Privacy Notice

Introduction

Hysolv Ltd trading as Hysolv International is committed to protecting and respecting your privacy.

This policy (together with our terms of use http://www.hysolv.com/terms-and-conditions/   and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.  Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).

  1. Definitions

Data controller – A controller determines the purposes and means of processing personal data.

Data processor – A processor is responsible for processing personal data on behalf of a controller.

Data subject – Natural person

Categories of data: Personal data and special categories of personal data

Personal data – The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.

Special categories personal data – The GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership, political opinions, religious or philosophical beliefs.

Processing – means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

Third party – means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.

  1. Who are we?

Nikki Vine is the data controller. This means we decide how your personal data is processed and for what purposes. My contact details are: Nikki Vine, director, Hysolv International on 01749 678393. [email protected]

The purpose(s) of processing your personal data

We may use your personal data, but only if you have provided it to us, for the following purposes:

  • Contacting you regarding new and repeat orders for our products
  • Producing a contract for you regarding provision of products
  • Invoicing you if you have ordered any of our products
  • Producing a contract for you to ensure protection of confidential data
  1. The categories of personal data concerned

With reference to the categories of personal data described in the definitions section, we process the following categories of your data:

  • Personal data: name, phone number, address, email, signature and VAT number (if appropriate)
  • We do not process Special categories of data
  • We have obtained your personal data from your contact to us regarding our products or specialist information.
  1. What is our legal basis for processing your personal data?

Our lawful basis for processing your general personal data:

Order Form

Provision of order forms. The information is kept on excel files which are password protected, on a computer that is password protected. Customers may be contacted when repeat orders are due.

Invoice

Provision of invoices. The information is kept on excel files which are password protected, on a computer that is password protected.

Contracts

Provision of contracts. The information is stored on a password protected computer and printed contracts are stored in a fire-proof safe.

Processing necessary for compliance with a legal and accounting obligation

We retain contact details for paying customers in line with Inland Revenue and Accounting purposes in software called Quickbooks.  The information is shared with our accountant who is GDPR compliant

This information is retained for at least 10 years after a tax return is submitted. 

You can view Quickbooks Privacy statement here https://security.intuit.com/index.php/privacy

Distributors

Your order details will be shared with your local distributor who will use the information to deliver your products and provide necessary additional information such as instructions for use of the product. Our distributors have confirmed that the information on the order forms is treated with care in order to secure your privacy.

Processing necessary to protect the vital interests of a data subject or another person

 

 

Processing necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

 

 

Processing necessary for the purposes of the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of the data subject

 

 

  1. Sharing your personal data

Your personal data will be treated as strictly confidential and will be shared only with our accountant, distributors and product providers.

  1. How long do we keep your personal data?

We keep your personal data as long as you may be ordering or considering ordering products from us and to comply with HMRC requirements.

  1. Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

  • The right to request a copy of the personal data which we hold about you;
  • The right to request that we correct any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary to retain such data;
  • The right to withdraw your consent to the processing at any time, where consent was your lawful basis for processing the data
  • The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means);
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data, (where applicable i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics).

 

  1. Transfer of Data Abroad

We transfer data to your local distributor who may be abroad.

We use Google Analytics at the top level to track how many users we have on our website but we do not look at any data relating to individual users and cannot identify you from these reports.  The Google statement on GDPR is shown via this link: https://privacy.google.com/businesses/compliance/#?modal_active=none

Our website developers and technicians, Techseria, are based in India.  They are fully GDPR compliant

  1. Automated Decision Making

We do not use automated decision making.

  1. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.

  1. Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

  1. How to make a complaint

To exercise all relevant rights, queries or complaints please in the first instance contact me – Nikki Vine, Director, Hysolv Ltd. on 01749 678393. [email protected]

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.