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inotec UK Privacy Statement – Customers

This privacy policy sets out how inotec UK uses and protects any information that you give us in the course of our business with you.

inotec UK is committed to ensuring that your privacy is protected. Should we ask you to provide information by which you can be identified when using our services, then you can be assured that it will only be used in accordance with this privacy statement.

inotec UK may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 22 May 2018.

What we collect

We may collect the following information:

  • name and job title
  • contact information including email address
  • demographic information such as postcode, product preferences and areas of interest
  • other information relevant to customer surveys

What we do with the information we gather

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

  • Internal record keeping.
  • We may use the information to improve our products and services.
  • We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
  • From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone or mail. We may use the information to customise our marketing offer to you, through our website or other media, according to your interests.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

  • Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes.
  • If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at info@inotec.co.uk

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to info@inotec.co.uk

 

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.

GDPR Privacy Policy

1. Aims

Our company aims to ensure that all personal data collected about our customers and our staff and any other individuals is collected, stored and processed in accordance with the General Data Protection Regulation (GDPR) and the expected provisions of the Data Protection Act 2018 (DPA 2018) as set out in the Data Protection Bill.

This policy applies to all personal data, regardless of whether it is in paper or electronic format.
ewed every 2 years.

2. Legislation and guidance

This policy meets the requirements of the GDPR and the expected provisions of the DPA 2018. It is based on guidance published by the Information Commissioner’s Office (ICO) on the GDPR and the ICO’s code of practice for subject access requests.

3. Definitions

Term Definition
Personal data Any information relating to an identified, or identifiable, individual.

This may include the individual’s:

  • Name (including initials)
  • Identification number
  • Location data
  • Online identifier, such as a username

It may also include factors specific to the individual’s employment, renumeration, cultural or social identity.

Special categories of personal data We do not collect personal data which is more sensitive and so needs more protection, for example information about an individual’s:

  • Racial or ethnic origin
  • Political opinions
  • Religious or philosophical beliefs
  • Trade union membership
  • Genetics
  • Biometrics (such as fingerprints, retina and iris patterns), where used for identification purposes
  • Health – physical or mental
  • Sex life or sexual orientation
Processing Anything done to personal data, such as collecting, recording, organising, structuring, storing, adapting, altering, retrieving, using, disseminating, erasing or destroying.

Processing can be automated or manual.

Data subject The identified or identifiable individual whose personal data is held or processed.
Data controller A person or organisation that determines the purposes and the means of processing of personal data.
Data processor A person or other body, other than an employee of the data controller, who processes personal data on behalf of the data controller.
Personal data breach A breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data.

4. The data controller

Our company processes personal data relating to our customers, our staff and others, and therefore is a data controller.

5. Roles and responsibilities

This policy applies to all staff employed by our company, and to external organisations or individuals working on our behalf. Staff who do not comply with this policy may face disciplinary action.

 

5.1 Management

The Managing Director of inotec UK has overall responsibility for ensuring that our company complies with all relevant data protection obligations

 

5.2 All staff

Staff are responsible for:

  • Collecting, storing and processing any personal data in accordance with this policy
  • Informing the company of any changes to their personal data, such as a change of address
  • Contacting the Administration Director in the following circumstances:
    • With any questions about the operation of this policy, data protection law, retaining personal data or keeping personal data secure
    • If they have any concerns that this policy is not being followed
    • If they are unsure whether or not they have a lawful basis to use personal data in a particular way
  • If they need to rely on or capture consent, draft a privacy notice, deal with data protection rights invoked by an individual, or transfer personal data outside the European Economic Area
  • If there has been a data breach
  • Whenever they are engaging in a new activity that may affect the privacy rights of individuals
  • If they need help with any contracts or sharing personal data with third parties

 

6. Data protection principles

The GDPR is based on data protection principles that our company must comply with.

