Privacy Policy

Introduction

Intrado Limited is responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice). If you have any questions or concerns about our personal data policies and procedures, please contact us by using the contact us form, by writing to Data Protection, Intrado Limited, Castle House, 63-69 Cardiff Road, Taffs Well CARDIFF CF15 7RD or by sending an email to admin@intrado.co.uk

If you are not happy with any aspect of how we collect and use your data please contact us so that we can try to resolve your concern.

You have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues www.ico.org.uk.

It is very important that the information we hold about you is accurate and up to date. If your personal information changes, please contact us or email admin@intrado.co.uk

Data we collect about you

Personal data means any information capable of identifying an individual; however it does not include anonymised data. Typically, the business to business personal data we collect about you is limited to the types of information found on a business card.

We may process certain types of personal data about you as follows:

  • Identity Data may include your first name, last name, username, marital status, title and date of birth.
  • Contact Data may include your billing address, delivery address, email address and telephone numbers.
  • Financial Data may include your bank account
  • Transaction Data may include details about payments between us and other details of purchases made by you.

Sensitive data for recruitment
The only occasion where we may collect sensitive personal data about you is during our recruitment process. This is because we are committed to ensuring that our recruitment processes are in line to equal opportunities. This may include your maiden name and gender.

Some of the data we may collect about you comes under the umbrella of diversity information. This could be about your ethnic background, gender, disability, age, sexual orientation and religion or other similar beliefs. Where appropriate and in accordance with local laws and requirements, Intrado Robbins will use this information on an anonymised basis to monitor our compliance with our Equal Opportunities Policy.

This information is termed ‘sensitive’ personal information and slightly stricter data protection rules will apply. We therefore need to obtain your explicit consent before we can use it. This means that you have to explicitly and clearly tell us that you agree to us collecting and using this information.

Please note that you are not obliged to consent to opt-in to this and you have the right to withdraw your consent at any time. If you wish to withdraw your consent, please contact us.

How we collect your personal data

We collect data about you through a variety of different methods including:

  • Direct interactions: You may provide data by filling in forms on our site (or otherwise) or by communicating with us by post, phone, email or otherwise, including when you engage in our products or services; giving us feedback.

How we use your personal data

We will only use your personal data when legally permitted. The most common uses of your personal data are:

  1. Where we need to perform the contract between us.
  2. Where you would reasonably expect us to legitimately contact you about our products and services relevant to your role, or that you or your business have expressed an interest in
  3. Where we need to comply with a legal or regulatory obligation.

We will never share your personal information for marketing purposes with anyone else.

Purposes for processing your personal data  

Set out below is a description of the ways we intend to use your personal data and the legal grounds on which we will process such data. We have also explained what our legitimate interests are where relevant.

We may process your personal data for more than one lawful ground, depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose/Activity                                                 Type of data                                                      Lawful basis for processing

To register you as a new customer             (a) Your identity                                               Performance of a contract with you                                                                                                                                                       (b) Your contact details

To process and deliver your project           (a) Your identity                                               (a) Performance of a contract with you                                                              including                                                                (b) Your contact details                                (b) Necessary for our legitimate interests                                                      (a) Manage payments, fees and                   (c) Business/individual financial               to recover debts owed to us                                                                      charges                                                                   details                                                                                                                                                                                                              (b) Collect and recover money owed        (d) Business/individual transaction                                                                                                                                                     to us                                                                        details

To manage our relationship with                (a) Your identity                                               (a) Performance of a contract with you                                                       you which will include:                                   (b) Your contact details                                (b) Necessary to comply with a legal obligation                                           (a) Notifying you about changes to                                                                                                                                                                                                                                         our terms or privacy policy

Marketing communications

You will never receive marketing communications from us.

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 a similar purpose. If you wish to find out more about how we are using your data please email admin@intrado.co.uk

We may process your personal data without your knowledge or consent where this is required or permitted by law.

Disclosures of your personal data

We may have to share your personal data with the parties set out below for the purposes set out in the table above. However, we do not share information about our Clients and Suppliers with anyone without their prior knowledge and consent, unless the law and our policies allow us to do so:

  • Service providers who provide IT and system administration services.
  • Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
  • HM Revenue & Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting of processing activities in certain circumstances.

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.

International transfers

We will never transfer your personal data outside the European Economic Area (EEA). We will not transfer your information outside of the EEA or to an international organisation without your explicit consent. This applies to publishing personal information (including photographs) on the Company website.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We also limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your personal data on our instructions and they are bound by 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.

Data retention

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. We will keep information about our customers for twelve years after they cease being customers.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk 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 you can ask us to delete your data: see below for further information.

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

  • Request access to your personal data
  • Request correction of your personal data
  • Request erasure of your personal data
  • Object to processing of your personal data
  • Request restriction of processing your personal data
  • Request transfer of your personal data
  • Right to withdraw consent

You can see more about these rights at:

https://ico.org.uk/for-organisations/guide- to-the- general-data- protection-regulation- gdpr/individual-rights/

If you wish to exercise any of the rights set out above, please contact us. You will not have to pay a fee to access your personal data or to exercise any of the 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 that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to 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 this case, we will notify you and keep you updated.

Third party links

This website may include links to third-party websites, plug-ins and applications. 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 statements. When you leave our website we encourage you to read the privacy notice of every website you visit.

Policy updates

We may update this Privacy Policy from time to time. We will notify you of the changes where required by law to do so.

 

Last modified on 10th August 2018.