GDPR Privacy Policy.

Introduction

Verco Office Furniture collects and processes personal information, or personal data, relating to customers, suppliers and trading associates to manage the working relationship. This privacy policy is to let you know how Verco Office Furniture treats personal information that may be obtained from you as a website visitor. Your use of this website is subject to our terms of use which you are deemed to have read and accepted.

Verco Office Furniture is committed to being transparent about how it handles your personal information, to protecting the privacy and security of your personal information and to meeting its data protection obligations under the General Data Protection Regulation (“GDPR”) and the Data Protection Act 2018. The purpose of this privacy notice is to make you aware of how and why we will collect and use your personal information both during and after your working relationship with Verco Office Furniture. We are required under the GDPR to notify you of the information contained in this privacy notice.

Verco Office Furniture has appointed Jeff Roberts (Finance Director) to oversee compliance with this privacy notice.

Data protection principles

Under the GDPR, there are six data protection principles that Verco Office Furniture must comply with. These provide that the personal information we hold about you must be:

1. Processed lawfully, fairly and in a transparent manner.
2. Collected only for legitimate purposes that have been clearly explained to you and not further processed in a way that is incompatible with those purposes.
3. Adequate, relevant and limited to what is necessary in relation to those purposes.
4. Accurate and, where necessary, kept up to date.
5. Kept in a form which permits your identification for no longer than is necessary for those purposes.
6. Processed in a way that ensures appropriate security of the data.

Verco Office Furniture is responsible for, and must be able to demonstrate compliance with, these principles. This is called accountability.

What types of personal information do we collect about you and how do we collect it?

Personal information is any information about an individual from which that person can be directly or indirectly identified. It doesn’t include anonymised data, i.e. where all identifying particulars have been removed.

Verco Office Furniture does not require anyone to share any personal information about themselves in order to enjoy the website. However some special sections within the website do require you to submit your details such as the ‘contact us’ form and some areas may require user specific logins to gain access to restricted areas of the website.

Verco Office Furniture may collect information directly from you in a number of ways. When you access www.verco.co.uk, technology is used to collect information indirectly such as your Internet address which is then kept in our Internet access logs. One way is through the use of cookies. Cookies are small files of information which save and retrieve information about your visit to our site – for example, how you entered our site, how you navigated through the site, and what information was of interest to you. The cookies we use identify you merely as a number. If you are uncomfortable regarding the use of cookies, please keep in mind that you can disable cookies on your computer by changing the settings in preferences or options menu in your browser.

From time to time we may provide links to the websites of other organisations. Please be aware that we can take no responsibility for any information you may submit to such websites which may have different privacy and security policies and procedures.

Verco Office Furniture may also collect any information volunteered by you (e.g. when contacting a member of our team via the contact details provided on the website), or when provided during business meetings or other social or commercial communications, events, or operations.

We do not collect any sensitive personal data about you via our website.

Your personal information may be stored in different places, including our Company’s secure databases and in other IT systems, such as the e-mail system.

Why and how do we use your personal information?

Verco Office Furniture analyses the information collected via the Company’s website to see what is most effective about the site, to help us identify ways to improve it, and to make it more effective. Data may also be used for other purposes, which Verco Office Furniture would describe to you at the point the information is collected.

Verco Office Furniture will only use your personal information when the law allows us to. These are known as the legal bases for processing. We will use your personal information in one or more of the following
circumstances:

• where we need to do so to continue normal trading activities and relationships
• where we need to comply with a legal obligation
• where it is necessary for our legitimate interests (or those of a third party), and your interests or your fundamental rights and freedoms do not override our interests.

We need the types of personal information listed under “What types of personal information do we collect about you?” primarily to enable us to perform our contract with you and to enable us to comply with our legal obligations. In some cases, we may also use your personal information where it is necessary to pursue our legitimate interests (or those of a third party), provided that your interests or your fundamental rights and freedoms do not override our interests.

The purposes for which we are processing, or will process, your personal information are to:

• carry on normal business activities and communications
• manage, plan and organise work
• ensure effective management and business administration, including accounting and auditing

Please note that we may process your personal information without your consent, in compliance with these rules, where this is required or permitted by law.

Change of purpose

We will only use your personal information for the purposes for which we collected it. If we need to use your personal information for a purpose other than that for which it was collected, we will provide you, prior to that further processing, with information about the new purpose, we will explain the legal basis which allows us to process your personal information for the new purpose and we will provide you with any relevant further information. We may also issue a new privacy notice to you.

Who has access to your personal information?

Your personal information may be shared internally within Verco Office Furniture if access to your personal information is necessary for the performance of their roles.

We do not share data with other organisations unless the law permits us to do so. We do not sell individual information. Before you submit any information, we will notify you as to why we are asking for specific information and it is completely up to you whether or not you want to provide it.

We may also need to share your personal information with a regulator or to otherwise comply with the law.

We may share your personal information with third parties where it is necessary to administer the contract we have entered into with you, where we need to comply with a legal obligation, or where it is necessary for our legitimate interests (or those of a third party).

