response to our “Careers/ enquiry” page.
Career data and Identity and contact data.
Necessary for our legitimate interests in responding to your application, and in considering you as a potential candidate for employment with us.
Where you, or the organisation you represent rent any property or workspace from us, to keep a record of our tenants, to administer the arrangement we have in place.
Identity and contact data.
Necessary for our legitimate interests in administering tenancies and contacting and communicating with such tenants through the correct point of contact.
If you visit our site or one of the workspaces we let out to third parties, to sign in on entry, for the purposes of health and safety and security of our premises. Identity and contact data.
Necessary for our legitimate interests in ensuring that we maintain a secure premises and comply with our fire and health & safety policies.
Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending marketing communications to you via email. You have the right to withdraw consent to marketing at any time by contacting us and further information is provided about this below.
MARKETING AND PROMOTIONS
From time to time we may use your data including identity and contact data, technical data and marketing and communications data, to contact you with information about our products and services. You will receive marketing communications from us if you have agreed to be included on our marketing database or in some cases where the organisation which you represent has previously purchased goods or services from us.
The type and content of marketing messages subscribers receive, and if it may contain third party content, is clearly outlined at the point of subscription. Email marketing messages may contain tracking beacons / tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of subscriber data relating to engagement, geographic, demographics and already stored subscriber data.
You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time.
CHANGE OF PURPOSE
We will only use your personal data 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 data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please also note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
If you would like further information about how we use personal data and the purpose which we might use it for, please contact us.
DISCLOSURES OF YOUR PERSONAL DATA
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We take reasonable technical and organisational precautions and security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know it. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We do not transfer your personal data outside the European Union to any companies that are non GDPR compliant. Occasionally, our Company devices may leave the EU for business purposes.
We will only retain your personal data 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.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances, we may anonymise personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further policy to you.
YOUR LEGAL RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal data. Those rights are listed below. Please contact us if you would like to exercise any of them. You have the right to:
• Request access to your personal data (a “data subject access request”). This means you can receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of your personal data: This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. You can ask us to remove personal data where there is no good reason for us continuing to process it. You also have this right where you have successfully exercised your right to object to processing, where we may have processed your data unlawfully or where we are required to erase your personal data to comply with law. We may not always be able to comply with your request where there are particular legal reasons.
• Object to processing of your personal data where we rely on a legitimate interest basis and if the processing impacts on your fundamental rights and freedoms. You can also object to direct marketing. In some cases, we may demonstrate that we have grounds to process your data which override your rights and freedoms.
• Request restriction of processing. You can ask us to suspend the processing of your personal data: if you want us to establish the data’s accuracy; where our data use is unlawful but you do not want us to erase it; where you need us to hold the data even if we no longer need it, to establish, exercise or defend legal claims; or you have objected to use of data but we need to verify whether we have overriding legitimate grounds to use it.
• Request a data transfer. We will provide to you, or your chosen third party, your personal data in a structured, commonly used, machine-readable format. This only applies to automated information which you provided consent for us to use or necessary to perform a contract with you.
• Withdraw consent at any time where we rely on consent to process your personal data. This will not affect the lawfulness of processing carried out before you withdraw your consent.
EXERCISING YOUR RIGHTS
You will not have to pay a fee to access your personal data (or to exercise any other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure personal data is not disclosed to a person who has no right to receive it. We may also contact you to ask you to clarify your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests in which case we will keep you updated.