Your privacy is incredibly important to our company and as a business it is important that we do all we can to give you the confidence that we take your privacy seriously and we manage any data that we have in an open and honest way, in full compliance with legislation and regulation.
The policy has been created in accordance with the requirements specified under the new GDPR provision, in addition to existing data protection legislation, and as it is governed by legislation, may be changed from time to time if necessary. At that time, any changes will be communicated to all invested parties.
Who are we?
The Company is Vehicle Safety and Warning Distribution Ltd, also referred to as VSWD and through the course of this policy will be referenced as “the company”. If we use the terminology “we” or “us” we are also referring to the Company. For reference, Vehicle Safety and Warning Distribution Limited is a company registered in England under registration number 9863876.
When do we collect personal data?
During our interaction with you, there may be several occasions when we collect your personal data. These can include but are not limited to the following;
- When you contact us by any means, including phone, email, mail and through social media to interact with us.
- When you contact us with a view to enquiring about our products and services
- When you contact us with a view to ordering product and service from us
- When you contact us to request the opening of a trade account
- When you contact us to discuss your product and services
- When you contact us to offer comment or review on any aspect of our business, including products, services and processes
- When you visit our website www.vswd-ltd.co.uk or our social media representations.
- When you request a meeting on site at our company, or request an employee of our company to meet at your premises or a nominated venue
- If we are contacted by a third party on your behalf, for example a freight partner or audit body
What types of personal date might we collect?
The types of personal data are not limited to, but may include the following;
- Details of any interactions that you have with our company through any communication means.
- Details of your business that are required for us to fulfil your requests on our business. For us to fulfil our obligations we will collect data that includes your name, company details, invoice and delivery address, contact details, company registration detail, company identification detail and banking details.
- If you have applied for a trade account then the data we hold will be extended to include any supporting information or documentation related to that application, for example trade references.
- Details of any physical meetings between our company, its employees and you.
- Details of any identifiers used during social media interaction.
- Information gathered via cookies when visiting our website.
Why do we collect your personal data?
We collect information and data for the following reasons:
- For us to interact with you and perform our duties under our contractual relationship
- For us to communicate directly with you where required and expected
- Where we have a legitimate interest in that information during our business activities
- Where we have a legal obligation to hold / submit personal data about you during our normal business activity
- Where you have provided your consent, for example to be added to a mailing list or contacted when product is made available. This consent can be withdrawn at any time and if communicated will be acted upon as quickly as possible and certainly within a reasonable time frame.
Who do we share your personal date with?
From time to time, for us to be able to perform our duties governed by our interaction with you, we will need to share your details with others. This will only be done as is necessary for us to execute our responsibilities.
Circumstances where we need to share your details with trusted third parties will include, but are not limited to, are as follows;
- Freight and logistics partners
- Manufacturing partners
- Credit agencies and credit reference agencies
- Government agencies such as HMRC
- Emergency services and local authorities
From time to time, depending on the specifics of our interaction, our relationship, we may need to share your details with trusted third parties within the European Union, European Economic Area or further afield for example the United States of America, Far East and Australasia.
How do we keep your personal data safe and secure?
Your data is stored by us remotely using proven secured cloud-based storage facilities though Microsoft One Drive and Sage, both systems being secured via password protection and coupled with the added security of Norton 360.
We do all that we can to make sure that your data is secure always.
How long do we keep your personal data for?
We will only keep data that we have collected for as long as it is necessary for us to meet the demands that you put on us or dictated by the obligations we have under our contractual relationship or governed by law.
Your rights in respect of the data we hold
The data that we hold, we hold for legitimate business reasons, but this does not prevent you from questioning, accessing or affecting that data and how we process it.
At any point in time you have the right to request access to the data that we hold pertaining to you. You have the right to update or correct any data that we hold that is incorrect. You have the right to withdraw your consent as to how we use, manage and save your data.
Please make your request directly to the company, Vehicle Safety and Warning Distribution Limited, Unit 12 Follifoot Ridge Business Park, Pannal Road, Harrogate HG3 1DP, for the attention of the Data Controller and we will respond to it as quickly as possible and reasonable with a maximum period of 45 days. If for any reason it is not possible for us to act within this time frame, this will be explained and detailed to you.
Your right to complain about our handling of your data
If you feel that for any reason we have not dealt with your personal data correctly, as you feel it should be handled, you have the right to raise your concerns with the Information Commissioners Office. This can be done through the website www.ico.org.uk or by telephone using number 0303 1231113.