Privacy Policy

Published: 31 May 2018

Updated: 16th June 2022

This Privacy Policy applies to all individuals whose personal data is collected by Procure Tools (Group) Limited (“we,” “us,” or “our”). We understand that your privacy is important to you, and we are committed to protecting and respecting your personal data. This policy outlines how we collect, use, and share personal data in compliance with applicable data protection laws and your rights. You must be over 18 years old to use our Site.

Please read this Privacy Policy carefully to understand our practices regarding your personal data and how we handle it. By using our website procuretools.com, you consent to the collection, use, and sharing of your personal data as described in this policy.

 

TO WHOM DOES THIS PRIVACY POLICY APPLY?

At Procure Tools (Group) Limited, we understand the importance of privacy and are committed to respecting and safeguarding your personal data. This policy outlines how we collect, use, and share personal data in compliance with applicable data protection laws and your rights.

This Privacy Policy applies to the following individuals:

  1. Visitors to procuretools.com, regardless of their level of engagement with the site.
  2. Individuals who provide products and/or services to Procure Tools (Group) Limited, including those who register for our events and/or webinars through our Site, whether or not a fee is payable.
  3. Individuals who make enquiries about our products and/or services, request information or a quote, either through our Site or offline.
  4. Individuals who participate in surveys or provide feedback to us.

We encourage you to carefully review this Privacy Policy to understand how we handle your personal data. By accessing and using our website procuretools.com, you consent to the collection, use, and sharing of your personal data as described in this policy.

 

RESPECTING YOUR PRIVACY: OUR COMMITMENT AND SCOPE

We want you to feel confident in sharing your information with us. Therefore, we want to assure you that we do not collect any personal data about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, or genetic or biometric data.

 

Additionally, we want to emphasise that our Site is not intended for children, and we do not knowingly collect data relating to children.

We recommend that you carefully review this privacy policy alongside any other privacy policy or fair processing policy we may provide on specific occasions when we collect or process personal data about you. This will ensure that you have a complete understanding of how and why we use your personal data. This privacy policy serves as a supplemental document and should be read in conjunction with other notices and privacy policies. It is not intended to override any existing policies or notices.

Please rest assured that we take your privacy seriously, and we are committed to handling your personal data in accordance with applicable data protection laws and regulations.

WHO WE ARE

You can read about who we are and what we do here.

Procure Tools (Group) Limited, in accordance with the UK Data Protection Act 2018 and, where applicable, the General Data Protection Regulation ((EU) 2016/679) (DP Laws), acts as the controller and is responsible for your personal data. If you have any questions regarding this privacy policy or if you believe that we have violated any DP Laws, please reach out to us at privacy@procuretools.com or send a written communication to the following address:

Procure Tools (Group) Limited

293 Abbey Hey Lane

Manchester,

M18 8RH

 

You have the right to lodge a complaint with a data protection authority regarding our collection and use of your personal data. We encourage you to contact your local data protection authority for more information. The contact details for the Information Commissioner’s Office (ICO) in the UK can be found at www.ico.org.uk. If you are located in the European Economic Area (EEA), you can access the contact details for data protection authorities in your respective countries through the following link.

Before approaching a data protection authority, we kindly request that you give us an opportunity to address your concerns by contacting us initially. We value the chance to resolve any issues you may have regarding the processing of your personal data.

 

PRIVACY POLICY AND TERMS OF USE

This privacy policy, along with our Terms and Conditions and any other referenced documents (referred to collectively as “this Policy”), establishes the basis for the processing of personal data we collect from you or that you provide to us. By using our Site, you agree to the practices described in this Policy.

 

This Policy has been effective since May 31st, 2018. We reserve the right to modify this Policy at any time, and we will notify you of any changes by posting a revised version on our Site or sending you an email. We recommend reviewing this Policy regularly during each visit to our Site, as it may have been updated since your last visit.

We will only use your personal data for the purposes for which we collected it, unless we reasonably determine that we need to use it for another purpose that is compatible with the original purpose. If you require an explanation regarding how the processing for the new purpose is compatible with the original purpose, please contact us (see “WHO WE ARE”). In cases where we need to use your personal data for an unrelated purpose, we will notify you and explain the legal basis that allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the aforementioned rules, when required or permitted by law.

