This policy applies to any individual whose personal information data we process, including customers, suppliers, and professional contacts.
We collect, use and are responsible for certain personal information about you. When we do so we are subject to the General Data Protection Regulation, which applies across the European Union and we are responsible for ‘controller’ of that personal information for the purposes of those laws.
PERSONAL INFORMATION WE MAY COLLECT
We may collect and use the following personal information about you:
- your name and contact information, including email address and telephone number and company details;
- information to enable us to check and verify your identity;
- information about how you use our website, IT, communication and other systems;
- your responses to surveys and promotions;
- your personal or professional interests.
This personal information is required to provide products and services to you. If you do not provide personal information we ask for, it may delay or prevent us from providing products and services to you.
Where you are a supplier or professional contact, this personal information is used to order goods and services from you, provide goods and services to third parties, and develop our professional relationship.
HOW YOUR PERSONAL INFORMATION IS COLLECTED
We collect most of this personal information directly from you or your organisation – in person, by telephone, text or email and/or via our website.
HOW AND WHY WE USE YOUR PERSONAL INFORMATION
Under data protection law, we can only use your personal information if we have a lawful basis for doing so:
- to comply with our legal and regulatory obligations;
- for the performance of our contract with you or to take steps at your request before entering into a contract;
- for our legitimate interests or those of a third party;
- where you have given consent.
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
We may use your personal information to send you updates (by email) about our products and services, including exclusive offers, promotions, new products and services, news, events or other technical content. However, your consent is needed always you subscribe to our newsletter, for example. We will always treat your personal information with the utmost respect and never sell or share it with other organisations for marketing purposes.
You have the right to opt out of receiving promotional communications or update your marketing preferences at any time by:
- contacting us at firstname.lastname@example.org
- using the ‘unsubscribe’ link in emails or the “update my preferences”
We may ask you to confirm or update your marketing preferences if you instruct us to provide further products and/or services in the future, or if there are changes in the law, regulation, or the structure of our business.
TO WHO WE SHARE YOUR PERSONAL INFORMATION WITH
We may share personal information with external auditors for regulatory reasons. We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
WHERE YOUR PERSONAL INFORMATION IS HELD AND FOR HOW LONG
Information may be held at our office database. We will keep your personal information as long as you want or as necessary.
Thereafter, we will keep your personal information for as long as is necessary:
- to respond to any questions, complaints or claims made by you or on your behalf;
- to show that we treated you fairly; and
- to keep records required by law.
We will not retain your personal information for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of personal information.
You have the following rights, which you can exercise free of charge:
Access – The right to be provided with a copy of your personal information;
Rectification – The right to require us to correct any mistakes in your personal information;
To be forgotten – The right to require us to delete your personal information – in certain situations;
Restriction of processing – The right to require us to restrict the processing of your personal information – in certain circumstances, e.g. if you contest the accuracy of the data;
Data portability – The right to receive the personal information you provided to us – in certain situations.
The right to object – at any time to your personal information being processed for direct marketing; or in certain other situations to our continued processing of your personal information, e.g. processing carried out for the purpose of our legitimate interests;
Not to be subject to automated individual decision-making – The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.
If you would like to exercise any of those rights, please:
- email, call or write to us, see ‘How to contact us’;
- let us have enough information to identify you (your full name, address or other that are relevant);
- let us know what right you want to exercise and the information to which your request relates.
KEEPING YOUR PERSONAL INFORMATION SECURE
We have appropriate security measures to prevent personal information from being accidentally lost, or used or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
HOW TO COMPLAIN
We hope that we can resolve any query or concern you may raise about our use of your information. The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union state where you work, normally live or where any alleged infringement of data protection laws occurred.
If you need to complain please contact us by email (email@example.com) or by phone (+351 261 819 819).
HOW TO CONTACT US
Phone: +351 261 819 819
Address: Av. Dr Francisco Sá Carneiro, NEM – Pav.36-A, 2640-486 Mafra – Portugal