R&G Fluid Power Group
Privacy Policy
Pennine Pneumatic Services Ltd is part of the R&G Fluid Power Group.
Your privacy is important to us. When we process your personal data we comply with the UK GDPR and the Data Protection Act 2018, together with any other applicable data protection and privacy legislation.
Your personal data includes all the information we hold that identifies you or is about you. More information about the types of personal data we process about you is set out below.
Everything we do with your personal data counts as processing it, including collecting, storing, amending, transferring and deleting it.
This privacy policy provides information about the personal data we process about you, why we process it and how we process it. It applies to customers, suppliers and business contacts as well as candidates contacting us in relation to job vacancies.
Our responsibilities
This privacy policy applies to all personal data processed by or on behalf of the R&G Fluid Power Group (referred to throughout this policy as “R&G Fluid Power”, “we”, “us” or “our”).
The controller of the personal data that you provide to us is likely to be the R&G Fluid Power group company with which you are interacting, or which is providing you with goods and/or services.
If you would like confirmation of which company is the controller of your personal data, if you would like any further information about how we process your personal data or if you have any questions or concerns about the ways in which we process your personal data, please contact us at dpo@rgfluidpower.com
- What data do we process about you?
Customers, Suppliers and Business Contacts
All our sales are business to business, so the personal data that we process about our customers and suppliers is limited to contact information about individual contacts at those organisations. If you are one of our contacts (including a named recipient of any of the products/services we deliver), any personal data we process be limited to your name, position held in your organisation, email address, telephone number and your username and password (where you are authorised to hold an account on behalf of your organisation).
All other information that we process, such as payment details and transaction / order data will relate to the organisation for which you work and is therefore not personal data.
We may also process your personal data if you are one of our business contacts, in which case it will usually consist of your name, email address and contact number as well as information about the organisation at which you work.
We do not collect any special categories of data about you. Special categories of data include information revealing your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, health data or information about your sexual orientation.
We process your personal data in order to maintain our relationship with the organisation with which you work and to provide or receive products and/or services from your organisation. We process your information on the grounds of our legitimate interests.
If you are a business contact or a contact of a prospective customer, we process your personal data on the grounds of our legitimate interests.
If you are a named recipient of any of the products we are delivering, we process your personal data on the grounds of our legitimate interests in fulfilling the order.
We use CCTV in and around our premises for the purposes of crime prevention, detection and security.
Website Visitors
We may process your personal data where you raise any enquiries through any of the “contact us” (or similar) facilities on any website operated by our group. This information will be limited to your name, telephone number, email address and any information you voluntarily provide in relation to your query in any of the free text boxes. This information is processed on the grounds of our legitimate interests in responding to your query.
To help us improve our website and the products/services we offer, we collect data about the ways in which you use our website. This includes, for example, technical data such as your IP address, which is collected through our use of cookies. For specific information about the cookies that we use related to powering our store with Shopify, see https://www.shopify.com/legal/cookies.
Our websites may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy policies. When you leave our website, we encourage you to read the privacy policy of every website you visit.
Candidates
If you apply for a job vacancy with us, or speculatively send us your CV, the personal data that we are likely to process about you includes:
- identity data such as your first name, middle names, last name, marital status, title, date of birth and gender;
- contact data such as your postal address, email address and telephone numbers;
- background data such as your education, career background and work experience;
- personal information such as your skills and qualities; and
- any other information that you include on any CV, application or covering letter you send to us.
We process your information on the grounds of our legitimate interests to determine whether or not we have a suitable vacancy for you. To the extent we need to process special categories of data about you (for example, to ensure our premises are suitably equipped for you if you attend for an interview), we will do so in accordance with our legal obligations. If you provide special categories of data to us which we have not requested, we will process it on the grounds of your consent because you have voluntarily provided the information to us.
- Our collection of your personal data
Customers, Suppliers and Business Contacts
We use different methods to collect data from and about you including through:
- Direct interactions
You may give us your personal data by filling in forms on our website or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you: place an order for our products or services; submit a query about our products or service whether on our website or by email or phone; request for marketing to be sent to you; or give us feedback or contact us.
- Automated technologies or interactions
As you interact with our website, we may automatically collect personal data about you. You can find out more information in our cookie policy available via the website.
Candidates
We receive personal data directly from you when you contact us in respect of a specific vacancy or with a speculative approach. We may also receive information about you from recruiters and agencies that provide temporary workers.
- Who will receive your personal data?