 

THIS POLICY IS ORGANISED INTO THE FOLLOWING SECTIONS:

  • TRANSPARENCY IN PERSONAL DATA COLLECTION AND USE: NAVIGATING VISITOR PRIVACY ON OUR WEBSITE
  • DATA PRIVACY IN SERVICE SUPPLY: COLLECTION, USE, AND SHARING FOR EFFECTIVE BUSINESS RELATIONSHIPS
  • PROTECTING YOUR PRIVACY: PERSONAL DATA COLLECTION, USE, AND RETENTION FOR ENQUIRIES AND ENGAGEMENT
  • EMPOWERING YOUR DATA PRIVACY: YOUR RIGHTS AND CONTROL OVER PERSONAL DATA
  • SAFEGUARDING YOUR PERSONAL DATA: OUR COMMITMENT TO PRIVACY AND SECURITY MEASURES
  • EMPOWERING YOUR MARKETING CHOICES: PERSONAL DATA AND OPT-OUT OPTIONS
  • NAVIGATING THIRD-PARTY WEBSITES AND SOCIAL MEDIA INTEGRATION: PROTECTING YOUR PRIVACY ONLINE
  • FURTHER INFORMATION

 

TRANSPARENCY IN PERSONAL DATA COLLECTION AND USE: NAVIGATING VISITOR PRIVACY ON OUR WEBSITE

  • Personal Data Collection: When you visit our site, we automatically collect the following personal data:
  • Technical information, such as your Internet Protocol (IP) address, browser type and version, time zone setting, browser plug-in types and versions, and hardware information.

Information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through, and from our site (including date and time), the services, products, publications, and articles you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, and the site you exit to.

Aggregated Data and Cookies: We may also collect, use, and share Aggregated Data, which does not directly or indirectly identify you. Aggregated Data may be derived from your personal data but is not considered personal data under the law. Additionally, our site uses cookies to provide a better browsing experience and to improve the site.

 

Use of Your Personal Data: We use the collected information for the following legitimate interests:

 

  • Improving our site’s performance and ensuring effective content presentation on your device.
  • Maintaining the security and safety of our site.
  • Protecting the rights, property, or safety of Procure Tools (Group) Limited, our customers, suppliers, contacts, or others as required by law.
  • Conducting internal operations such as data analysis, troubleshooting, testing, system maintenance, support, reporting, and data hosting.
  • Measuring the effectiveness of our site and marketing efforts, and delivering relevant marketing content.
  • Addressing any reported issues with our site.

We carefully consider the impact on your rights and interests before processing your personal data for our legitimate interests. We do not override your interests unless we have your consent or are required or permitted to do so by law. For more details on this assessment, please contact us (see “WHO WE ARE”).

 

Sharing Your Personal Data: We only share your personal data in the following instances:

  • With our employees, contractors, consultants, and freelancers for the performance of their duties and in line with the reason for processing.
  • When our third-party IT support provider processes information about you for providing IT support services to us.
  • With analytics and search engine providers to assist in improving and optimising our site.
  • When our CRM tools process information about you as owned, hosted, and supported by third parties.
  • In the event of a business sale or acquisition, where your personal data may be disclosed to the prospective buyer or seller.
  • When our accounting software, owned, hosted, and supported by third parties, processes information about you.
  • With our third-party website hosting supplier for site maintenance and hosting.
  • With marketing agencies engaged by us from time to time to provide marketing and sales support.

We ensure that all third parties respect the security of your personal data and process it in accordance with the law. We do not allow our service providers to use your personal data for their own purposes, and we only permit them to process your personal data for specified purposes and in accordance with our instructions.

Retention of Your Personal Data: We retain this information for 26 months, as per Google Analytics retention settings, for year-on-year comparisons, and for automatic deletion. However:

 

  • If required by law to retain it for a longer period, we will comply with the legal requirement.
  • If the information is related to legal proceedings, it will be retained for the duration of those proceedings.

 

DATA PRIVACY IN SERVICE SUPPLY: COLLECTION, USE, AND SHARING FOR EFFECTIVE BUSINESS RELATIONSHIPS

We collect the following personal data when you contact us or we contact you (via phone, email, or other means) in connection with supplying services, goods, and/or software:

  • Name
  • Job title/profession
  • Employer details
  • Email address(es)
  • Phone number(es)
  • Location
  • Demographic information, such as preferences and interests
  • Additional details from your business card, if provided

In addition, we may gather information from publicly available sources, such as your website, social media platforms, and Companies House, as part of our research to better understand you and your business. Furthermore, if you attend our events and/or webinars, whether hosted by us or a third party, we may collect information you provide during registration and feedback submission. Please note that when you interact with us on social media platforms or access our social media content, the information we receive is subject to the respective platform’s privacy settings, policies, and procedures, which we encourage you to review.