The principles say that personal data must be:

  • Processed lawfully, fairly and in a transparent manner
  • Collected for specified, explicit and legitimate purposes
  • Adequate, relevant and limited to what is necessary to fulfil the purposes for which it is processed
  • Accurate and, where necessary, kept up to date
  • Kept for no longer than is necessary for the purposes for which it is processed
  • Processed in a way that ensures it is appropriately secure

This policy sets out how the company aims to comply with these principles.

 

7. Collecting personal data

7.1 Lawfulness, fairness and transparency

We will only process personal data where we have one of 6 ‘lawful bases’ (legal reasons) to do so under data protection law:

  • The data needs to be processed so that the company can fulfil a contract with the individual, or the individual has asked the company to take specific steps before entering into a contract
  • The data needs to be processed so that the company can comply with a legal obligation
  • The data needs to be processed to ensure the vital interests of the individual e.g. to protect someone’s life
  • The data needs to be processed so that the company, can perform a task in the public interest, and carry out its legal obligations
  • The data needs to be processed for the legitimate interests of the company or a third party (provided the individual’s rights and freedoms are not overridden)
  • The individual has freely given clear consent

 

For special categories of personal data, we will also meet one of the special category conditions for processing which are set out in the GDPR and Data Protection Act 2018.

 

Whenever we first collect personal data directly from individuals, we will provide them with the relevant information required by data protection law.

 

7.2 Limitation, minimisation and accuracy

We will only collect personal data for specified, explicit and legitimate reasons. We will explain these reasons to the individuals when we first collect their data.

If we want to use personal data for reasons other than those given when we first obtained it, we will inform the individuals concerned before we do so and seek consent where necessary.

Staff must only process personal data where it is necessary in order to do their jobs.

When staff no longer need the personal data they hold, they must ensure it is deleted or anonymised. This will be done in accordance with the company’s records management policy.

 

 

 

 

 

8. Sharing personal data

We will not normally share personal data with anyone else, but may do so where:

  • There is an issue with a customer that puts the safety of our staff at risk
  • We need to liaise with other agencies – we will seek consent as necessary before doing this
  • Our suppliers or contractors need data to enable us to provide services to our customers and or staff  – for example, Pension and Healthcare Providers.

When doing this, we will:

    • Only appoint suppliers or contractors which can provide sufficient guarantees that they comply with data protection law
    • Establish a data sharing agreement with the supplier or contractor, either in the contract or as a standalone agreement, to ensure the fair and lawful processing of any personal data we share
    • Only share data that the supplier or contractor needs to carry out their service, and information necessary to keep them safe while working with us

We will also share personal data with law enforcement and government bodies where we are legally required to do so, including for:

  • The prevention or detection of crime and/or fraud
  • The apprehension or prosecution of offenders
  • The assessment or collection of tax owed to HMRC
  • In connection with legal proceedings

We may also share personal data with emergency services and local authorities to help them to respond to an emergency situation that affects any of our staff.

Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.

 

 

 

9. Subject access requests and other rights of individuals

9.1 Subject access requests

Individuals have a right to make a ‘subject access request’ to gain access to personal information that the company holds about them. This includes:

  • Confirmation that their personal data is being processed
  • Access to a copy of the data
  • The purposes of the data processing
  • The categories of personal data concerned
  • Who the data has been, or will be, shared with
  • How long the data will be stored for, or if this isn’t possible, the criteria used to determine this period
  • The source of the data, if not the individual
  • Whether any automated decision-making is being applied to their data, and what the significance and consequences of this might be for the individual

Subject access requests must be submitted in writing, either by letter, email or fax to the DPO. They should include:

  • Name of individual
  • Correspondence address
  • Contact number and email address
  • Details of the information requested

If staff receive a subject access request they must immediately forward it to the Administration Director of inotec UK.

