Webshop Update

Over the past few months we have undertaken a review of our aftermarket website and looked to introduce changes which will improve communication with our worldwide dealer network and enhance our service to you.

After listening to your feedback we have designed and implemented changes which are aimed to make your buying experience a better one.

The main improvements include:

  • Enhanced commitment to quality – we will acknowledge your query within 2 hours
  • Updated contact information directed to a dedicated account executive – this is now available on the contact us page
  • Updated delivery information – we have outlined a standard delivery schedule
  • Additional information for account and invoice queries – there is a dedicated email for the accounts department
  • Alterations to the ordering process – An order reference input box has been added to allow you enter your own reference number
  • We have updated the details on the invoicing to make it easier for both supplier and customer to match up payments – your order number will now become your invoice number

Privacy Policy

Background

Elanders Ltd wish to thank you for visiting our website and expressing interest in our company and the services we can offer you. We're serious about your personal integrity. You should feel safe when you share your personal data with us. For this reason, we have established this policy. It's based on the current data protection laws and clarifies how we work to protect your rights and your integrity.

The purpose of this policy is for you, as a visitor to our website, user of our services or receiver of products we distribute, to gain insight into how we process your personal data, what we use it for, who and under which circumstances we may share it with other parties as well as how you can take advantage of your rights.

What is personal data?
Personal data is information about a natural person that makes a person’s identity known or identifiable. Examples of information considered to be personal data may be a person’s name, address, email address or telephone number. Information which cannot be connected to a natural person is not deemed personal data.

Why do we need your personal data?
We respect the privacy of every individual who visits the Website. Our policy on the collection and use of personal information is outlined below.

We collect and use personal information in order to:
a) administer or otherwise carry out our obligations in relation to any agreementthat you may have with us;
b) anticipate and resolve problems with your service;
c) carry out market research and the tracking of sales;

When do we collect your personal data / What data do we hold:
Communication
When you contact us via telephone, email or using an online contact form, we store the data you communicate to be able to answer your inquiries. This may include your name, email-address, telephone number and any other personal data you freely decide to share with us. We will retain this data as long as it is necessary for the purpose of your inquiry and delete as per the retention period stated in this document.

The data that we hold:
• For an enquiry where you do not complete a purchase, we will process your name, email details and contact information.
• If you make a purchase from us, we will process your name, address, email and contact details and payment information.
• If you make a complaint or give us a compliment, we will process your name, address, and contact details.
• If you consent to receive our marketing services, we will process your name, address, email address and IP address.

We may ask you for this information on the Website, during the ordering process or at any subsequent point. To take advantage of some of our services, you may need to supply us with the personal details of a third party (for example, their name and address if you wish to send them some products). We will not use this information for anything other than providing the service for which the information was supplied.

How we use your personal data
References to the legal basis for processing of your personal data (e.g. "(Basis: Art. 6(f).)") are a reference to the article of the General Data Protection Regulation. Each piece of personal data that we process must have a legal basis.

1) To deal with an enquiry where you do not complete a purchase. If you call us or email us, we will follow up on your enquiry and see if there is a way in which we can help you. We delete all data after answering an enquiry if you do not choose to become a client/customer after the period shown in the retention paragraph of this document.
If you provide us with information for a quote and then do not accept the quotation, we will keep a record of your enquiry. We delete all data after answering an enquiry if you do not choose to become a client/customer after the period shown in the retention paragraph of this document.
(Basis: Art. 6(b): we need to use your details to follow up with you and this processing is necessary in order to take steps at your request prior to entering into a contract. Art. 6(f): business planning is a legitimate activity for a business.)
2) If you purchase something from Elanders Ltd
To fulfil your order, we may need to process your data in order to fulfil our deliverables to you. We would also need to process payment details to fulfil the contract, and may retain payment information such as any bank account details. We will retain your personal data as a company, for a maximum of six years. This provides for the legal requirement from HMRC to hold transactional information for six years. (Basis: Art. 6(b): processing is necessary for the performance of a contract)
3) If you make a complaint
To fulfil our obligation to you if you complain about the goods or service that you have been provided we may need to process your data.(Basis: Art. 6(b): processing is necessary for the performance of a contract)
4) Marketing Information
We would like to send you information about our products and will send you this with your consent. If you buy from us, we will send you information about similar products or services but you can always opt out.(Basis: Art. 6(1)(a): you have consented to the processing of your personal data for this purpose. Art. 6(f): sending you information about products like those which you have purchased is a legitimate activity for a business.)

Third party analytics and tracking
We use analytics tools, such as Google Analytics to help analyse how you use our website. While our use of analytics software always is steered towards the use of anonymized data it’s important for you to be aware of that much of the information we process is considered personal data under the current data protection laws. Below you can read more details about the information we collect, how we use this information but also how you, as a visitor of our website, may disable our collection of your data.

Google Analytics
The tracking information allows us to better understand the kind of people who come to our website and what content they’re reading. This allows us to make better decisions about design and writing. Occasionally, we will compile aggregate statistics about the number of visitors this site receives and browsers being used. No personally identifying data is included in this type of reporting. Google Analytics is also used to evaluate data from AdWords and the DoubleClick cookie for statistical purposes.
All of our activity falls within the bounds of the Google Analytics Terms of Service.
You may opt out of Google’s advertising tracking cookie or use a browser plugin to opt out of all Google Analytics tracking software.