We do not record calls.

We utilise your personal data for the following legitimate interests, whether they belong to us or a third party:

  • Facilitating the performance of our contract with the company supplying services, goods, and/or software to us, or taking necessary steps to establish such a contract.
  • Managing payments, fees, and charges associated with our contractual obligations.
  • Maintaining our relationship with the company providing services, goods, and/or software, including communication regarding changes to our terms or policies and keeping our records updated.
  • Organising and following up on events and/or webinars for which you have registered.
  • Notifying you about other events, products, services, and webinars that may be of interest to you.

Before processing your personal data for these legitimate interests, we carefully consider and balance the potential impact on you, both positive and negative, as well as your rights. We do not use your personal data when our interests are outweighed by their impact on you, unless we have obtained your consent or are legally required or permitted to do so. If you would like more information on how we assess our legitimate interests in relation to specific activities, please reach out to us (see “WHO WE ARE”).

Sharing Your Personal Data: We only share your personal data with third parties in the following circumstances:

  • Our employees, contractors, consultants, and freelancers, who are limited to processing your data within the scope of their duties and in accordance with the purpose of processing.
  • Third-party IT support providers, who process your information as processors to provide us with IT support.
  • Third-party customer relationship management (CRM) tools owned, hosted, and supported by external entities, used as processors to process your information.
  • Third-party accounting software owned, hosted, and supported by external entities, used as processors to process your information.
  • Our third-party website hosting supplier, acting as a processor, to facilitate website maintenance and hosting.
  • Marketing agencies engaged by us from time to time to provide marketing and sales support.
  • Various third parties acting as processors, providing tools and cloud solutions essential for our business operations, including email, instant messaging, document management, and file-sharing.
  • Third parties conducting credit reference checks and assisting in debt recovery, acting as processors or joint controllers.
  • Professional advisers, including lawyers, bankers, auditors, and insurers based in the United Kingdom, acting as processors or joint controllers, who provide legal, banking, accounting, and insurance services.
  • HM Revenue & Customs, regulators, and other authorities, acting as controllers or processors, when reporting processing activities is required by law.
  • Prospective buyers or sellers in the event of selling or acquiring any business or assets, with disclosure of personal data being made to the relevant party.
  • Third parties assisting us in organising and hosting events and/or webinars you have registered to attend, acting as processors or controllers.
  • Our telephony and broadband suppliers, who may have access to phone numbers and email addresses, respectively, as processors.
  • When required by law to do so.

We ensure that all third parties respect the security of your personal data, handle it in accordance with legal requirements, and solely process it for specified purposes as instructed by us. We do not permit our third-party service providers to use your personal data for their own purposes.

Retention of Your Personal Data

Your personal data will be retained for the duration of our contract with the company supplying services, goods, and/or software to us. Subsequently, it will be retained for a period of seven years following the termination of the contract, in case of any legal claims. However, if a longer retention period is mandated by law or if the information is required for ongoing or prospective legal proceedings, it will be retained accordingly.

PROTECTING YOUR PRIVACY: PERSONAL DATA COLLECTION, USE, AND RETENTION FOR ENQUIRIES AND ENGAGEMENT

When you contact us or we reach out to you, either by phone, email, or other means, to make an enquiry about our products and/or services, request information or a quote, we will collect the following personal data: your name, job title/profession, employer details, email address(es), phone number(s), location, and any additional details you provide us (such as information you complete on a form on our website or details from your business card).

Additionally, we may collect the following:

  • Information about you from social media platforms when you interact with our content or engage with us on those platforms. The collection and use of this information are governed by the privacy settings, policies, and procedures of the respective social media platform.
  • Information and documentation obtained from publicly available sources (e.g., your website, social media profiles, and Companies House) as part of our research to better understand you and your business.

