At Industrial Abrasives Limited the privacy and security of data is of primary importance. To comply with the General Protection Regulation (GDPR) systems, procedures are in place to securely monitor and control the way data is managed and protected.
As a small medium Enterprise (SME) working solely on a Business 2 Business basis, the data we handle is for our ‘Core Business Purposes’ only, enabling us to contact our customers and suppliers for the purpose of general communication, quotations, contracts, invoices, accounting etc.
We DO NOT purchase, sell or transfer contact data for marketing purposes. Contact information is for our internal use only. The data we hold on external companies and clients and their representatives is generated purely from direct inbound contact with us, face to face meetings where contact details are received or following successful contact we have made with an individual business / client using details publicly available online or via received catalogues or marketing.
Data Protection Officer / Controller:
The Data Controller within our company can be contacted by telephone on 01202303362 or by email at firstname.lastname@example.org SUBJECT: MR-DAWE-GDPR-ENQUIRY.
Company contact information is held and archived both on contractual and legal grounds where reference to historic contracts / business transactions could be necessary for repeat business, for investigations for taxation purposes or if product liability enquiries occur many years in the future – without limitation. In such cases evidence of historic business transactions, communications and fine details of such transactions could be necessary for the protection of our business, its directors and employees at the time of any historic transaction.
Increased fraud prevention methods used by banks also require us to retain records providing evidence of financial transactions (including where funds were sent to / received from and to/from which company) upon request.
Specific to our market are the very small tolerances worked to by clients using natural raw materials, some take many months even years to find. Agreements are based on a longer-term ‘contact and supply on availability’ basis. The only way for this to be possible is for contact information to be retained on file. We are subject to the Kimberley Process for certain products, and we must have thorough long-term records for this also.
All historic transactions are archived and stored in a secure premises until such time has passed that legal and contractual obligations are seen to have sufficiently passed which can vary depending on the business type.
Basic contact details for services, suppliers and clients and the preferred departmental contacts are retained securely on file should it become necessary to discuss historic business transactions and the details thereof at any given time in the future. These are held
until such time has passed that legal and contractual obligations are seen to have sufficiently passed.
Individuals Rights – Access Requests / Deletion Requests
Upon request in writing, copies of the information we hold about your company and your representative currently held on file can be provided to check its accuracy. We will follow our internal procedures (procedures ref:01) document in such cases. Should any contact of IAL request to have their details deleted and removed from our systems, the steps in our procedure shall be followed to complete that.
We do not operate our business on the basis of mass marketing or mailshots.
All business contacts do however, have the right to request not to receive information from us in whichever format discussed, effectively withdrawing consent to hear from us.
Your information and its use
The information we hold about our business contacts (including suppliers, customers, clients and services etc) is used only for the purpose of our mutual business. An example would be holding your telephone number or email address for communication purposes to establish continued needs, to provide progress updates or perhaps to establish changes to your business requirements. Your contact information remains secure within our internal systems.
Complaints to the ICO
If you contact us regarding the data we have for your company or its representative and find our response unsatisfactory after having explored all avenues together to resolve your complaint, you have the right to complain to the Information Commissioners Office.
Privacy Notice Reviews
We periodically review our privacy statement to check that it accurately reflects how data is protected and handled within our organisation.
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