Privacy Policy

Our Privacy Policy

1. About Us

Vantage Systems Group Ltd (also referred to as “we”, “us”, “our” or “ours”) is a limited company registered in England and Wales under Registration No 9729055. We are e-commerce business specialising in fire safety products. Our trading and registered address is Unit 23 Oldbury Business Centre, Oldbury Road, Cwmbran, Torfaen NP44 3JU. You can contact us via email [email protected] or via telephone 01633 740052.

For the purpose of this Privacy Policy we are the Data Controller. A Data Controller means a person who (either alone, jointly or a in common with other persons) determines the purposes for which and the manner in which any personal data are, or are to be processed.

2. What personal data we collect

Personal data means any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier.
Please note however that if you choose not to provide us with this information when prompted, you may not be able to use our services.
The personal data we collect is as follows:

• Your name
• Your premises and/or invoice address
• Your contact telephone numbers
• Your email address
• Your IP address
• Credit / debit or other payment method details (no card details are kept)
• Special access instructions
• Your order details

3. Why we collect personal data

We collect personal data to operate effectively and provide you with the best customer services.

You have choices about the personal data we collect from you and can choose not to provide any, you always have the right not to do so.
We use the data collected for a variety of reasons:

• So we can process your order or enquiry
• So we can contact you to discuss your fire protection or other relevant topics
• So we can remind you of important servicing schedules
• So we can notify you of any issues with your order, if applicable
• So we can inform you of important technical updates, if applicable
• So we can deliver relevant advertising, newsletters and special offers to you
• So we can evaluate the use of our website, products and services

4. How we collect personal data

We collect your personal data through any interaction with us. Examples of these are as follows:

• You contact us to request information in respect of the services we provide
• You contact us by telephone, email, via our website, in person or via social media to enquire about the goods or services we provide
• When you visit our websites or use our services (this is done using cookies, to find out more about the types of cookies we use, why, and how you can control them, take a look at our cookie notice
• When you request marketing material or subscribe to our publications
• You enquire about or apply for job vacancies

5. Data Retention

We will not store your data for longer than required to meet our obligations to you or for any reasons other than what it was originally recorded or for which it was processed.

We use the following factors when considering the retention period for storing data:

• The purpose for which the data has been collected
• The sensitivity of the data collected
• The requirements of our business and the services provided
• Our statutory and/or legal obligations

6. Data Sharing

In order to process your order or enquiry it may occasionally be required to share your personal data with third parties. We will only share the information required for the specific purpose it is being shared.

The third parties we may share data with are companies who carry out IT services, accountancy services, fire industry consultants, suppliers (where courier service is requested), postal services. We will also share your personal data in circumstances where we are required to do so in order to comply with the law.

Third Parties are required to treat all data shared respectfully and in accordance with the UK regulations relating to the protection of your personal data.

7. Data Security

We respect your personal data and take measures to ensure it is protected at all times. Your security is our priority and we have advanced security in place for your peace of mind.

We have adopted strict procedures and security features to prevent unauthorised access to your personal data which are reasonable and proportionate to the risk of a data breach.

In the unlikely event of a data breach, we will contact yourself and the Information Commissioner’s Office in accordance with current regulations.

8. Your Rights

Your personal data belongs to you and you can review this at any time. If you would like to see what data we hold and obtain a copy of this please contact us to request a “Subject Access Request”. Just as you have given consent for us to collect data, you can withdraw your consent at any time.

• The right to be informed – This means that we must tell you how we use your data, this is the purpose of this Privacy Policy
• The right of access – You have the right to access the data that we hold on you. To do so, you
  should make a subject access request
• The right for any inaccuracies to be corrected – It is important that the data we hold is correct. If any data about you is incomplete or inaccurate, you can request that we correct it
• The right to restrict the processing of the data – For example, if you believe the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct
• The right to portability – You may transfer the data that we hold on you for your own purposes
• The right to object to the inclusion of any information – You have the right to object to the way we use your data where we are using it for our legitimate interests
• The right to regulate any automated decision-making and profiling of personal data – You have a right not to be subject to automated decision making in way that adversely affects your legal rights
• The right to be forgotten or have information deleted – If you would like us to stop processing your data, you have the right to ask us to delete it from our systems and that of our data processors where you believe there is no reason for us to continue processing it

You will not have to pay for any of the above however, where we believe your request is unfounded or excessive, there may be a reasonable fee. Additionally, where your request is deemed to be unfounded or excessive, we may reserve the right to refuse to adhere to your request.

9. What if there’s a data breach?

The supervisory authority in the UK for data protection matters is the Information Commissioner Office (ICO). If you think your data protection rights have been breached in any way by Vantage Systems Group Ltd, please contact our office in the first instance on 01633 740052 Monday – Friday, 8am – 5pm or email us at [email protected]

Alternatively, you are entitled to make a complaint to the Information Commissioner’s Office direct, the UK supervisory authority for data protection issues. Their contact details are as follows:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone – 0303 123 1113
Website – https://ico.org.uk/

10. Policy Updates

This policy was last updated on 25th May 2018 in preparation for the introduction of the General Data Protection Regulation. It’s likely that we’ll need to update this Privacy Policy from time to time. We’ll notify you of any significant changes via our website and/or email and would encourage you to revisit and check this policy whenever you wish