This is the privacy notice of CEMSERVE LTD.

We respect your privacy and are determined to protect your personal data. The purpose of this privacy notice is to inform you as to how we look after your personal data when you visit our website www.cemserve.com (regardless of where you visit it from) and our general business practices. We’ll also tell you about your privacy rights and how the data protection law protects you.

What is the purpose of this privacy notice?

This privacy notice aims to give you information on how we collect and process your personal data. Our website is not intended for children and we do not knowingly collect data relating to children.

You must read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other agreements or terms and conditions (which may include supplemental or specific data protection provisions) and is not intended to override them.

Data controller(s)

CemServe Ltd is the controller and responsible for your personal data (collectively referred to as CemServe Ltd, “we”, “us” or “our” in this privacy notice). Our contact details are 8 Deer Park, Fairways Business Park, Livingston, West Lothian, EH54 8AF – info@cemserve.com – +44 7712 389038. For all data matters contact Dean Manders on dean.manders@cemserve.com.

Third-party links outside of our control

Our 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.

1. THE PERSONAL DATA WE COLLECT ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. You can find out more about personal data from the Information Commissioners Office.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

• Identity Data includes first name/last name/ title.
• Contact Data includes email address/ telephone numbers/POSTAL ADDRESS as well as any next of kin information.
• Financial Data includes BANK NAME AND ADDRESS/SORT CODE AND ACCOUNT NUMBER.
• Transactional Data includes details of products and services you have purchased from us and details of any payments to and from you.
• Technical Data includes IP address and other technology on the devices you use to access our website.
• Marketing Data includes YOUR PREFERENCES IN RESPECT OF MARKETING AND YOUR COMMUNICATION PREFERENCES.
• Qualification Data includes JOB TITLES, INDUSTRY SPECIFIC CERTIFICATIONS OR QUALIFICATIONS AND MEDICAL CERTIFICATIONS.  The medical certification we hold does not contain any Special Category Personal Data.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose.  Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity.

If you fail to provide personal data

Where we need to collect your personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.

2.HOW WE COLLECT YOUR PERSONAL DATA

We use different methods to collect data from and about you including through:

• Directly. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you
  • Apply for our products or services;
  • Subscribe to our service or publications;
  • Become an Approved Supplier;
  • Request marketing to be sent to you.
• Automated technologies or interactions. We will collect Technical Data through your use and interaction of our website. We collect this personal data by using cookies and other similar technologies

3.HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances.

• Performance of Contract this means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

• Legitimate Interest this means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

• Comply with a legal or regulatory obligation this means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communication to you via email or text message.  You have the right to withdraw consent to marketing at any time by contacting us via email dean.manders@cemserve.com.

4. PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

We have set out below, in a table format, a description of all the ways we plan to use your personal data, with the legal bases we rely on to do so.

Note that 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 dean.manders@cemserve.com 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.

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms:

Promotional offers from us

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.

You will receive marketing communications from us if you have requested information from us or purchased services from us and, in each case, you have not opted out of receiving that marketing.  Each marketing communication will contain an option to opt out and you can do this at any time by contacting via email dean.manders@cemserve.com.

Third-party marketing

We will get your express opt-in consent before we share your personal data with any company outside CemServe Ltd.

Opting out

You can ask us or third parties to stop sending you marketing messages by emailing dean.manders@cemserve.com at any time.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product or service experience or other transactions.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

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 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.

5. WHO WE SHARE YOUR PERSONAL DATA WITH

• Internal Third Parties
  • Employees
• External Third Parties Service (details of any such parties available on request);
  • Providers based in the United Kingdom who provide IT and System Administration Services[, including our invoice processing platform and our virtual assistant business support provider].
  • Professional advisers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide Consultancy, Banking, Legal, Insurance and Accounting Services. 
  • HM Revenue & Customs, regulators and other authorities in the United Kingdom who require reporting of processing activities in certain circumstances.
  • Sub-Contractors and Suppliers who provide services and goods to your company on our behalf.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

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.

6. INTERNATIONAL TRANSFERS

We may store your personal data or otherwise share your data with entities based outside of the European Economic Area, in particular where we have clients based outwith the EEA or use cloud based storage located outwith the EEA.  Whenever we transfer your personal data outside of the EEA we take all reasonable steps to ensure a similar degree of protection is afforded to it by (i) transferring your personal data to countries that have been deemed to provide an adequate level of protection or (ii) having appropriate contracts in place to give any personal data transferred the same level of protection it would have within the EEA.  Where we cannot ensure a similar degree of protection, we will only transfer data outwith the EEA when we have obtained your explicit consent to do so.

If you want more information on the specific mechanism used by us when transferring your personal data out of the EEA, please contact us.

7. 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. 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. 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.

8. DATA RETENTION

We will retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for.  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 that personal data, the purpose the personal data was collected for and whether we can achieve the purpose through other means and any applicable legal, tax or accounting requirements. 

By law we must keep basic information about our customers including contact, identity, financial and transaction data for six year after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see Your legal rights below for further information.

In some circumstances we may anonymise your 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 notice to you.

9. YOUR LEGAL RIGHTS

Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:

• The right to request a copy of the personal data which we hold about you;
• The right to request that we correct any personal data if it is found to be inaccurate or out of date;
• The right to request your personal data is erased where it is no longer necessary to retain such data;
• The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;
• The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), but only where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means;
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
• The right to object to our processing of personal data, where applicable i.e. where processing is based on our legitimate interests, direct marketing or processing for the purposes of scientific/historical research and statistics.

If you wish to exercise any of the rights set out above, please email dean.manders@cemserve.com.

No fee required – with some exceptions

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 admin fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

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.

Time limit to respond

We try to respond to all legitimate requests as quickly as possible and 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.

10. Changes to this notice and your duty to inform us of changes

This notice may be updated from time to time and was last updated on 23^rd November 2020.

Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current.

11. Queries, requests or concerns

To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact us via email dean.manders@cemserve.com.

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, UK.