 

9.2 Responding to subject access requests

When responding to requests, we:

  • May ask the individual to provide 2 forms of identification
  • May contact the individual via phone to confirm the request was made
  • Will respond without delay and within 1 month of receipt of the request
  • Will provide the information free of charge
  • May tell the individual we will comply within 3 months of receipt of the request, where a request is complex or numerous. We will inform the individual of this within 1 month, and explain why the extension is necessary

 

If the request is unfounded or excessive, we may refuse to act on it, or charge a reasonable fee which takes into account administrative costs.

A request will be deemed to be unfounded or excessive if it is repetitive, or asks for further copies of the same information.

When we refuse a request, we will tell the individual why, and tell them they have the right to complain to the ICO.

9.3 Other data protection rights of the individual

In addition to the right to make a subject access request (see above), and to receive information when we are collecting their data about how we use and process it (see section 7), individuals also have the right to:

  • Withdraw their consent to processing at any time
  • Ask us to rectify, erase or restrict processing of their personal data, or object to the processing of it (in certain circumstances)
  • Prevent use of their personal data for direct marketing
  • Challenge processing which has been justified on the basis of public interest
  • Request a copy of agreements under which their personal data is transferred outside of the European Economic Area
  • Object to decisions based solely on automated decision making or profiling (decisions taken with no human involvement, that might negatively affect them)
  • Prevent processing that is likely to cause damage or distress
  • Be notified of a data breach in certain circumstances
  • Make a complaint to the ICO
  • Ask for their personal data to be transferred to a third party in a structured, commonly used and machine-readable format (in certain circumstances)

Individuals should submit any request to exercise these rights to the Administration Director. If staff receive such a request, they must immediately forward it to the Administration Director.

 

10. Data security and storage of records

We will protect personal data and keep it safe from unauthorised or unlawful access, alteration, processing or disclosure, and against accidental or unlawful loss, destruction or damage.

In particular:

  • Paper-based records and portable electronic devices, such as laptops and hard drives that contain personal data are to be kept under lock and key when not in use
  • Papers containing confidential personal data must not be left on office desks, on staffroom tables, pinned to notice/display boards, or left anywhere else where there is general access
  • Where personal information needs to be taken off site, staff must take all reasonable steps to ensure it’s security in transit and at home
  • Passwords that are at least 8 characters long containing letters and numbers are used to access computers, laptops and other electronic devices. Staff are reminded to change their passwords at regular intervals
  • Encryption software is used to protect all portable devices and removable media, such as laptops and USB devices
  • Staff who store personal information on their personal devices are expected to follow the same security procedures as for company-owned equipment
  • Where we need to share personal data with a third party, we carry out due diligence and take reasonable steps to ensure it is stored securely and adequately protected

11. Disposal of records

Personal data that is no longer needed will be disposed of securely. Personal data that has become inaccurate or out of date will also be disposed of securely, where we cannot or do not need to rectify or update it.

For example, we will shred or incinerate paper-based records, and overwrite or delete electronic files. We may also use a third party to safely dispose of records on the school’s behalf. If we do so, we will require the third party to provide sufficient guarantees that it complies with data protection law.

12. Personal data breaches

The company will make all reasonable endeavours to ensure that there are no personal data breaches.

In the unlikely event of a suspected data breach, we will follow the procedure set out in appendix 1.

When appropriate, we will report the data breach to the ICO within 72 hours. Such breaches in a company context may include, but are not limited to:

  • A non-anonymised dataset being made available to an unauthorised third party
  • The theft of a company laptop containing non-encrypted personal data about customers

13. Training

All staff are provided with data protection training as part of their induction process.

Data protection will also form part of continuing professional development, where changes to legislation, guidance or the company’s processes make it necessary.

14. Monitoring arrangements

The Administration Director is responsible for monitoring and reviewing this policy.

This policy will be reviewed and updated if necessary when the Data Protection Bill receives royal assent and becomes law (as the Data Protection Act 2018) – if any changes are made to the bill that affect our company’s practice. Otherwise, or from then on, this policy will be reviewed every 2 years.

CONDITIONS OF SALE.

