Intelligent Appliances Limited is a company registered in England and Wales – registration number 12454861. Our head office address is Clockwise, Yorkshire House, Greek Street, Leeds, LS1 5SH.
2. What personal data do we collect?
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed which is often known as anonymous data.
You can visit this Website and find information about our products without telling us who you are and without providing any personal data other than Technical Data (as described below). Please note, however, that if you do not provide the minimum necessary data requested in some parts of the Website then we may not be able to sell you products and/or provide you with certain services and information, for example if you do not provide us with a valid email address to respond to a query then we will be unable to respond to you.
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
• Order Details includes detail about transactions made which includes customer name, date of order, product details and delivery address. This may also include price of product ordered including VAT and amount of any discounts applied, payment date / outstanding, order source, card authorisation number, transaction reference and notes for delivery (i.e. instructions for delivery).
• Marketing Preferences includes your preferences in receiving marketing from us.
• Delivery Notes includes delivery address, recipient name and confirmation of delivery time and date.
• Invoices includes customer name, date of order, product ordered and price of product ordered including VAT and amount of any discounts applied. • Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our Website.
• Warranty Registration Details includes customer name, address, telephone number, email address, details of the product and the date of the order and installation.
Where you are a consumer we may also collect, use, store and transfer the following:
• Consumer Contact Details includes first name, last name, salutation, telephone number and email address, occupation type (limited to either ‘consumer’ or ‘student’ for the purposes of identifying you as a consumer and dealing with you appropriately).
Where you are a business we may also collect, use, store and transfer the following: • Business Details includes the company name, address and telephone number. Where you are a sole trader this may be your name or trading name and residential address and telephone number where an alternative address and telephone number for the business has not been given. Where you are a partnership this may be the partnership name and the residential addresses and telephone numbers of the partners where an alternative address and telephone number for the partnership has not been given.
• Leasing Facilities Application Data includes name(s) of company / sole trader / partners and their / its address(es), and telephone number. Also main contact name and email address, purchasing contact name and email address, accounts contact name and email address, delivery contact email address and/or mobile number, banker’s name and address, company registration number, VAT number and website address, position of signatory, names, addresses, telephone numbers and email addresses of trade references.
• Due Diligence Details includes customer credit reports and identity documents such as copies of passports for sole traders, partners or directors. Where you are a sole trader or partnership a credit report will be in the name of the sole trader or names of the partners. Where you are a limited company this report will be in the name of the company and its directors.
• Key Business Contacts includes key employee’s name, salutation, work address, work telephone number, work email, department, role type, job title, notes (e.g. when last contact was made) and business industry. This does not include an individual’s hobbies or interests.
Intelligent Appliances Ltd may also collect aggregated statistics about our customers, sales, traffic patterns, and related site information. We may provide this information to other companies that we know and trust, but these statistics will not include any information from which you can be personally identified. 3. How does Intelligent Appliances collect personal data?
We may collect personal data about you in several ways including through:
• Direct interactions. You may give us your Consumer Contact Details, Business Details or Key Business Contacts by filling in forms or by corresponding with us via our Website or by phone, email or otherwise. This includes personal data you provide when you:
• fill in a contact us form or similar on our Website;
• telephone or email us with a query;
• subscribe to our newsletter or marketing materials, when we will also collect your Marketing Preferences;
• fill in a Leasing Facilities application form, in which case we will collect Leasing Facilities Application Data as applicable;
• correspond with us via social media including LinkedIn and Instagram (for the purpose of responding to a specific message or request only); • enter a promotion; or
• place an order with us, in which case we will hold Order Details;
• making a warranty claim.
4. Why might Intelligent Appliances collect personal data and what is the legal basis?
Where you work within a business and you interact with our social media pages, for example by following our Instagram page or liking one of our posts, we sometimes use Business Details and Key Business Contacts received via that social media platform to check whether you are a new business customer. Where you are a potential new business customer, we may get in touch via that social media platform to ask if you are happy for us to use your Business Details and Key Business Contacts for our other marketing activities. For example, we may message you on Instagram asking if you would like to receive our newsletters via email. Further details about our marketing activities can be found in the Collecting Personal Data section explaining why CD (UK) Ltd might collect personal data.
Where you are an existing customer, we may include information about your social media interactions with us on our CRM system.
• Due diligence checks. Where we carry out due diligence on a business this may involve us receiving personal data about individuals involved with that business, for example a director’s residential address. This data is provided by third party credit check providers.
5. Why might Intelligent Appliances collect personal data and what is the legal basis?
Ordering a product or requesting a service. Where you place an order for a product or request a service from us we will use your personal data to fulfil our contractual obligations to you. This may include Order Details, Invoices, Delivery Notes, Consumer Contact Details and Business Details as applicable. We also hold some of this information following the transaction to comply with our legal obligations, for example holding information about transactions for tax purposes.
Due diligence checks. Where you are a business we may carry out due diligence checks which are necessary for our legitimate interests to make business decisions such as helping customers to obtain leasing financing solutions through a business partner. This data includes Business Details, Due Diligence Details and Leasing Facilities Application Data and may include personal data relating to individuals involved in that business.
Requests and queries. We use personal data to respond to requests and queries received from customers and prospective customers, the data we use to do this includes Consumer Contact Details, Business Details and Key Business Contacts. We do this as it is necessary for us to take these steps prior to entering into a contract with you, in performance of a contract we already have with you or for our legitimate interests to provide our customers or prospective customers with a high level of customer service.
