Privacy Policy

How we safeguard your personal data

Automated Environmental Systems is committed to safeguarding your privacy. If you have any questions or problems regarding the use of your Personal Data, please contact us.

By using this site or/and our services, you consent to the Processing of your Personal Data as described in this Privacy Policy.

This Privacy Policy is a part of our Terms and Conditions; by agreeing to Terms and Conditions you also agree to this Policy. In the event of collision of terms used in Terms and Conditions and Privacy Policy, the latter shall prevail.

Table of Contents

1. Definitions used in this Policy

2. Data protection principles we follow

3. What rights do you have regarding your Personal Data

4. What Personal Data we gather about you

5. How we use your Personal Data

6. Who else has access to your Personal Data

7. How we secure your data

8. Information about cookies

9. Contact information

1. Definitions

Personal Data – any information relating to an identified or identifiable natural person.
Processing – any operation or set of operations which is performed on Personal Data or on sets of Personal Data.
Data subject – a natural person whose Personal Data is being Processed.
Child – a natural person under 16 years of age.
We/us (either capitalised or not) – Automated Environmental Systems

2. Data Protection Principles

We promise to follow the following data protection principles:

  • Processing is lawful, fair, transparent. Our Processing activities have lawful grounds. We always consider your rights before Processing Personal Data. We will provide you information regarding Processing upon request.

  • Processing is limited to the purpose. Our Processing activities fit the purpose for which Personal Data was gathered.
  • Processing is done with minimal data. We only gather and Process the minimal amount of Personal Data required for any purpose.
  • Processing is limited with a time period. We will not store your personal data for longer than needed.
  • We will do our best to ensure the accuracy of data.
  • We will do our best to ensure the integrity and confidentiality of data.

3. Data Subject’s rights

The Data Subject has the following rights:

  • Right to information – meaning you have to right to know whether your Personal Data is being processed; what data is gathered, from where it is obtained and why and by whom it is processed.
  • Right to access – meaning you have the right to access the data collected from/about you. This includes your right to request and obtain a copy of your Personal Data gathered.
  • Right to rectification – meaning you have the right to request rectification or erasure of your Personal Data that is inaccurate or incomplete.
  • Right to erasure – meaning in certain circumstances you can request for your Personal Data to be erased from our records.
  • Right to restrict processing – meaning where certain conditions apply, you have the right to restrict the Processing of your Personal Data.
  • Right to object to processing – meaning in certain cases you have the right to object to Processing of your Personal Data, for example in the case of direct marketing.
  • Right to object to automated Processing – meaning you have the right to object to automated Processing, including profiling; and not to be subject to a decision based solely on automated Processing. This right you can exercise whenever there is an outcome of the profiling that produces legal effects concerning or significantly affecting you.
  • Right to data portability – you have the right to obtain your Personal Data in a machine-readable format or if it is feasible, as a direct transfer from one Processor to another.
  • Right to lodge a complaint – in the event that we refuse your request under the Rights of Access, we will provide you with a reason as to why. If you are not satisfied with the way your request has been handled please contact us.
  • Right for the help of supervisory authority – meaning you have the right for the help of a supervisory authority and the right for other legal remedies such as claiming damages.
  • Right to withdraw consent – you have the right withdraw any given consent for Processing of your Personal Data.

4. Data we gather

Information you have provided us with
This might be your e-mail address, name, invoice address, delivery address etc – mainly information that is necessary for delivering you a product/service or to enhance your customer experience with us. If you register for an account, we save the information you provide us with in order for you to view your order history, comment or perform other activities on the website. This information includes, for example, your name and e-mail address.

Information automatically collected about you
This includes information that is automatically stored by cookies and other session tools. For example, your shopping cart information, your IP address, your shopping history (if there is any) etc. This information is used to improve your customer experience. When you use our services or look at the contents of our website, your activities may be logged.

Information from our partners
We gather information from our trusted partners with confirmation that they have legal grounds to share that information with us. This is either information you have provided them directly with or that they have gathered about you on other legal grounds. See the list of our partners here.

Publicly available information
We might gather information about you that is publicly available.