  1. GENERAL.

(a)  DEFINITIONS in these conditions of sale

( i) inotec means inotec Barcode Security Ltd. T/A inotec UK

(ii)  Customer means the person, firm or company, who places an order with inotec for the supply of systems,

equipment, label media or manpower services

(b)   Inclusion of terms inconsistent herewith. Only these conditions of sale shall apply to sales by inotec. If the terms and conditions

stated in the customer’s order are inconsistent herewith, or if they contain a provision(s) purporting to exclude these conditions of sale,

inotec’s acceptance of the customer’s order shall constitute a counter offer and the customer shall be deemed to have accepted

these conditions unless it notifies the secretary of inotec at its Hull office to the contrary in writing within seven days of the date of

acknowledgement of the customer’s order.

(c)  Variation and Waiver. No variation, cancellation or waiver of these conditions shall be valid unless made in writing and signed by the

secretary of inotec or a director of inotec.

  1. EXTENT OF CONTRACT.  The customer must notify inotec within five days of acknowledgement of order if such acknowledgement does not accurately confirm the customer’s order (failing which the customer will be bound by the terms of the acknowledgement).
  2. ACCEPTANCE.   inotec’s offer, estimates, quotations and price lists are without engagement and all orders require inotec’s acceptance in writing in order to create a contract. Any such acceptance shall nevertheless be subject to the customer’s credit being approved and to cancellation without liability at the instance of inotec should it subsequently find the customers credit inadequate. Notification of acknowledgement of order shall be deemed acceptance by inotec.
  3. PRICES.  Prices in any quotation exclude Delivery, VAT, Duty and other taxes and are valid for 30 days unless otherwise stated in the quotation and may be changed as a result of currency fluctuations, legislation, Government action or variation of order or specification by the customer.
  4. AVAILABILITY.     All items in the quotation will be subject to availability. Time is not the essence of the contract, but the best efforts will be made to meet delivery targets.
  5. DELIVERY AND PAYMENT.

(a)    Delivery of work shall be accepted when tendered and late delivery does not entitle the customer to reject the goods, terminate the

contract or withhold payment.

  • If expedited delivery is agreed, inotec may make an extra charge for necessary overtime and other costs incurred..
  • Payment is due 30 days after delivery unless different terms of payment have been stated in the quotation or order

acknowledgement.

  • All sums due to inotec which are not paid on the due date (without prejudice to the other rights of inotec) will bear interest at

the rate of 1% per month above the prevailing bank rate at that time, or pro rata per diem from the date the payment becomes due

until the date payment is made.

  • If any sum due to inotec is not paid on the due date all invoices delivered to the customer shall become immediately due and

payable whether or not any credit or delayed payment periods have been agreed.

  1. CLAIMS.  Claims arising from damage, delay, or partial loss of goods in transit must be made in writing to inotec and the carrier so as to reach them within ten days of delivery, and claims for non-delivery within 28 days of despatch of the goods. All other claims must be made to inotec within ten days of delivery or within ten days of the defect coming to the notice of the customer.
  2. LIABILITY.  inotec shall not be liable for any consequential or indirect loss suffered by the customer whether this loss arises from breach of a duty in contract or tort or in any other way (including inotec’s negligence). Non-exhaustive illustrations of such loss are (i) loss of profits (ii) loss of Contracts (iii) damage to property and (iv) personal injury to the customer or any third party (but only insofar as such injury is not caused by inotec’s negligence).
  3. CUSTOMERS PROPERTY.  Customer’s property and all property supplied to inotec by or on behalf of the customer will be held, worked on, and carried at the customer’s risk.
  4. GENERAL LIEN. Without prejudice to other remedies inotec shall in respect of all unpaid debts due from the customer have a general lien on all goods and property in its possession (whether worked on or not) and shall be entitled on the expiry of 14 days notice to dispose of such goods or property as it thinks fit and to supply any proceeds towards such debts.
  5. RETENTION OF TITLE
  • Title in goods supplied by inotec shall not pass to the customer until payment for the goods is made in full and no other amounts

are owing by the customer to inotec.

