In order to comply with our responsibilities under the General Data Protection Regulations 2016 and the Data Protection Act 2018, we have an obligation to ensure we are clear with how your data is handled while in our possession.
The privacy of our clients, representatives & users and their data matters to us and we want to ensure they are clear on how we will use it. This policy provides details on what information and data we collect from our clients and suppliers in relation to our business activities, why we need it, what we do with it, what we won’t do with it and your rights in relation to our processing of this data.
A&S Donaldson (NI) Ltd TA The Asdon Group is a limited company (NI009814) which operates from Enterprise Crescent, Ballinderry Road, Lisburn, BT28 2BH. We supply our customers with the following services:
Business Continuity Catering Supplies
Cloud Services Corporate Merchandise
Compliance FM Supplies
CRM Office Furniture & Interiors
Cyber Security Office Supplies
Digital Dictation Printing Services
Infrastructure Shredding Services
IT Services Toners & Inks
IT Support Visual & Presentation
Photocopiers Water & Coffee Machines
Web Development Training
Data Protection Principles
This policy has been developed to help the Company be compliant with the Regulations. The regulations clearly set out principles which any party handling data must comply with. These principles are that all data shall be:
- Processed fairly and lawfully
- Held only for specified purposes and not used or disclosed in any way incompatible with those purposes
- Adequate and relevant
- Accurate and up-to-date
- Not kept for longer than is necessary for the purpose it was collected
- Processed in accordance with the rights of data subjects
- Kept secure
- No transferred outside the European Union
How will we collect information from you?
We may collect information from you through terms of business/service level agreements/service contracts/DD mandates/account applications/via our website and through general contact including telephone and email when you initially engage us as a supplier or make a request regarding our services. Information may also be collected and provided to us through telephone conversations, email, sharing of documents (photocopies/email/fax) and other forms of communication which are needed to enable us to provide our clients and customers with the services they require.
What information will we collect from you?
Information we may collect will include name, address, email, contact numbers (landline & mobile), date of birth, copies of identification, bank details and debit/credit card information. Not all of this data will be personally identifiable information.
How will we use the information you provide us?
The information we collect from you will be used to:
- Deliver our services as per our agreed terms of business/service level agreement/contract
- To provide quotations
- To complete and arrange finance applications
- To contact you regarding support, placing of orders and answer any queries you may raise
- Invoice, billing and payment collection purposes
- Notify you of any additional services we provide which we feel may be of interest to you (If at any time you do not wish to receive emails about our services you can opt out at any time by clicking ‘unsubscribe’ in the email or contact us directly)
- Provide useful business-related articles and information (if at any time you do not wish to receive these emails you can opt out at any time by clicking ‘unsubscribe’ in the email or contact us directly)
Any information you provide us will not be used in any other way unless you have been informed and we have your specific consent.
What is our legal basis for processing your information?
Under the regulations, we may only use your information if we have a lawful basis for doing so. This means either we will have your consent, a contractual, statutory or legal obligation to process the information in our possession.
Once we are engaged for any of the services we will ensure you are aware of how we will use the data and information you provide us.
Who has access to your information?
Only the staff of A&S Donaldson Ltd T/A the Asdon Group will have access to the information you provide to us. The information they have access to is controlled and they can only access information required to ensure the services we provide to our clients and customers are met.
Our IT support team may, as part of their roles and as part of our services, have limited, controlled and monitored access to your systems. The policies, controls and software we have in place ensure that any access is limited to what is necessary and reviewed on an on-going basis.
We utilise 3rd party software & suppliers in our day to day activities including for the provision of services. We ask that all our customers familiarise themselves with any end user agreement licenses provided by 3rd party software providers.
Your information will not be shared with any 3rd parties without your prior knowledge and consent.
Client Service Level Agreements and Terms & Conditions
A&S Donaldson Ltd T/A the Asdon Group understand and accept that during the course of business certain clients will require us as a Company to abide by specific terms relating to the use of their data, how this data is communicated, stored, accessed, it’s security and how it’s disposed of. We will observe these terms at all times and ensure any staff member with access to the relevant data are fully aware of their and our obligations under the Client’s terms. If at any time we feel these terms have been breached or we are unable to abide by them then we will with immediate effect contact the Client to discuss the particulars.
How long will we keep your information?
As a company, we have statutory and legal obligations to keep some information for a period of time after it has been used. We will not keep any information after it has been used that we are not required to keep under these obligations.
Once information is no longer required it will be erased from our systems in a controlled and secure manner.
How will we protect your information?
We will endeavour to maintain physical, technical and procedural safeguards that are appropriate to the sensitivity of the personal information in question. These safeguards are designed to protect your personal information from loss and unauthorised access, copying, use, modification or disclosure.
We provide all staff with regular GDPR and data security relevant training on a regular basis. Our staff must complete Access NI Checks and sign confidentiality agreements which outlines our standards relating to the security of data, annually.
To ensure further awareness of their responsibilities, and ours, relating to the security and protection of all data we have in place IT, data and physical security policies which are regularly circulated to staff and reviewed annually.
Requesting information and complaints.
Our clients and suppliers can request details of the information held by the Company which relates to them. You can do this by emailing our Data Protection Officer at firstname.lastname@example.org or by writing to them at Enterprise Crescent, Ballinderry Road, Lisburn, BT28 2BH.
If at any time a client or supplier is unhappy with how the Company has processed or processes their data, you wish to make alterations to any data which you believe is incorrect or irrelevant or wishes to stop hearing from us you can raise this issue with our appointed Data Protection Office at email@example.com or by writing to them at Enterprise Crescent, Ballinderry Road, Lisburn, BT28 2BH.
If you feel your request was not handled or dealt with correctly by the Company you may raise the issue with the Information Commissioners Office, you can contact them on 0303 123 1113.