Your personal data is only transferred to the extent that this is necessary. Recipients of your personal data may include:
- other companies within the R&G Fluid Power Group;
- in limited situations, third party payment processors;
- third parties we engage to assist in the provision or delivery of our products services including delivery companies and couriers;
- third parties that assist us in the provision of repairs to our products;
- third parties that assist with our customer satisfaction surveys and reviews;
- legal advisors to the extent they need to see your personal data to provide us with legal advice;
- third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy; and
- if you are a candidate, we may provide feedback to you via the recruiter or agency that recommended you to us.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law.
Generally speaking, we do not transfer your personal data outside of the EEA. The only occasion we may transfer your data outside of the EEA, is where you have requested we send products to a delivery address outside of the EEA, in which case we may send your data to third party service providers, such as delivery/logistics companies, to assist with the delivery of said products.
Whenever we transfer your personal data out of the EEA to service providers, we ensure a similar degree of protection is afforded to it by ensuring:
- your personal data is only transferred to countries that have been deemed by the UK to provide an adequate level of protection for personal data; or
- we rely on the incorporation of standard contractual clauses and/or the UK’s international data transfer agreement or the UK Addendum to the EU’s standard contractual clauses in any agreement with that third party.
- How long will we keep your personal data?
Customers
Your personal data is retained for no more than 7 years from the date you place your order. This enables us to deal with returns, repairs and warranties. After that date your personal data will be deleted or anonymised so that it is no longer personally identifiable. Your information will be kept securely at all times.
Suppliers and Business Contacts
Your personal data is retained for the duration of our relationship with you or the organisation for which you work. Please let us know if you leave the organisation or if your details change. If we receive notification from you or your organisation that you no longer work at that organisation, or if we no longer maintain a working relationship with your organisation, we will delete your information from our system.
If we are corresponding with you as a potential supplier, we will retain your details until we receive notification from you or your organisation that you no longer work at that organisation or until we no longer correspond with the organisation for which you work.
CCTV Footage
We retain CCTV footage for a period of 30 days after which it is permanently deleted unless it is relevant to a crime, incident or other event that has arisen in which case we will retain it for as long as required in relation to the investigation of such crime, incident or event.
Candidates
If you are successful, we will retain your personal data in line with our employee facing privacy policy, a copy of which will be provided to you. If you are unsuccessful, we will retain your application, CV and/or covering letter and any other personal data you provided to us for 6 months from the date we reach our decision in case any other suitable roles arise in which we think you may be interested, or in case you have any questions about our decision. After that date, your personal data will be permanently deleted or destroyed.
- Marketing
We occasionally send newsletters and magazines, in which case we will share your name, email address and (for the purposes of sending you magazines) your billing address with third party mailing companies. We only send you marketing if we are entitled to do so under data protection and privacy legislation, which usually means we either have your consent to send you marketing or we send it to you because you are one of our existing customers.
You can unsubscribe to our marketing communications at any time, either by clicking “unsubscribe” in any marketing email we send to you, or by emailing dpo@rgfluidpower.com .
- What are your rights?
You benefit from a number of rights in respect of the personal data we hold about you. We have summarised your rights below, and more information is available from the Information Commissioner’s Office website (https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/). These rights apply for the period in which we process your data. There are certain caveats and exemptions to those rights which mean that in some circumstances you may not be entitled to exercise them, if we believe that is the case upon receipt of a request from you we will let you know.
Access to your data
You have the right to ask us to confirm that we process your personal data, as well as access to and copies of your personal data. You can also ask us to provide a range of information, although most of that information corresponds to the information set out in this fair processing notice.
Rectification of your data
If you believe personal data we hold about you is inaccurate or incomplete, you can ask us to rectify that information.
Right to be forgotten
In some circumstances, you have the right to ask us to delete personal data we hold about you.
Right to restrict processing
In some circumstances you are entitled to ask us to suppress processing of your personal data. This means we will stop actively processing your personal data, but we do not have to delete it.
Data portability
You have the right to ask us to provide your personal data in a structured, commonly used and machine-readable format so that you are able to transmit the personal data to another data controller.
Right to object
You are entitled to object to us processing your personal data:
- if the processing is based on legitimate interests or performance of a task in the public interest or exercise of official authority;
- for direct marketing purposes (including profiling); and/or
- for the purposes of scientific or historical research and statistics.
We do not intend to use your personal data to send you direct marketing nor for scientific or historical research and statistics.
Automated decision making
Automated decision-making means making a decision solely by automated means without any human involvement.
We do not carry out any automated decision-making using your personal data.
- Questions or concerns
If you think we have processed your personal data unlawfully or that we have not complied with GDPR, please get in touch with us so we can help. You can report your concerns to the supervisory authority in your jurisdiction. The supervisory authority in the UK is the Information Commissioner’s Office (“ICO”). You can call the ICO on 0303 123 1113 or get in touch via other means, as set out on the ICO website - https://ico.org.uk/concerns/.