Cookies
In order to make your visit to our website attractive and to enable the use of certain functions, we use so-called cookies on various pages. These are small text files that are stored on your end device. Some of the cookies we use are deleted after the end of the browser session, i.e. after closing your browser (so-called session cookies). Other cookies remain on your terminal and enable us or our partner companies (third-party cookies) to recognize your browser on your next visit (persistent cookies). If cookies are set, they collect and process specific user information such as browser and location data as well as IP address values according to individual requirements. Persistent cookies are automatically deleted after a specified period, which may vary depending on the cookie.
In some cases, cookies are used to simplify the ordering process by saving settings (e.g. remembering the content of a virtual shopping basket for a later visit to the website).
If you do not wish to receive Cookies or want to be notified of when they are placed, you may set your web browser to do so if your browser so permits. Please note that if Cookies are turned off, you may not be able to view certain parts of the website that may enhance your visit and you may be unable to use some or all of the functionality of the website and services.
Please note that third parties may place anonymous Cookies on your browser and may send their own Cookies to your Cookie file. We have no access to or control over these cookies.
You will find more information about cookies, how to tell which cookies are being stored, and how to manage or delete them, under www.allaboutcookies.org.

What information do we give you?
When we collect your personal data for the first time we will inform you of how the information was obtained, what we aim to use it for, what rights you have in regards to the data protection laws and how you claim uphold those rights. You will also be informed about who is responsible for the personal data processing (the “Controller”) and how you contact them if you have questions or need to make inquiries in relation to your personal data and/or rights.

How do we protect your personal data?
We have routines and work practices to ensure that your personal data is processed in a safe manner. Our starting point is that only employees and people within the organisation that needs access to your personal data to perform their work tasks should be granted access to them.

When it comes to personal data belonging to special categories we have access controls in place that results in even higher levels of protection.

Our security systems are developed and configured with focus on your integrity and are to great extent protected against intrusions, accidental deletion or modifications that pose a risk to your personal integrity.

We have policies, guidelines, and instructions surrounding data protection and our employees are trained in current data protection laws to ensure that your personal data is processed safely.

We do not transfer your personal data to other parties for other purposes than expressively stated in this policy.

Your data and transfers outside of the EEA
We do not transfer or process any data outside the European Economic Area.

Your rights
You have rights in respect of our processing of your company data, which are:
• To request information of how your company data is processed. You also have the right to request a copy of your personal data (but we will need to remove information about other people).
• To rectify incorrect personal data that we are processing.
• To request that we erase your company data if:
• we no longer need it;
• if we are processing your company data by consent and you withdraw that consent;
• if we no longer have a legitimate ground to process your personal data; or we are processing your company data unlawfully
• To object to our processing if it is by legitimate interest.
• To restrict our processing if it was by legitimate interest.
• To request that your company data be transferred from us to another company if we were processing your data under a contract or with your consent and the processing is carried out by automated means.
If you want to exercise any of these rights, please contact us using the details at the end of this notice.

When do we share your personal data?
Our starting point is to not share your personal data with any third party if you have not given your consent or if it’s necessary to fulfil our obligations towards you in the performance of contract or required by law.

In cases where we do share your personal data with any third party we have put in place special data protection agreements to ensure that your personal data is processed in a safe manner in regards to your rights for privacy.

Third parties
As a prospective customer, we will not transfer your personal data to third parties at this stage except the following:
• When your data is in transmission we take reasonable care to encrypt data to the highest standard to secure as much of your data as possible.
• It is possible, though unlikely, that we might be forced to disclose your information in response to a court order.

As a customer, we transfer your data, payment details to the following third parties:
• When your data is in transmission we take reasonable care to encrypt data to the highest standard to secure as much of your data as possible
• Cloud service providers. We use Microsoft Office 365 as our email provider.
• Delivery services. We use third party delivery companies to get your products to you safely and quickly.
• It is possible, though unlikely, that we might be forced to disclose your information in response to a court order. If you do not pay your bills, we may choose to engage a third party to recover any money you owe us.
• Companies that provide sub-contracted work for us.

Retention periods
This is the length of time that we will continue to process or store your data.

Data about prospective clients:
retention for the duration of the enquiry, then 2 years in case you come back.

Data about clients - 2 year retention. Invoice information will be retained for 6 years is the statutory retention for HMRC and accounting purposes.

Marketing purposes - for as long as you consent to receive marketing information.

VAT Disability exemptions – 6 years for HMRC and accounting purposes

Contact information
You may assert your rights by contacting us either by email at:
GDPRElandersUK@elanders.com
and also by postal mail using the below address.

Elanders Ltd
Merlin Way
New York Business Park
North Tyneside
NE27 0QG

Special note on rights to information and data portability
If you would like to assert your right to information and data portability we require the request to be submitted in writing, be signed by you and sent to the above-mentioned postal address.

We appreciate if you also specify what categories of information you want to receive information about (e.g. customer information, employment records, etc.). If we for some reason cannot supply you with the information you’ve requested we will return to you with our motivation for not being able to comply.

Please note that we only can release information that we are certain to belong to you and that this information always is sent by recommended mail to your registered address. You will be required to identify yourself to collect the information.

Last updated 18th June 2018