PRIVACY NOTICE

PRIVACY NOTICE:

The security of that data is very important to us. In this document, we will explain how we collect, use and protect your personal data.

Issue Date: 10/11/2023

Name of company

Van21 LTD

with companies registration number: 13298056

Registered office

6 PETAL PLACE, Coventry, West Midlands, CV21DY

Contact details

Agata Mazur – Company Director

email: office@van21.co.uk

Collection of personal data

We collect personal data from you for one or more of the following purposes:

  • To provide you with information that you have requested or that we think may be relevant to a subject in which you have demonstrated an interest (art.6 1(f) UK GDPR)
  • To initiate and complete commercial transactions with you, or the entity that you represent, for the purchase of products and/or services (art.6 1(b) UK GDPR)
  • To fulfil a contract that we have entered into with you or with the entity that you represent. In these circumstances it may be your entity, rather than yourself, that has provided us with your personal data (art.6 1(b) UK GDPR)
  • To ensure the security and safe operation of our websites and underlying business infrastructure (art.6 1(f) UK GDPR)
  • To manage any communication between you and us (art.6 1(f) UK GDPR)
  • If processing is necessary for compliance with a legal obligation to which the Company is subject (art.6 1(c) UK GDPR).

Technical information

In addition, to ensure that each visitor to any of our websites can use and navigate the site effectively, we collect the following:

  • Technical information, including the IP (Internet Protocol) address used to connect your device to the Internet.
  • Your login information, browser type and version, time zone setting, browser plug-in types and versions.
  • Operating system and platform.
  • Information about your visit, including the URL (Uniform Resource Locators) clickstream to, through, and from our site
  • we do not use profiling or automated decision-making processes.

Our cookies policy, which can be viewed from the home page of each of our web sites, describes in detail how we use cookies.

 

Methods of processing

The Company takes appropriate security measures to prevent unauthorized access, disclosure, modification, or unauthorized destruction of the Data.


The Data processing is carried out using computers and/or IT enabled tools, following organizational procedures and modes strictly related to the purposes indicated. In addition to the Owner, in some cases, the Data may be accessible to certain types of persons in charge, involved with the operation of this Website (administration, sales, marketing, legal, system administration) or external parties (such as third-party technical service providers, mail carriers, hosting providers, IT companies, communications agencies) appointed, if necessary, as Data Processors by the Company.

The updated list of these parties may be requested from the Company at any time.

 

Data we may collect
The Company may process following type of Personal Data:

  • name and surname
  • contact details, such as home address, email addres, phone number


Place

The Data is processed at the Company operating offices and in any other places where the parties involved in the processing are located.

All of our websites and web applications are hosted in the EU and UK and are accessed only by our EU-based staff.

  • In all these instances, we have appropriate contractual and security measures in place to ensure that personal data is protected.
  • We use a wide range of CSPs (Cloud service providers) as part of our processing environment. Unless we specifically state otherwise, we are, in respect of all these CSPs, the data controller.
  • Unless we specifically state otherwise, all the CSPs that we use utilise Uk and EU-located processing facilities.

Retention time

We only keep your personal data for as long as we need to use it as described above, and/or for as long as we have your permission to keep it or maximum 6 years after completing your order. Personal data collected for contact purposes will be stored no longer then 12 months from last contact with you.

 

Your rights as a data subject

 As a data subject whose personal information we hold, you have certain rights.

If you wish to exercise any of these rights, please email : office@van21.co.uk or send the  traditional letter to our office.

To process your request, we might ask you to provide valid forms of identification for verification purposes. Your rights are as follows:

  • The right to be informed
    As a data controller, we are obliged to provide clear and transparent information about our data processing activities. This is provided by this privacy policy and any related communications we may send you.
  • The right of access
    You may request a copy of the personal data we hold about you free of charge. Once we have verified your identity and, if relevant, the authority of any third-party requestor, we will provide access to the personal data we hold about you as well as the following information:

a) The purposes of the processing
b) The categories of personal data concerned
c) The recipients to whom the personal data has been disclosed
d) The retention period or envisioned retention period for that personal data
e) When personal data has been collected from a third party, the source of the personal data

If there are exceptional circumstances that mean we can refuse to provide the information, we will explain them. If requests are frivolous or vexatious, we reserve the right to refuse them. If answering requests is likely to require additional time or occasions unreasonable expense (which you may have to meet), we will inform you.

  • The right to rectification
    When you believe we hold inaccurate or incomplete personal information about you, you may exercise your right to correct or complete this data. This may be used with the right to restrict processing to make sure that incorrect/incomplete information is not processed until it is corrected.
  • The right to erasure (the ‘right to be forgotten’)
    Where no overriding legal basis or legitimate reason continues to exist for processing personal data, you may request that we delete the personal data. This includes personal data that may have been unlawfully processed. We will take all reasonable steps to ensure erasure.
  • The right to restrict processing
    You may ask us to stop processing your personal data. We will still hold the data, but will not process it any further. This right is an alternative to the right to erasure. If one of the following conditions applies you may exercise the right to restrict processing:

a) The accuracy of the personal data is contested.
b) Processing of the personal data is unlawful.
c) We no longer need the personal data for processing but the personal data is required for part of a legal process.
d) The right to object has been exercised and processing is restricted pending a decision on the status of the processing.

  • The right to data portability
    You may request your set of personal data be transferred to another controller or processor, provided in a commonly used and machine-readable format. This right is only available if the original processing was on the basis of consent, the processing is by automated means and if the processing is based on the fulfilment of a contractual obligation.
  • The right to object
    You have the right to object to our processing of your data where
    • Processing is based on legitimate interest;
    • Processing is for the purpose of direct marketing;
    • Processing is for the purposes of scientific or historic research; or
    • Processing involves automated decision-making and profiling.

Changes to this privacy policy

The Company reserves the right to make changes to this privacy policy at any time by giving notice to its Users on this page and possibly within this Website and/or – as far as technically and legally feasible – sending a notice to Users via any contact information available to the Company.

It is strongly recommended to check this page often, referring to the date of the last modification listed at the bottom.
Should the changes affect processing activities performed on the basis of the User’s consent, the Company shall collect new consent from the User, where required.

 

Complaints

If you have any questions about our website, please contact us by email at: office@van21.co.uk.

Please ensure that your query is clear, particularly if it is a request for information about the data, we hold about you.

Should you feel unsatisfied with our handling of your data, or about any complaint that you have made to us about our handling of your data, you are entitled to escalate your complaint to a supervisory authority within the European Union. For the UK, this is the ICO (Information Commissioner’s Office), which is also our lead supervisory authority. Its contact information can be found at https://ico.org.uk/global/contact-us/.