Use of Your Personal Data:

We will utilise the collected personal data for the following legitimate interests, whether they belong to us or a third party:

  • Responding to your enquiries or providing you with a quote.
  • Providing you with the requested information and other relevant details we believe may interest you.
  • Organising and following up on events and/or webinars for which you have registered.
  • Notifying you about other events, products, services, and webinars we believe you might be interested in.
  • Sending you marketing communications (see “EMPOWERING YOUR MARKETING CHOICES: PERSONAL DATA AND OPT-OUT OPTIONS”).
  • Conducting market research to better understand our target audience and tailor our marketing efforts.

Before processing your personal data for these legitimate interests, we carefully consider and balance the potential impact on you, taking both positive and negative factors into account, as well as your rights. We do not use your personal data when our interests are outweighed by their impact on you, unless we have obtained your consent or are legally required or permitted to do so. If you require further information regarding how we assess our legitimate interests concerning specific activities, please feel free to contact us (see “WHO WE ARE“).

Sharing Your Personal Data:

  • We will only share your personal data with third parties in the following circumstances:
  • Our employees, contractors, consultants, and freelancers who are bound by limited use agreements and process data solely within the scope of their duties and for the intended purpose.
  • Our third-party IT support provider, acting as a processor, for the purpose of providing IT support to us.
  • Our CRM tools, which are owned, hosted, and supported by third parties, acting as processors to process your information.
  • Our accounting software, which is owned, hosted, and supported by third parties, acting as processors to process your information.
  • Our third-party website hosting supplier, acting as a processor, to maintain and host our website.
  • Marketing agencies we engage from time to time to provide marketing and sales support.
  • In the event of a business sale or acquisition, we may disclose your personal data to the prospective seller or buyer of the business or assets.
  • Third parties who assist us in arranging and hosting events and/or webinars you have registered to attend, acting as processors or controllers.
  • Our telephony and broadband suppliers, who may have access to phone numbers and email addresses as processors.
  • When required by law.

We ensure that all third parties respect the security of your personal data and handle it in compliance with applicable laws. We do not permit our third-party service providers to use your personal data for their own purposes and only allow them to process it for specified purposes in accordance with our instructions.

Retention of Your Personal Data:

We will retain the collected personal data for the duration of your enquiry or request and as long as you continue to engage with our marketing campaigns, such as by opening, clicking, or downloading our marketing communications. To ensure data accuracy and relevance, we review our marketing database every 12 months to identify activity and inactivity.

However, there are circumstances where we may need to retain your personal data for longer periods:

  • If we are legally obligated to retain it for an extended duration, we will comply with the required retention period.
  • In cases where the information is utilised in connection with ongoing or prospective legal proceedings, we will retain it for the duration of those legal proceedings and any associated enforcement actions.

 

EMPOWERING YOUR DATA PRIVACY: YOUR RIGHTS AND CONTROL OVER PERSONAL DATA

Regarding the personal data we hold about you, you have the following rights:

  • Withdraw Consent: If we process your personal data based on your consent, you can easily withdraw your consent at any time.
  • Access and Information: You have the right to access your personal data held by us and receive information about how we process it.
  • Rectification: You can request us to correct any inaccuracies or complete incomplete personal data we have about you.
  • Erasure and Processing Cessation: In certain instances, you can ask us to erase your personal data or cease processing it.
  • Marketing Objection: You can object to us processing your personal data for direct marketing purposes (see “EMPOWERING YOUR MARKETING CHOICES: PERSONAL DATA AND OPT-OUT OPTIONS”).
  • Legitimate Interest Challenge: You have the right to challenge our processing of your personal data that is justified on the basis of our legitimate interests.
  • Restriction of Processing: In certain instances, you can ask us to restrict the processing of your personal data to storage only.
  • Data Portability: In limited cases, you can request the transfer of your personal data to another online service provider.
  • Automated Decision-Making: You have the right not to be subject to automated decision-making, including profiling, in certain circumstances.
  • Prevention of Damage: You can prevent processing of your personal data that is likely to cause damage or distress and seek compensation for any breaches of data protection laws.
  • Breach Notification: You will be notified in the event of a personal data breach that is likely to result in a high risk to your rights and freedoms.

To ensure the accuracy and currency of your personal data, please inform us of any changes during your relationship with us.

 

Certain areas of our website can be accessed without providing any personal data. However, to utilise all features and functions, you may need to submit or allow the collection of certain personal data. You have the option to restrict our use of cookies. For more information, refer to our Cookie Policy.

 

You will not be charged a fee to access your personal data or exercise any of the aforementioned rights. However, if your request is clearly unfounded or excessive, we may charge a reasonable fee or refuse to comply with the request.

