Majenta Solutions Ltd Privacy Notice | Protecting Your Personal Data

Introduction

Welcome to the Majenta Solutions Ltd privacy notice.

Majenta Solutions Ltd respects your privacy and is committed to protecting your personal data. This privacy notice explains how we look after your personal data when you provide it to us, whether by visiting our website, registering to use our services, making an enquiry, or any other way in which you provide us with your personal data.

This privacy notice tells you about your privacy rights and how the law protects you.

1. Important information about who we are

Purpose of this privacy notice

This privacy notice aims to give you information on how Majenta Solutions Ltd collects and processes your personal data.

It is important that you read this privacy notice, together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Controller

Majenta Solutions Limited (Company no: 03056978) is the controller and responsible for your personal data (collectively referred to as Majenta Solutions Ltd, “we”, “us” or “our” in this privacy notice).

We have appointed Nicola Nixon as our Data Privacy Manager and she is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact our Data Privacy Manager using the details set out below.

Contact details:

Majenta Solutions Limited

Data Privacy Manager: Monty Meghjee

Email address: gdpr@majentasolutions.com

Postal address: Majenta Solutions Ltd. 3 Argosy Court, Scimitar Way, Whitley Business Park, Coventry CV3 4GA

Telephone number:

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.

Changes to the privacy notice and your duty to inform us of changes

This version was last updated on 03/09/18.

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.
Third-party links

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and 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.

2. The Data we collect about you

Personal data, or personal information, means any information about an individual from which they can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped as follows:

Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
Contact Data includes billing address, delivery address, email address and telephone numbers.
Financial and Transaction Data includes bank account and payment card details, details about payments to and from you and other details of products and services you have purchased.
Technical Data includes internet protocol (IP) address, 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 our website.
Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
Usage Data includes information about how you use our website.
Marketing and Communications Data includes your marketing and communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of our contract we have with you and you fail to provide that data when requested, we may not be able to perform any contract we have or are trying to enter into with you (for example to provide you with our services).

3. How is your personal data collected?

We use different methods to collect data from and about you including through:

Direct interactions. You may give us your Identity Data, Contact Data, and Financial and Transactional Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
contact us through our website;
meet with us;
register on our website;
subscribe to our newsletters;
request marketing to be sent to you;
give us feedback;
commenting on our blog.
Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data, Usage Data and Profile Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy or further details.
Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
Technical Data from the following parties:
analytics providers such as Google based outside the EU, further details are set out in our cookie policy;
advertising networks; and
search information providers

4. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract, we have entered into with you (Contract).
Where we need to comply with a legal obligation (Legal Obligation).
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 (Legitimate Interests).
Consent means you have expressly opted in to indicate you agree to us processing your personal data for a specific purpose.

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.

Purposes for which we will use your personal data

We set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the above legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

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 where more than one ground has been set out in the table below.

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Search:

Purpose/ActivityType of dataLawful basis for processing including basis of legitimate interestTo register you as a new customer(a) Identity
(b) Contact
Performance of a contract with youTo process and deliver your order including:
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
(a) Identity
(b) Contact
(c) Financial and Transaction
(d) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to recover debts due to us)
To manage our relationship with you which will include:
(a) Providing you or your organisation with our services
(b) Notifying you about changes to our terms or privacy policy
(c) Asking you to leave a review
(a) Identity
(b) Contact
(c) Profile
(d) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) 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)(a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile
(a) 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)
(b) Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you(a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communications
(f) Technical
Necessary for our legitimate interests (to study how customers use our services, to develop them, to grow our business and to inform our marketing strategy)To use data analytics to improve our website, products/services, marketing, customer relationships and experiences(a) Technical
(b) Usage
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 services that may be of interest to you and/or your organisation(a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile
(f) Marketing and Communications
Necessary for our legitimate interests (to develop our services and grow our business)

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Marketing

We may use your Identity Data, Contact Data, Technical Data, and Usage Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services may be relevant for you (we call this marketing).

We strive to provide you with choices regarding personal data uses, particularly around marketing and advertising. You will generally only be sent marketing information if you have confirmed you are happy to be sent this information or if you or your organisation have used our services and not opted out of receiving that marketing. You can ask us to stop sending you marketing messages at any time by emailing us at gdpr@majentasolutions.com with your request or following the opt-out links in any marketing message.

Third-party marketing

We will request your express opt-in consent before we share your personal data with any other organisation for marketing purposes.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy.

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 us to provide an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

5. 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 the table in paragraph 4 above.

External Third Parties such as:
IT providers;
Professional advisers including lawyers, bankers, auditors and insurers;
H M Revenue and Customs;
Fraud Prevention Agencies and any other crime prevention bodies where we are required by law;
Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

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.

6. International transfers

We do not ordinarily transfer your personal data outside the European Economic Area (EEA). However, when we do so this paragraph will apply.

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed by the European Commission to provide an adequate level of protection for personal data.
Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the EU and the US.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

7. 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 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.

8. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Generally, we will retain your personal data for no more than 5years from the time you last used out services or contacted us.

In some circumstances you can ask us to delete your data: see Request erasure below for further information.

9. 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”).

Request correction of the personal data that we hold about you.

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.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.

Request restriction of processing of your personal data.

Request the transfer of your personal data to you or to a third party.

Withdraw Consent at any time where we are relying on Consent to process your personal data.

If you wish to exercise any of the rights set out blow, please contact our Data Privacy Manager. To request access to your personal information please use the form found at the bottom of this page.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights referred to in this privacy notice). 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.

What we may need from you

We may need to request specific information from you to help us confirm your identity and exercise 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.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.

Privacy Policy