TYPE OF PERSONAL DATA BEING PROCESSED

The type of personal data being processed may include:

• Name
• Address
• Email Address
• Job Title
• Telephone Number
• Business Name
• Demographic information such as postcode

HOW PERSONAL DATA IS COLLECTED

Personal data is obtained from one or more of the following:

• Visits and use of our websites, and Company Portals
• Use of Let's Keep Bolton Moving social media
• Use of Google Analytics
• Attendees of seminars hosted by Let's Keep Bolton Moving
• Subscribers to Let's Keep Bolton Moving updates
• Parties entering into agreements with Let's Keep Bolton Moving
• Requests for information about products and services offered by Let's Keep Bolton Moving and/or quotes
• Employment enquiries

WHY PERSONAL DATA IS COLLECTED

Personal data is collected to provide legitimate business services which include:

• For Marketing purposes
• For us to review and reply to your enquiry
• To provide an opinion for a service you have requested
• To meet our statutory monitoring and reporting responsibilities
• To handle and communicate orders, billings and payment, delivery of products and services
• To improve Let's Keep Bolton Moving services and product offerings.

Where indicated, however, some of the information is optional and you can choose not to complete.

HOW PERSONAL DATA IS USED

Personal data may be used to:

• Process orders, process a request for further information, to maintain records and to provide pre and after-sales service
• Carry out our obligations arising from any contracts entered into by you and us
• Carry out security checks (this may involve passing your details to our Identity Verification partners, who will check details we give them against public and private databases - this helps to protect us from credit risk and both you and us from fraudulent transactions)
• Comply with legal requirements
• We may need to pass the information we collect to other Departments within Let's Keep Bolton Moving for administrative purposes
• Seek your views or comments on the services we provide
• Notify you of changes to our services
• Send you communications which you have requested and that may be of interest to you. These may include information about product updates, newsletters, events, seminars
• To inform you of various promotions, goods and services that may be of interest to you. You may be contacted by post, email, telephone, SMS or such other means with carefully selected marketing communications we deem relevant to send to you in the legitimate interests of Let's Keep Bolton Moving. Each marketing communication sent to you by Let's Keep Bolton Moving will provide you with the option to unsubscribe and manage your data profile and communication preferences from Let's Keep Bolton Moving at any time
• Process a job application
• Create a profile of your interests and preferences so that we can contact you with information relevant to you.

WHO HOSTS THE LET'S KEEP BOLTON MOVING AND ACTIVE WEBSITE

The site is hosted on UK-based web servers. The hosting has been arranged and is managed by Darren Clare Ltd t/a Portfolio.

WHERE IS THE DATA STORED FOR THE LET'S KEEP BOLTON MOVING WEBSITE

For security reasons, the location of the UK-based web servers is not available.

WHAT SECURITY MEASURES ARE IN PLACE FOR THE DATA (data storage site)

Data is stored in a database which is protected by firewall allowing access for Portfolio for administrative purposes (by IP address) and access by the site code.

WHAT CONTINGENCY PLANS ARE IN PLACE IN THE EVENT OF A BREACH (data storage site)

Data loss is mitigated by off-site backups that take place every 24 hours. Regarding data breach, we would advise the client of the breach (Let's Keep Bolton Moving). We would liaise with the client to contact users and advise that there had been a breach and what steps are being taken to further secure data. All data breaches would be kept on record.

HOW IS THE DATA ACCESSED (data site)

Data is accessed via the Let's Keep Bolton Moving site. It is also accessed using database management consoles for administrative purposes.

IS THERE AN ENCRYTION CERTIFICATE?

Yes, the site is secured with a SSL certificate.

HOW LONG PERSONAL DATA IS STORED

We review our retention periods for personal data on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will not hold personal data on our systems for any longer than is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

WHO HAS ACCESS TO PERSONAL DATA

Only Let's Keep Bolton Moving employees are granted access to customer information. This is ensured by the use of strict operational processes and procedures.

Staff are trained on security systems and relevant processes and procedures which are reviewed regularly for ongoing effectiveness and suitability for purpose. All employees are kept up-to-date on Let's Keep Bolton Moving security and privacy practices. Employees are notified and/or reminded about the importance we place on privacy, and what they can do to ensure that customer information is protected.

Personal information provided via the Company's portals is secured using Secure Socket Layer (SSL) server and is encrypted before being transmitted. Secure pages have a lock icon or key on the bottom of web browsers such as Microsoft Internet Explorer, information supplied by you on these web pages is securely stored and can only be accessed for the purposes for which it was provided.

All IT systems are kept in a secure environment with appropriate access control. We are audited on a regular basis by independent security companies, plus internal audits by our Local Authority Partner.

Non-sensitive details (your email address and other requested information) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Third-Party Service Providers working on our behalf:

When we use third party service providers, we have a contract in place that requires them to keep your information secure and Assurances of GDPR Compliance.

Third-Party Product Providers we work in association with:

We work closely with various third-party product providers to bring you a range of quality and reliable services designed to meet your needs. In some cases, they will be acting as a data controller of your information and, therefore, we advise you to read their Privacy Policy. These third-party product providers will NOT share your information with anyone.

We may also further transfer data if we are under a duty to disclose or share your personal data in order to comply with any legal obligation or to law enforcement. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

INDIVIDUALS' RIGHTS

Different rules apply depending on the type of Lawful Processing being undertaken. Many of the following individuals' rights apply:

• The right to be informed how personal data is processed
• The right of access to their personal data
• The right to rectification
• The right to erasure
• The right to restrict processing
• The right to data portability
• The right to object

Rights in relation to automated decision making and profiling

The accuracy of personal data is imperative. We aim to keep it updated at all times. The personal data we hold on you is available upon request by contacting info@letskeepboltonmoving.co.uk. You can request that your data is updated and/or deleted at any time, unless Let's Keep Bolton Moving can justify that it is retained for legitimate business or legal purpose. When updating your personal data, you may be asked to verify your identity before your request can be actioned.

LINKS TO OTHER WEBSITES/FROM OTHER WEBSITES

Let's Keep Bolton Moving websites may contain links to other websites run by other organisations. Let's Keep Bolton Moving Privacy Policy only applies to Let's Keep Bolton Moving websites and you are encouraged to read the Privacy Statements on the third party websites that you visit. Let's Keep Bolton Moving is not responsible for the Privacy Policies and practices of other websites even if they were accessed via a Let's Keep Bolton Moving website. Equally, if you link to a Let's Keep Bolton Moving website from a third-party site, Let's Keep Bolton Moving is not responsible for the Privacy Policies and practices of that third-party site.

16 OR UNDER

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under, get your parent/guardian's permission beforehand whenever you provide us with personal information.

QUESTIONS, COMPLAINTS AND SUBJECT ACCESS REQUESTS (SARS)

Any questions or Subject Access Requests (SARs) should be sent to info@letskeepboltonmoving.co.uk.

You have a right to lodge a complaint in the event that you believe that Let's Keep Bolton Moving has not upheld the rights, obligations and responsibilities set out in this Privacy Policy. Send any complaints to info@letskeepboltonmoving.co.uk.

REVIEW OF THIS POLICY

This Policy is reviewed on a regular basis. It was last updated on 18 September 2020.