 

To exercise any of these rights, please contact us (see “WHO WE ARE” section). We may need to obtain specific information from you to confirm your identity and ensure your right to access your personal data or exercise other rights. This is a security measure to prevent disclosure of personal data to unauthorised individuals. We may also request additional information to expedite our response.

 

We strive to respond to all legitimate requests within one calendar month from the day after we receive your request. However, if your request is particularly complex or if you have made multiple requests, it may take longer. In such cases, we will notify you and keep you updated on the progress.

 

SAFEGUARDING YOUR PERSONAL DATA: OUR COMMITMENT TO PRIVACY AND SECURITY MEASURES

We take several measures to protect the privacy and security of the personal data you transmit. These measures include physical, technical, and administrative safeguards, which we also require from any third parties with whom we share your personal data. All payment transactions are encrypted for enhanced security. Our security technology is managed and monitored by a reputable third-party IT support company. Our employees follow our Password Policy and adhere to NCSC Guidance when accessing business tools. We maintain control over user accounts and carefully manage the access privileges granted to each user. Our staff receives regular training on the importance of confidentiality and safeguarding the privacy and security of your personal data. If we have provided you with a password to access certain parts of our website, it is your responsibility to keep it confidential, and we request that you do not share it with anyone.

 

While we strive to protect your personal data to the best of our ability, please be aware that transmitting information over the internet is not entirely secure. Any transmission of personal data to our website is done at your own risk. Once we receive your personal data, we employ physical, technical, and administrative safeguards to prevent unauthorised access.

 

We have established procedures to address any suspected personal data breaches. In the event of a breach, where legally required, we will promptly notify you and the relevant regulatory authorities.

 

EMPOWERING YOUR MARKETING CHOICES: PERSONAL DATA AND OPT-OUT OPTIONS

We value your choices when it comes to the use of your personal data for marketing and advertising purposes. If you wish to opt out of receiving marketing communications, please refer to the Opting Out section below.

 

Promotional offers from us: We may analyse various data points such as your location, browsing history on our website, downloaded resources from our site, completed forms, social media interactions, engagement with our events and webinars, email exchanges with our team, and your previous purchasing history of our products and/or services. Based on this information, we form a view on what products, services, and offers may be relevant or interesting to you. This helps us customise our marketing efforts.

 

You will receive marketing communications from us if you have requested information, if we believe the information may be of interest to you, or if you have made a purchase from us and have not opted out of receiving marketing communications.

 

Third-party marketing: We will obtain your explicit consent before sharing your personal data with any third party for marketing purposes.

 

Opting out: You have the option to unsubscribe from marketing messages at any time by following the opt-out links provided in any marketing communication you receive. Please note that opting out of marketing messages does not apply to personal data provided to us as a result of a product or service purchase, product or service experience, or other transactions. If you request to not be contacted via a specific email address, we will retain a record of that email address in a “suppression list” to honour your request.

 

We process your personal data based on our legitimate interests, which include growing our business and improving our products and services. Before processing your personal data for these legitimate interests, we carefully consider and balance any potential impact on you and your rights. We do not use your personal data for activities where our interests are overridden by the impact on you, unless we have obtained your consent or are required or permitted to do so by law. For more information on how we assess our legitimate interests, please contact us (see “WHO WE ARE”).

You have the freedom to change your marketing preferences at any time.

 

NAVIGATING THIRD-PARTY WEBSITES AND SOCIAL MEDIA INTEGRATION: PROTECTING YOUR PRIVACY ONLINE

Please be aware that our Site may contain links to third-party websites. When you click on these links, please note that each website has its own privacy policies, and we do not assume any responsibility or liability for the privacy practices of these websites. We encourage you to review their privacy policies before providing any personal data.

Our Site also integrates with social media platforms such as Facebook, LinkedIn, Twitter, and others. If you choose to engage with our Site through these services by liking or sharing information, we recommend reviewing the privacy policy of the respective social media platform. If you are a member of a social media site, the integration may allow the social media site to associate your visit to our Site with your personal data.

 

FURTHER INFORMATION

If you would like to obtain more details regarding the privacy policy, please don’t hesitate to contact us. You can reach us at privacy@procuretools.com

For additional information about cookies, data protection, and our terms and conditions, please visit the following resources:

Procure Tools Cookie Policy

Procure Tools Terms and Conditions

 

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