5. How we use your Personal Data

We use your Personal Data in order to:

  • provide our service to you. This includes for example registering your account; providing you with other products and services that you have requested; providing you with promotional items at your request and communicating with you in relation to those products and services; communicating and interacting with you; and notifying you of changes to any services.
  • enhance your customer experience;
  • fulfil an obligation under law or contract;

We use your Personal Data on legitimate grounds and/or with your Consent.

On the grounds of entering into a contract or fulfilling contractual obligations, we Process your Personal Data for the following purposes:

  • to identify you;
  • to provide you a service or to send/offer you a product;
  • to communicate either for sales or invoicing;
  • to communicate either for servicing, warranty and/or repairs;

On the ground of legitimate interest, we Process your Personal Data for the following purposes:

  • to send you personalised offers (from us and/or our carefully selected partners);
  • to administer and analyse our client base (purchasing behaviour and history) in order to improve the quality, variety, and availability of products/ services offered/provided;
  • to conduct questionnaires concerning client satisfaction;

As long as you have not informed us otherwise, we consider offering you products/services that are similar or same to your purchasing history/browsing behaviour to be our legitimate interest.

With your consent we Process your Personal Data for the following purposes:

  • to send you newsletters and campaign offers (from us and/or our carefully selected partners);
  • for other purposes we have asked your consent for;

We Process your Personal Data in order to fulfil obligation rising from law and/or use your Personal Data for options provided by law. We reserve the right to anonymise Personal Data gathered and to use any such data. We will use data outside the scope of this Policy only when it is anonymised. We save your invoice information and other information gathered about you for as long as needed for accounting purposes or other obligations deriving from law, please note we are currently required to keep accounting records for six years from the end of the last financial year, this would include personal data given during the order process.

We might process your Personal Data for additional purposes that are not mentioned here, but are compatible with the original purpose for which the data was gathered. To do this, we will ensure that:

  • the link between purposes, context and nature of Personal Data is suitable for further Processing;
  • the further Processing would not harm your interests and
  • there would be appropriate safeguard for Processing.

We will inform you of any further Processing and purposes.

6. Who else can access your Personal Data

We do not share your Personal Data with strangers. Personal Data about you is in some cases provided to our trusted partners in order to either make providing the service to you possible or to enhance your customer experience. We share your data with:

Our processing partners:

  • SagePay and PayPal – your personal details are required by our processing partners in order to authorise and complete online payments, you will be transferred to our processing partners secure payment portals to input your payment details, as a result we do not have access to, nor do we store your payment details.
  • Smart Hosting – our website is hosted on cloud VPS servers and our website database is backed up on a regular basis, any personally indentifiable details that you have provided during the registration or checkout process on our website are automatically recorded in our website database and form part of our regular backups. We do not directly share any personally identifiable data with our service provider nor do we allow them direct access to our database.
  • Web Development – all website development is carried out in house, we do not allow third party access to our website or database for development purposes.

Our business partners:

  • DPD, DX, Pallex and TNT – We will share your name, delivery address and contact information with our delivery partners in order for them to deliver your goods, if an item is being delivered direct from one of our suppliers we will also share your name, delivery address and contact details in order for them to fulfil your order on our behalf.
  • Credit Safe – If you have requested a trade account and credit terms with us we will share your business name, address and contact information with our credit reference agency in order to make a decision on the provision of any credit terms and a credit limit for your account.
  • Magee Gammon – We will share your personal data with our accountants in order for them to process our accounts in accordance with the law, we save your invoice information and other information gathered about you for as long as needed for accounting purposes or other obligations deriving from law, please note we are currently required to keep accounting records for six years from the end of the last financial year, this would include personal data given during the order process.