Marketing. We sometimes carry out direct marketing activities to businesses and to consumers. Some of this marketing does not involve the use of personal data (for example sending marketing by post to the registered office of a company, or email marketing to an email address which is not associated with a specific individual such as “info@…”). We may also carry our more personalised marketing using personal data such as Consumer Contact Details, Business Details, Key Business Contacts and Marketing Preferences as appropriate. We carry out marketing activities for our legitimate interests to identify potential new customers and to grow and promote our business to existing customers and prospective customers. We may also carry out direct marketing activities to you where you have provided your specific consent for us to do this, for example by signing up to our newsletter online or by providing your contact details to us at an event. When we send marketing by email, we will include an unsubscribe link. If you do not wish to receive further marketing from us, please let us know by contacting us using the details shown in the Contacting Intelligent Appliances section or by clicking the unsubscribe link at the bottom of one of our emails.
Warranties. We use Warranty Registration Details in order to fulfil any product warranties. This may be because we have sold the product to you and have contractual obligations to you, or because we have been appointed by the manufacturer of the product to provide warranty services on its behalf, where doing so is in our legitimate interest in performance of that contract. Depending on the product and the requirements of the manufacturer this may involve us holding Warranty Registration Details provided at or around the point at which you purchased the product, asking for proof of purchase if you wish to make a warranty claim, or making use of the manufacturer’s warranty database. Technical. As well as any personal data that you may give to us, we may collect Technical Data to administer and protect our business and this Website (including data analysis, testing, system maintenance, support, reporting and hosting of data). This is necessary for our legitimate interests for running our business, provision of administration and IT services, network security and to prevent fraud.
6. What about Cookies?
Intelligent Appliances may place information on your computer to allow us to identify you. This is not as sinister as it may sound, and the information is often known as “cookies”. Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the Website and to compile statistical reports on website activity, and in certain circumstances allow the Website to perform more effectively for the visitor.
We will only use these cookies to look at information on your hard drive that was put there by a cookie from this Website and any cookies will be stored on your computer and not on this Website. We do not use third party cookies.
• Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
• Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
• Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
• Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.
7. Do you share personal data with sites that you link to?
8. Disclosures of Your Personal Data
We may have to share your personal data with the parties set out below for the purposes set out in this section.
• Professional advisers including lawyers, bankers, auditors and who provide consultancy, banking, legal, insurance and accounting services to us.
• HM Revenue & Customs, regulators and other authorities who require reporting of processing activities in certain circumstances.
• Our third-party service providers and business partners who assist with the running of this Website and our services and products including hosting providers, payment processing partners, software service providers and backup and support services providers. Our third-party service providers and business partners are subject to security and confidentiality obligations and are only permitted to process your personal information for specified purposes and in accordance with our instructions.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
As mentioned above, in limited circumstances we may share Warranty Registration Details with the manufacturer of a product you have bought for the purpose of fulfilling warranty obligations.
9. Social Media and Online Engagement
10. Transfers out of the EEA
We do not transfer your personal data outside the European Economic Area (EEA). Should this change in the future we will let you know.
11. Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
12. Data retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, tax or reporting requirements. We have set out more detail below about how long we consider it necessary to retain data for certain purposes.
By law and in order to answer any order queries or respond to any claims regarding orders or products including potential legal claims, we retain a record of some of the basic information about our customers and the orders made (including Order Details, Invoices and Delivery Notes). We retain this information for this purpose for a period of up to 7 years from the date of the relevant order. This information is secured and access is further restricted to ensure these records are not used for any other purposes than to respond to such legal, accounting, tax and any other related order queries or claims if necessary.
We retain Warranty Registration Details for the lifetime of the relevant product warranty.
We may also retain Due Diligence Details for a period of up to 3 years from when the due diligence checks were carried out. If, after a period of 3 years, you have not place an order with us, or we no longer require this information for our legitimate interests described above, we will dispose of any Due Diligence Details we hold for you. Alternatively, if you continue to be our customer and we still require due diligence information for our legitimate interests we will renew and replace the Due Diligence Details held with up to date information and dispose of any old Due Diligence Details we hold for you.
We retain Leasing Facilities Application Data for a period of 7 years from the date when this was provided to us. This information is secured and access is restricted to ensure these records are not used for any other purposes than those set out above.
In respect of our marketing activities, we retain Business Details, Key Business Contacts and Marketing Preferences for the lifetime of our business relationship with you or until you ask us to remove or update this, see the Your Legal Rights section for further details. Should you change your Marketing Preferences or exercise any of Your legal rights we may retain limited information on a suppression list in order to ensure that we do not contact you again.
We may also retain Consumer Contact Details for a period of up to 12 months following responding to a query to ensure that we have a record of the query and the response should you need to clarify anything with us or should we need to evidence to the manufacturer of the product that we are complying with our obligations as its distributor.
In some circumstances you can ask us to delete your data: see Request erasure for further information.
13. How old should I be to give you personal data?
We would kindly request that you are at least 18 for you to give us any personal data. If you are younger than 18 then please ask a parent or legal guardian for permission before making any enquiries to us.
14. Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:
• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest to process your data and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data (without deleting it) in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided to us and where you gave consent for us to use it or where we used the information to perform a contract with you.
• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you would like to unsubscribe from a marketing email sent to you, follow the ‘unsubscribe’ link and/or instructions placed (typically) at the bottom of the mail.
If you wish to exercise any of the rights set out above, please contact us using the details in the Contacting Intelligent Appliances section below.
16. How do I contact Intelligent Appliances?
If you need further assistance or would like to make a comment, please e-mail firstname.lastname@example.org or contact us at the following address: Intelligent Appliances Clockwise Yorkshire House Greek St Leeds LS1 5SH Tel: +44 0113 4688986 Intelligent Appliances Ltd is not required to appoint a data protection officer. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.