  • For the purpose of passing of risk, the time of passing of risk shall be the time of delivery of the goods.
  • Without prejudice to other remedies, inotec shall have the right before title has passed to the customer to recover or re-sell the

goods and to enter onto the customers premises for that purpose; if the customer sells the goods inotec shall have the right to

trace the proceeds of sale received by the customer through any account maintained by the customer and the customer shall assign

its rights to recover the selling price if required to do so by inotec.

  • Title in software supplied by inotec shall not pass to the customer and is subject to the limited use as specified in the originator’s

licence for limited agreement. All software is supplied on the basis that the customer agrees to the terms of inotec’s and/or the

originator’s licence for limited use.

  1. CUSTOMER’S RESPONSIBILITY. The customer on acceptance of inotec’s quotation is deemed to have carefully selected the system or goods and is satisfied that it is fit for the purposes desired. inotec will have made representations as to the suitability based on information given by the customer or their agent prior to acceptance. inotec can only be responsible for these representations.
  2. CONTRACT DELIVERIES. A contract for periodical supply of goods may not be terminated by the customer unless written notice is given to inotec at their Hull office as follows:

DELIVERIES                                                                                                           LENGTH OF NOTICE

Weekly to Monthly                                                                                                  3 Months

Two Monthly and Quarterly                                                                                    6 Months

Termination of periodical supply may be subject to a termination fee.

  1. FORCE MAJEURE. Every effort will be made to carry out the contract but its due performance is subject to cancellation by inotec or to such variation as it may find necessary as a result of inability to secure labour, materials or supplies or as a result of any Act of God, War, Strike, Lockout or other labour dispute, Fire, Flood, Drought, Legislation or other cause (whether of the foregoing class or not) beyond inotec’s control.
  2. These conditions and all other express terms of the contract shall be governed and construed in accordance with the Laws of England exclusively.

 

CONDITIONS OF SALE.

  1. GENERAL.

(a)  DEFINITIONS in these conditions of sale

( i) inotec means inotec Barcode Security Ltd. T/A inotec UK

(ii)  Customer means the person, firm or company, who places an order with inotec for the supply of systems,

equipment, label media or manpower services

(b)   Inclusion of terms inconsistent herewith. Only these conditions of sale shall apply to sales by inotec. If the terms and conditions

stated in the customer’s order are inconsistent herewith, or if they contain a provision(s) purporting to exclude these conditions of sale,

inotec’s acceptance of the customer’s order shall constitute a counter offer and the customer shall be deemed to have accepted

these conditions unless it notifies the secretary of inotec at its Hull office to the contrary in writing within seven days of the date of

acknowledgement of the customer’s order.

(c)  Variation and Waiver. No variation, cancellation or waiver of these conditions shall be valid unless made in writing and signed by the

secretary of inotec or a director of inotec.

  1. EXTENT OF CONTRACT.  The customer must notify inotec within five days of acknowledgement of order if such acknowledgement does not accurately confirm the customer’s order (failing which the customer will be bound by the terms of the acknowledgement).
  2. ACCEPTANCE.   inotec’s offer, estimates, quotations and price lists are without engagement and all orders require inotec’s acceptance in writing in order to create a contract. Any such acceptance shall nevertheless be subject to the customer’s credit being approved and to cancellation without liability at the instance of inotec should it subsequently find the customers credit inadequate. Notification of acknowledgement of order shall be deemed acceptance by inotec.
  3. PRICES.  Prices in any quotation exclude Delivery, VAT, Duty and other taxes and are valid for 30 days unless otherwise stated in the quotation and may be changed as a result of currency fluctuations, legislation, Government action or variation of order or specification by the customer.
  4. AVAILABILITY.     All items in the quotation will be subject to availability. Time is not the essence of the contract, but the best efforts will be made to meet delivery targets.
  5. DELIVERY AND PAYMENT.

