This policy describes how we, James Robertshaw as a data controller, process and use the personal data we collect from employees, suppliers, customers and those who have expressed an interest in James Robertshaw.
You can contact us:
- by post, using the postal address given here:
- using our website contact form;
- by telephone, on the contact number published on our website; or
- by email, using [email protected] or [email protected]
We are committed to protecting and respecting your privacy.
This policy sets out the basis on which any personal data we collect from you, or what you provide to us, will be processed by us.
2. Collecting personal information
2.1 What data are held?
The only personal data we hold in our records are that which have been provided to us by employees, suppliers, customers and other parties with which we have a legitimate business interest. This may include one or more of the following:
- Name, contact details, e.g. email address, phone number, work postal address
- For employees only, details are held in personnel files which are required for employment/legal purposes, such as home address, telephone number, emergency contact (name and phone number), bank account details for payroll, details of any relevant disability, allergy or special needs, accident, attendance, grievance and disciplinary records, if these occur, although these are extremely rare, and are only held in personnel files for a defined period of time as specified in company terms and conditions, usually 12 months from the date of the incident.
- Supplier and customer payment details.
When you interact with our web site, we may collect and process the following data about you:
- information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths), which we use to study how our web site is used and how we can improve it;
- information that you provide to us when registering with our website (including your email address);
- information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (including your name and email address);
- information that you provide to us when using the services on our website, or that is generated in the course of the use of those services (including the timing, frequency and pattern of service use);
- information that you post to our website for publication on the internet (including your user name, your profile pictures and the content of your posts);
- information contained in or relating to any communication that you send to us or send through our website (including the communication content and metadata associated with the communication); and
- any other personal information that you choose to send to us, in the course of establishing a business relationship with us.
2.2 How are the data used?
Data are used for the following purposes only:
- For the legitimate interest in managing the business and daily interactions with employees, suppliers, customers and other parties.
- Details, provided consent has been given to do so, of any relevant disability, allergy or special needs, required for planning purposes, of any limitations there may be in carrying out everyday employment duties.
- Sending business contacts, customers and suppliers occasional emails about company activities, products and related topics. Where an existing and up to date (defined as a financial transaction having occurred in the last two years) business relationship exists, this will be considered a legitimate interest.
- In the absence of an up to date business relationship, consent will be sought for occasional marketing communications.
- Customer data will be kept for 5 years from previous interactions. Following 5 years of non-interaction, all details will be removed from company systems.
We may use your personal information to:
- Administer our website and business;
- Personalise our website for you;
- Enable your use of the services available on our website;
- Send statements, invoices and payment reminders to you, and collect payments from you;
- Send you non-marketing commercial communications;
- Send you email notifications that you have specifically requested;
- Send you our email newsletter, if you have requested it (you can inform us at any time if you no longer require the newsletter by telephone or using the unsubscribe button);
- Send you marketing communications relating to our business which we think may be of interest to you, by post or, where you have specifically agreed to this, by email or similar technology; you can inform us at any time if you no longer require marketing communications);
- deal with enquiries and complaints made by or about you relating to our website;
We share our data with our marketing agency Relative Marketing and Creative to complete the marketing work, but we never sell your personal data to any third party organisations.
Data may be shared with specified company management team members on a need-to-know basis and where necessary for carrying out company activities. Usually this will be isolated information for a specific purpose, e.g. annual salary details for pay reviews.
2.3 How does the company protect data?
Name and email address details are held in password-protected data files, such as Blindata.
Data relating to employment are held in folders in a locked filing cabinet in the Managing Director’s office. The file is only accessible to the Managing Director and the company’s HR Advisor, Sue Costa.
Protection of data is specified in detail in the company Data Protection Procedure.
3.1 Our cookies
We use both session and persistent cookies on our website.
We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information with our internal team. This is statistical data about our users’ browsing actions and patterns, and we use this to see how successful our marketing work has been and to analyse where our website traffic is coming from.
3.2 Functional and first party cookies
These cookies are the tracking codes from other 3rd party websites that are used within our website; Facebook, SharpSpring (marketing automation) and MailChimp. We use these tracking codes for internal purposes only. The only time we would share this information with another company would be work we cannot complete within the business.
3.3 Analytics cookies
We use Google Analytics to analyse the use of our website.
The analytics cookies used by our website have the following names: [_ga, _gat, __utma, __utmt, __utmb, __utmc, __utmz and __utmv].
The information generated relating to our website is used to create reports about the use of our website.
3.4 Blocking cookies
Most browsers allow you to refuse or to accept cookies; for example:
- in Internet Explorer (version 11) you can block cookies using the cookie handling override settings available by clicking “Tools”, “Internet Options”, “Privacy” and then “Advanced”
- in Firefox (version 47) you can block all cookies by clicking “Tools”, “Preferences”, “Privacy & Security”, selecting “Block cookies and site data…” from under the “Cookies and Site Data” heading
- in Chrome (version 52), you can block all cookies by accessing the “Customise and control” menu, and clicking “Settings”, “Show advanced settings” and “Content settings”, and then selecting “Block sites from setting any data” under the “Cookies” heading
Blocking all cookies will have a negative impact upon the usability of many websites.
3.5 Deleting cookies
You can delete cookies already stored on your computer; for example:
- in Internet Explorer (version 11), you must manually delete cookie files (you can find instructions for doing so at http://windows.microsoft.com/en-gb/internet-explorer/delete-manage-cookies#ie=ie-11)
- in Firefox (version 47), you can delete cookies by clicking “Tools”, “Preferences”, “Privacy & Security”, then selecting “Clear history” from the drop-down menu, clicking “Details”, ensure “Cookies is selected” and then clicking “Clear Now”
- in Chrome (version 52), you can delete all cookies by accessing the “Customise and control” menu, and clicking “Settings”, “Show advanced settings” and “Clear browsing data”, and then selecting “Cookies and other site and plug-in data” before clicking “Clear browsing data”
Deleting cookies will have a negative impact on the usability of many websites.
4. Your Rights
If you no longer wish to receive occasional emails from us at any time in the future, then please send us an email with the word ‘Unsubscribe’ in the subject line. We will delete your name and email address from our mailing list within seven days.
If for any reason your employment with the company ceases, we will delete from our records your personal details after a specified period, as required by relevant company employment policies and tax regimes.
You have the right to ask us for a copy of your personal data that we hold and to ask us to correct or delete it.
These rights may be limited, for example if you ask us to delete information that we are required by law to keep or have compelling legitimate interests in keeping.
4.1 Consent to receive communications
When entering into a relationship with our company, we will give you an opportunity to grant consent to our use of your personal information for marketing purposes. You may opt-out of your use of personal information for marketing, or opt-in, at any time by telephone, email or the unsubscribe link at the bottom of all our email newsletters.