Connected third parties:

  • Google Adwords and Bing Advertising – our search and shopping marketing campaigns are delivered by Google Adwords and Bing Advertising, we do not share with, or receive any personally identifiable information from Google and Microsoft.
  • MailChimp – our email marketing campaigns are sent using MailChimp. You can change your marketing preferences at any time by clicking the unsubscribe link on the bottom of any of our marketing emails, we try hard to only send you emails related to products or services you have already purchased from us. We will not add you to our mailing list unless you have opted-in and you can opt-out, delete or modify your information at any time.
  • Tawk.to – our web chat is provided by Tawk.to, chats are encrypted across our secure server, any personal data provided by the user will only be used to reply to messages and provide information as requested, we do not share any personally identifiable information with the service provider.
  • Woopra and Google Analytics – our web traffic monitoring is provided by Woopra and Google Analytics, connections to our website are secure and individual users are only identifiable if they have logged into their account during their visit to our website, or if they proceed with the checkout process, no personally identifiable information is shared with the service providers.
  • Google Documents, Xero and Highrise – we use Google Documents for the storage of digital copies of invoices and dispatch notes, account applications, warranty and servicing information and other important documents pertaining to customers and suppliers, our CRM is provided by Highrise, personal data belonging to customers and suppliers such as contact information and copies of email correspondence is contained within our CRM tool. Our accounting system is provided by Xero, personal data such as invoice address and contact information is entered into the accounts system as needed for accounting purposes or other obligations deriving from law.

We only work with Processing partners who are able to ensure adequate level of protection to your Personal Data. We disclose your Personal Data to third parties or public officials when we are legally obliged to do so. We might disclose your Personal Data to third parties if you have consented to it or if there are other legal grounds for it.

7. How we secure your data

We do our best to keep your Personal Data safe.  We use safe protocols for communication and transferring data (such as HTTPS). We use anonymising and pseudonymising where suitable. We monitor our systems for possible vulnerabilities and attacks, our cloud VPS hosting is protected by a firewall, our website is protected by a separate firewall, we also have additional security measures in place to prevent unauthorised logins and block access to website files.

Even though we try our best we can not guarantee the security of information. However, we promise to notify suitable authorities of data breaches. We will also notify you if there is a threat to your rights or interests. We will do everything we reasonably can to prevent security breaches and to assist authorities should any breaches occur.

If you have an account with us, note that you have to keep your username and password secret.

Children

We do not intend to collect or knowingly collect information from children. We do not target children with our services.

8. Cookies and other technologies we use

We use cookies and/or similar technologies to analyse customer behaviour, administer the website, track users’ movements, and to collect information about users. This is done in order to personalise and enhance your experience with us.

A cookie is a tiny text file stored on your computer. Cookies store information that is used to help make sites work. Only we can access the cookies created by our website. You can control your cookies at the browser level. Choosing to disable cookies may hinder your use of certain functions.

We use cookies for the following purposes:

  • Necessary cookies – these cookies are required for you to be able to use some important features on our website, such as shopping baskets and accessing your account. These cookies don’t collect any personal information about you.
  • Functionality cookies – these cookies provide functionality that makes using our service more convenient and makes providing more personalised features possible. For example, they might remember your name and e-mail in comment forms so you don’t have to re-enter this information next time when commenting.
  • Analytics cookies – these cookies are used to track the use and performance of our website and services, these cookies don’t collect any personal information about you.
  • Advertising cookies – we do not place advertising from any third parties on our website. Visits to our website from paid-for search and shopping advertising will be tracked using cookies placed on your browser by our third party partners, these cookies do not collect any personal information.

You can remove cookies stored in your computer via your browser settings. Alternatively, you can control some third party cookies by using a privacy enhancement platform such as optout.aboutads.info or youronlinechoices.com. For more information about cookies, visit allaboutcookies.org.

We use Google Analytics to measure traffic on our website. Google has their own Privacy Policy which you can review here. If you’d like to opt out of tracking by Google Analytics, visit the Google Analytics opt-out page.

9. Contact Information

Simon Ward – Director (Automated Environmental Systems)
Address: 1 Wimbledon Avenue, Brandon, Suffolk, IP27 0NZ
Email: sales@automatedenvironmentalsystems.co.uk
Phone: 01842 819130

Changes to this Privacy Policy

We reserve the right to make change to this Privacy Policy.
Last modification was made Sept 20, 2018.

Our Privacy Policy is also available as a PDF document