(a)    Delivery of work shall be accepted when tendered and late delivery does not entitle the customer to reject the goods, terminate the

contract or withhold payment.

  • If expedited delivery is agreed, inotec may make an extra charge for necessary overtime and other costs incurred..
  • Payment is due 30 days after delivery unless different terms of payment have been stated in the quotation or order

acknowledgement.

  • All sums due to inotec which are not paid on the due date (without prejudice to the other rights of inotec) will bear interest at

the rate of 1% per month above the prevailing bank rate at that time, or pro rata per diem from the date the payment becomes due

until the date payment is made.

  • If any sum due to inotec is not paid on the due date all invoices delivered to the customer shall become immediately due and

payable whether or not any credit or delayed payment periods have been agreed.

  1. CLAIMS.  Claims arising from damage, delay, or partial loss of goods in transit must be made in writing to inotec and the carrier so as to reach them within ten days of delivery, and claims for non-delivery within 28 days of despatch of the goods. All other claims must be made to inotec within ten days of delivery or within ten days of the defect coming to the notice of the customer.
  2. LIABILITY.  inotec shall not be liable for any consequential or indirect loss suffered by the customer whether this loss arises from breach of a duty in contract or tort or in any other way (including inotec’s negligence). Non-exhaustive illustrations of such loss are (i) loss of profits (ii) loss of Contracts (iii) damage to property and (iv) personal injury to the customer or any third party (but only insofar as such injury is not caused by inotec’s negligence).
  3. CUSTOMERS PROPERTY.  Customer’s property and all property supplied to inotec by or on behalf of the customer will be held, worked on, and carried at the customer’s risk.
  4. GENERAL LIEN. Without prejudice to other remedies inotec shall in respect of all unpaid debts due from the customer have a general lien on all goods and property in its possession (whether worked on or not) and shall be entitled on the expiry of 14 days notice to dispose of such goods or property as it thinks fit and to supply any proceeds towards such debts.
  5. RETENTION OF TITLE
  • Title in goods supplied by inotec shall not pass to the customer until payment for the goods is made in full and no other amounts

are owing by the customer to inotec.

  • For the purpose of passing of risk, the time of passing of risk shall be the time of delivery of the goods.
  • Without prejudice to other remedies, inotec shall have the right before title has passed to the customer to recover or re-sell the

goods and to enter onto the customers premises for that purpose; if the customer sells the goods inotec shall have the right to

trace the proceeds of sale received by the customer through any account maintained by the customer and the customer shall assign

its rights to recover the selling price if required to do so by inotec.

  • Title in software supplied by inotec shall not pass to the customer and is subject to the limited use as specified in the originator’s

licence for limited agreement. All software is supplied on the basis that the customer agrees to the terms of inotec’s and/or the

originator’s licence for limited use.

  1. CUSTOMER’S RESPONSIBILITY. The customer on acceptance of inotec’s quotation is deemed to have carefully selected the system or goods and is satisfied that it is fit for the purposes desired. inotec will have made representations as to the suitability based on information given by the customer or their agent prior to acceptance. inotec can only be responsible for these representations.
  2. CONTRACT DELIVERIES. A contract for periodical supply of goods may not be terminated by the customer unless written notice is given to inotec at their Hull office as follows:

DELIVERIES                                                                                                           LENGTH OF NOTICE

Weekly to Monthly                                                                                                  3 Months

Two Monthly and Quarterly                                                                                    6 Months

Termination of periodical supply may be subject to a termination fee.

  1. FORCE MAJEURE. Every effort will be made to carry out the contract but its due performance is subject to cancellation by inotec or to such variation as it may find necessary as a result of inability to secure labour, materials or supplies or as a result of any Act of God, War, Strike, Lockout or other labour dispute, Fire, Flood, Drought, Legislation or other cause (whether of the foregoing class or not) beyond inotec’s control.
  2. These conditions and all other express terms of the contract shall be governed and construed in accordance with the Laws of England exclusively.