Information we collect from you

We collect and process some or all of the following types of information from you in the course of your use of the website or providing our services:

• Information that you provide by filling in our ‘Contact Us’ form on the Website which includes personal details such as your name, e-mail address, company name (if applicable) and any personal information you include when you submit your enquiry form. We may also ask you for information when you report a problem with the Website.
• If you contact Us, We may keep a record of that correspondence.
• We may also ask you to complete surveys that We use for research purposes, although you do not have to respond to them.
• Details of your visits to the Website including, but not limited to, traffic data, location data, weblogs and other communication data, and the resources that you access.

Lawful basis for and purposes of processing

We use information held about you in the following ways:

We rely on “performance of a contract” where you are an individual who has directly entered into a contract with us, and “legitimate interest” where you are an employee of a customer or a supplier with whom we have a contract, to:

• provide you with our services or to receive services from you.
• provide your organisation with our services or receive services from your organisation.
• notify you about changes to our service and to correspond with you in relation to any updates and alerts relating to the services being provided.
• comply with or enforce any obligations under our contract with you or your organisation.

We rely on “legitimate interest” as the lawful basis on which we collect and use your personal data for marketing and business development and the administration and improvement of our Website, in particular:

• To ensure that content on the Website is presented in the most effective manner for you and for the device(s) you use to access and view the Website.
• To provide you with information and offers that you request from Us or which We feel may interest you.
• to provide you with marketing and promotional materials (as set out in more detail below)

We rely on “compliance with a legal obligation” as the lawful basis on which we store and share your personal data with any relevant authorities where this is required by them as evidence of our compliance with regulations and any quality assurance schemes.

Marketing

In addition to the above uses, and only where you (or your organisation) has entered into We may use your information, to notify you about goods or services which may be of interest to you. Where We do this, We will contact you by electronic means (e-mail or SMS). If you do not want Us to use your data in this way please (i) unsubscribe from our electronic communications using the method indicated in the relevant communication; or (ii) inform Us at any time by contacting Us at the contact details set out below.

We routinely disclose your personal data to third parties as follows:

• to third party monitoring services with whom we are partnered to provide you with our services.
• to other third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (e.g. to host our servers).

We may also disclose your personal data to third parties:

• in the event that We sell or buy any business or assets, in which case We may disclose your personal data to the prospective seller or buyer of such business or assets; or
• if We or substantially all of our assets are acquired by a third party, in which case personal data held by Us about our customers will be one of the transferred assets; or
• if We are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Terms and Conditions and other agreements entered between you and Us; or
• to protect Our rights, property, or safety or that of our affiliated entities and our users and any third party We interact with the to provide the Website; or
• in relation to selected third parties only, only to the extent that you have consented to such selected third parties notifying you about certain goods or services, which may be if interest to you.

Other than as set out above, and save insofar as is necessary in order for Us to carry out our obligations arising from any contracts entered into between you and Us, We will not share your data with third parties unless We have procured your express consent to do so.

Security

We take appropriate measures to ensure that any personal data are kept secure, including security measures to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where We are legally required to do so.

Unfortunately, the transmission of information via the internet is not completely secure. Although We will do our best to protect your personal data, We cannot guarantee the security of your data transmitted to the Website; any transmission is at your own risk. Once We have received your information, We will use strict procedures and security features to try to prevent unauthorised access.

The Website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and terms of use and that we do not accept any responsibility or liability for these policies and terms of use. Please check these policies before you submit any personal data to these websites.

Keeping your personal data up to date

Please contact Us using the contact details below if your personal details change and you wish to update them by contacting Us or if you have any questions about how We use data collected which relates to you.

We will endeavour to update your personal data within twenty one (21) working days of any new or updated personal data being provided to Us, in order to ensure that the personal data We hold about you is as accurate and up to date as possible.

How long we keep your personal data

We will hold the data set out above for a reasonable time having regard to the nature of the personal data and the purpose for which it was collected. In particular:

• Where we hold your personal data in connection with the performance of a contract with one of our customers or suppliers, we will hold your data, and in particular any communications between you and us in relation to the negotiation or performance of the contract by either party for so long as that contract is in force and for a period of at least twelve (12) years after where the contract relates to the provision of fire safety monitoring services, or for seven (7) years after for all other services;
• Where we hold your data in connection with prospective customers or suppliers, and in particular any communications between you and us in relation to the negotiation of a new contract, we will hold your data for up to two (2) years after you last communicated with us.
• In respect of website usage data, we hold your data for 1 year from the date of collection.

Where we store your personal data

All information We hold about you is stored on our supplier’s secure servers in the United Kingdom.

Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:

• access to your personal data and to certain other supplementary information that this Policy is already designed to address
• require Us to correct any mistakes in your information which We hold
• require the erasure of personal data concerning you in certain situations
• receive the personal data concerning you which you have provided to Us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
• object at any time to processing of personal data concerning you for direct marketing
• object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
• object in certain other situations to our continued processing of your personal data
• otherwise restrict our processing of your personal data in certain circumstances
• claim compensation for damages caused by our breach of any data protection laws.

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

• email, call or write to Us
• let Us have enough information to identify you (account number, name and e-mail address)
• let Us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
• let Us know the information to which your request relates, including any account or reference numbers, if you have them

We hope that We can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

We reserve the right to modify this Policy at any time. Any changes We may make to our Policy in the future will be notified and made available to you using the Website. Your continued use of the services and the Website shall be deemed your acceptance of the varied privacy policy.

We may collect information about your computer or other device from which you access the Website including where available your IP address, operating system and browser type, for systems administration and to report aggregate information to third parties affiliates. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual. We may, however, use such information in conjunction with the data We have about you in order to track your usage of our services.

Our Website uses cookies to distinguish you from other users of our Website. This helps Us to provide you with a good experience when you browse our Website and also allows Us to improve the Website. By using our Website you agree to our use of cookies as more specifically set out below.

A cookie is a small file of letters and numbers that We store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.

The cookies We use include:

• “Analytical” cookies. They allow Us to recognise and count the number of visitors and to see how visitors move around the Website when they are using it. This helps Us to improve the way our Website works, for example, by ensuring that users are finding what they are looking for easily.
• “Strictly necessary” cookies. These are cookies that are required for the operation of our Website. They include, for example, cookies that enable you to log into secure areas of our Website, use a shopping cart or make use of e-billing services.
• “Functionality” cookies. These are used to recognise you when you return to our Website. This enables Us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
• “Targeting” cookies. These cookies record your visit to our Website, the pages you have visited and the links you have followed to our affiliates websites. We will use this information to make our Website, offers e-mailed to you and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

You may block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of the Website. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies as soon as you visit our Website.

All questions, comments and requests regarding this Privacy and Cookies Policy please email Us at info@clearsoundsecurity.co.uk, or write to Us at Clear Sound Alarms Limited, 179 Lockhurst Lane, Coventry, CV6 5NQ.