Icoteq Ltd fully respects your privacy and is committed to protecting your personal data.
It is important that you read this privacy notice in full and any other fair processing notices we may provide on specific occasions. This privacy notice is supplemental and is not intended to take precedence over other notices on the website.
1 Data Controller
Icoteq Ltd of Cambridge House, 1 Henry Street, Bath, BA1 1BT, United Kingdom is the Data Controller and is therefore responsible for your personal data.
If you have any questions about this privacy notice or requests to exercise your legal rights, please contact us through the contact page on our website at http://www.Icoteq.com/contact/.
Please note that you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO). The ICO is the UK’s supervisory authority for all data protection issues. You can contact the ICO through their website at https://ico.org.uk/
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
3 Third-party links
This website may contain links to third-party websites, plugins and applications. Clicking on those links may allow third parties to collect or share data about you.
We do not control these third-party websites and we are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
4 Data that we collect
‘Personal Data’ refers to any information from which an individual can be identified. It does not include data where your identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data we hold about you. This data can be grouped in to the following categories:
Identity Data includes your name, username, job title, marital status, date of birth and company.
Contact Data includes your telephone number, email address and company/delivery/billing addresses you may provide to us.
Financial Data includes details about payments between us, including bank account and payment details.
Transaction Data includes details about products and services you have purchased from us or we have purchased from you.
Technical Data includes your internet protocol (IP) address, your login data, 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 this website.
Profile Data includes username and password, your activity on this website and interactions with email marketing communications.
Usage Data includes information about how you use our website, products and services.
Marketing and Communications Data includes your marketing communications preferences.
We do not collect any special categories of personal data about you, such as your race, religious beliefs or health information.
5 If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
6 How we collect personal data
6.1 Direct interactions.
You may give us your personal data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- Apply for our products or services
- Make a job application or enquiry to us
- Create an account on our website
- Download information from our website
- Subscribe to our service or publications
- Request marketing to be sent to you
- Enter a competition, promotion or survey
- Give us some feedback
6.2 Automated technologies.
6.3 Third parties and other publicly available sources.
We may receive personal data about you from various third parties as set out below:
- Analytics providers such as Google
- Advertising networks such as Google
- Search information providers such as Google
- Contact, Financial and Transaction Data from providers of payment services such as SagePay
- Identity and Contact Data from publicly available sources, such as LinkedIn
7 How we use personal data
We will only ever use your personal data when the law allows us to. Usually we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests
- Where we need to comply with a legal or regulatory obligation
We do not rely on your consent as a legal basis for processing personal data other than in relation to sending direct marketing communications to you. Please note that you have the right to withdraw consent to marketing communications at any time by contacting us.
8 Purposes for which we use your personal data
The following table lists the ways we process your personal data and our reasons for doing so. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data.
|Purpose||Type of data||Lawful basis for processing including basis of legitimate interest|
|To register you as a new customer or supplier||Identity
|Performance of a contract with you|
|To process and deliver the products and services you request from us including:
Manage payments, fees and charges
Collect and recover money owed to us
Marketing and communications
|Performance of a contract with you
Necessary for our legitimate interests (to recover debts due to us)
|To manage our relationship with you which will include:
(b) Asking you to leave a review or take a survey
Marketing and communications
|Performance of a contract with you
Necessary to comply with a legal obligation
Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
|To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)||Identity
|Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
Necessary to comply with a legal obligation
|To use data analytics to improve our website, products/services, marketing, customer relationships and experiences||Technical
|Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)|
|To make suggestions and recommendations to you about goods or services that may be of interest to you||Identity
|Necessary for our legitimate interests (to develop our products/services and grow our business)|
When you purchase items from our website and pay with a credit or debit card you will be directed to a page on the Sage Pay website in order to enter your details. Whilst this may look similar to the Icoteq webpages in style it is entirely owned and controlled by Sage Pay; Icoteq does not receive the card details entered on to this page.
Where you purchase products or services from us and pay by sending us credit or debit card details by telephone, email or mail your details are entered on a secured page of the Sage Pay website and they are transferred using SSL technology. We do not retain the card details you have notified us of once the transaction is completed.
You have control over the marketing communications and advertising you receive from us.
We will get your express opt-in consent before we share your personal data with any company outside of Icoteq Ltd for marketing purposes.
Opting out. You can ask us or third parties to stop sending you marketing messages at any time by following the opt out links on any marketing message sent to you or by contacting us at any time.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service purchase or other transactions.
12 Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
13 Disclosures of your personal data
We may have to share your personal data with external third parties set out below for the purposes set out in the Section 8. This can include government agencies, shipping companies, IT service providing companies and professional services companies.
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.
14 Data retention
We will only retain your personal data for as long as necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.
15 Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. You may contact us to exercise any of the following rights:
- Request access to your personal data
- Request correction of your personal data
- Request erasure of your personal data
- Object to processing of your personal data
- Request restriction of processing your personal data
- Request transfer of your personal data
- Right to withdraw consent
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.
15.2 What we may need from you
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.
15.3 Time limit to respond
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.