How does Verco Office Furniture protect your personal information?

Verco Office Furniture has taken appropriate steps to maintain the security of your data on our website. You should understand that the open nature of the Internet is such that data may flow over networks without security measures and may be accessed and used by people other than those for whom the data is intended. Our intention is that this should not happen and we take measures to ensure that it does not. Although we will meet this requirement, Verco Office Furniture cannot accept any responsibility for any loss, disruption or damage to your data or your computer system which may occur whilst using material derived from our website. As best practice, Verco Office Furniture also strongly recommends that you regularly run an anti-virus programme on all material downloaded from the internet.

Verco Office Furniture has put in place measures to protect the security of your personal information. It has internal policies, procedures and controls in place to try and prevent your personal information from being accidentally lost or destroyed, altered, disclosed or used or accessed in an unauthorised way. In addition, we limit access to your personal information to those employees, workers, agents, contractors and other third parties who have a business need to know in order to perform their job duties and responsibilities.

Where your personal information is shared with third-party service providers, we require all third parties to take appropriate technical and organisational security measures to protect your personal information and to treat it subject to a duty of confidentiality and in accordance with data protection law. We only allow them to process your personal information for specified purposes and in accordance with our written instructions and we do not allow them to use your personal information for their own purposes.

Verco Office Furniture also has in place procedures to deal with a suspected data security breach and we will notify the Information Commissioner’s Office (or any other applicable supervisory authority or regulator) and you of a suspected breach where we are legally required to do so.

For how long does Verco Office Furniture keep your personal information?

Verco Office Furniture will only retain your personal information for as long as is necessary to fulfil the purposes for which it was collected and processed.

Verco Office Furniture will generally hold your personal information for the duration of your relationship with the company. The exception’s are:

• (a) any minimum statutory or other legal requirements for particular data or records is covered, and,
• (b) the retention of some types of personal information to protect against legal risk is retained, e.g. if they could be relevant to a possible legal claim

Personal information which is no longer to be retained will be securely and effectively destroyed or permanently erased from our IT systems and we will also require third parties to destroy or erase such personal information where applicable.

In some circumstances, we may anonymise your personal information so that it no longer permits your identification. In this case, we may retain such information for a longer period.

Your rights in connection with your personal information.

It is important that the personal information we hold about you is accurate and up to date. Please keep us informed if your personal information changes during your working relationship with Verco Office Furniture so that our records can be updated. Verco Office Furniture cannot be held responsible for any errors in your personal information in this regard unless you have notified Verco Office Furniture of the relevant change.

As a data subject, you have a number of statutory rights. Subject to certain conditions, and in certain circumstances, you have the right to:

• request access to your personal information – this is usually known as making a data subject access request and it enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it
• request rectification of your personal information – this enables you to have any inaccurate or incomplete personal information we hold about you corrected
• request the erasure of your personal information – this enables you to ask us to delete or remove your personal information where there’s no compelling reason for its continued processing, e.g. it’s no longer necessary in relation to the purpose for which it was originally collected
• restrict the processing of your personal information – this enables you to ask us to suspend the processing of your personal information, e.g. if you contest its accuracy and so want us to verify its accuracy
• object to the processing of your personal information – this enables you to ask us to stop processing your personal information where we are relying on the legitimate interests of the business as our legal basis for processing and there is something relating to your particular situation which makes you decide to object to processing on this ground
• data portability – this gives you the right to request the transfer of your personal information to another party so that you can reuse it across different services for your own purposes

If you wish to exercise any of these rights, please contact Jeff Roberts (Finance Director). We may need to request specific information from you in order to verify your identity and check your right to access the personal information or to exercise any of your other rights. This is a security measure to ensure that your personal information is not disclosed to any person who has no right to receive it.

In the limited circumstances where you have provided your consent to the processing of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. This will not, however, affect the lawfulness of processing based on your consent before its withdrawal. If you wish to withdraw your consent, please contact Jeff Roberts (Finance Director). Once we have received notification that you have withdrawn your consent, we will no longer process your personal information for the purpose you originally agreed to, unless we have another legal basis for processing.

If you believe that Verco Office Furniture has not complied with your data protection rights, you have the right to make a complaint to the Information Commissioner’s Office (ICO) at any time. The ICO is the UK supervisory authority for data protection issues.

Changes to this privacy notice

Verco Office Furniture reserves the right to update or amend this privacy notice at any time, including where Verco Office Furniture intends to further process your personal information for a purpose other than that for which the personal information was collected or where we intend to process new types of personal information. We will issue you with a new privacy notice when we make significant updates or amendments. We may also notify you about the processing of your personal information in other ways.

Contact

If you have any questions about this privacy notice or about how we handle your personal information, please contact:

Verco Office Furniture Ltd
Chapel Lane Sands
High Wycombe
Buckinghamshire
HP12 4BG

+44 (0) 1494 448000

info@verco.co.uk