In readiness for the new General Data Protection Regulation (GDPR) taking effect on 25th May 2018 we are confirming the following information regarding our use of data.
Who we are.
A E Evans Ltd was incorporated in the UK in 1985. We manufacture and distribute Playground Equipment, Fencing and Landscape materials, and other timber solutions to the trade.
Under the General Data Protection Regulation (GDPR) which becomes effective on 25th May 2018, we are a Data Controller as we determine the Purposes and Means for which data is processed. This means we are responsible for ensuring the data we collect is controlled and protected at all times.
If you have any queries regarding the data we hold, you can contact using the details at the foot of this notice.
Why we need your personal data and how we need to use (process) it.
We obtain and use your personal data for the purposes of forming and maintaining our business relationship with you, which might include setting up and administering customer or supplier accounts, assessing customers for credit, processing orders, arranging deliveries and after-sales service and issuing invoices and statements, credit control, making payments to suppliers or refunds to customers, raising or responding to queries, warranty claims or any other reasonable purpose which might arise during course of our relationship.
We will also use personal information to keep in touch with named contacts of customers or potential customers to provide information on products or pricing, unless we have been asked not to.
The lawful basis for processing
The lawful bases we rely on for processing data are contract (for creating and performing the specific tasks to undertake business with our customers and suppliers) and legitimate interests (for our own marketing purposes, relationship management, credit control, and resolving queries, complaints or disputes and sharing personal data with trusted partners such as auditors, solicitors, insurers for appropriate business related functions).
What Personal Data we Collect.
In order to provide the best possible products and services to our customers we need to process certain information. A E Evans Ltd only ask for details that will genuinely help us to deliver these products and services, such as your name, job role, and contact details; including but not limited to: Telephone number, email address, first and last name, job title. We may also have personal details of directors or proprietors of our customers where provided by you or as a result of a credit check on your business. In some circumstances (such as in the case of unincorporated business partners), personal data might also include addresses and bank details.
We may also collect Name Address and contact details for end users where provided by you to liaise with them for delivery of goods or provision of after-sales service.
Where A E Evans Ltd are required by you to process payments for goods and services by way of debit or credit card we will also process these details for you, but only for this purpose. Card transactions are processed ‘live’ via Sagepay over a secure connection and card details are not retained after the transaction has completed.
Sources of Personal data.
We obtain personal data either directly from you when establishing a relationship with us, contacting us for any reason, or from one of your colleagues in the course of our business, from publicly available sources as a result of our marketing activity including attendance at exhibitions or trade functions or research on your company which may include credit worthiness checks with reputable sources such as Experian or our own Trade Credit Insurer.
We do not automatically collect personal information via use of our website unless you actively choose to provide it via the form fill submission on the contact us page. You should be aware that such use of our website is not completely secure and transmission of personal data in this way is at your own risk.
Who has access to personal data.
Only staff who have a specific need to access personal data are able to do so and this is controlled by password protection to our systems.
Where requested by you or an end user, we will pass on end user contact details to our haulier(s) who will use that information solely for the purpose of executing the delivery instruction. This information provided to us should be in accordance with your own procedures which meet GDPR requirements.
We may also share data with trusted partners such as our auditors, bankers, solicitors, insurers where appropriate. We may have to provide personal information to authorities such as HMRC, Government departments or law enforcement authorities where legally required.
We will not sell or share personal information to third parties for marketing purposes or any other purpose that is not related to our own business needs as outlined in this policy.
A E Evans Ltd uses technical and organisational security measures to protect personal information against access, manipulation, loss or destruction by third parties. This will include the use of Antivirus and Malware products, Firewalls, daily backup procedures and physical security measures.
Retention Periods for data.
We will not retain data for longer than necessary.
We will hold your data for as long as our relationship exists or a period to ensure traceability for business purposes such as tax and warranty records.
Access to your personal data.
You can request details of the personal data we will hold about you and we will respond as soon as possible and within one month, free of charge.
Removal of personal data.
If you would like us to delete your personal data, please contact us at GDPR@aeevans.co.uk
Right to complain.
Should you have a request or complaint regarding our use of your data, you should in the first instance contact us. We will always strive to give a complete, honest response in good time. If you are unhappy with the our response, you have the right to complain to the supervising authority which in our case is the UK information commissioner, details of which can be found at www.ico.org.uk
Our Contact details.
Please raise any questions or complaints about the way we handle your personal information to:
A E Evans Ltd, Lightwood Green, Overton on Dee, Wrexham LL13 0HU
or by telephoning Chris Seager on 01978 7104455,
or email GDPR@aeevans.co.uk .