Last Revised September 2020

Introduction
This is the privacy policy and cookie notice of Longwall Security Ltd. It explains how we collect, use and disclose or otherwise process your personal data. This policy applies where we are acting as a data controller with respect to the personal data of customers; business partners, and website visitors, in other words, where we determine the purposes and means of the processing of that personal data.

By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.
Who we are:
When we say ‘we’, ‘us’ or ‘our’, we mean Longwall Security Ltd, company registration no: 8690329, registered office: Suite I, Windrush Court, Abingdon Business Park, Abingdon OX14 1SY, United Kingdom.

The information we collect and how we use it:
This section sets out the general categories of personal data that we may process; the source of that data; the purpose for which we may process that data, and the legal basis for processing.

Customer Account Data: if you buy products or services from us directly or through a third-party organisation acting on your behalf e.g. a reseller or vendor, we may use your data for the purposes of account management. This customer account data may include your name; company position; your organisation’s name, postal address, and telephone number; your mobile number, your business email address. The source of the customer account data is you or your employer, or a third-party organisation acting on your behalf e.g. a reseller or vendor. The customer account data may be processed for the purposes of responding to your enquiries about our products and services; preparing quotations and statements of work; order processing and billing; communication, feedback and support; maintaining our company accounts and records, updating you about changes to our services. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interest, namely the proper administration of business.

Enquiry Data: we may process information contained in or relating to any enquiry that you submit to us regarding products and/or services. This enquiry data may include your name; company position; your organisation’s name, postal address, and telephone number; your mobile number, your business email address. The source of this enquiry data is you and may be processed for the purposes of offering, marketing and selling relevant products and/or services to you. The legal basis for processing is consent.

Correspondence Data: we may process information contained in or relating to any communication that you send to us. This correspondence data may include your name; company position; your organisation’s name, postal address, and telephone number; your mobile number, your business email address. It may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our business and communications with you.

Transaction Data: if we buy/sell goods and services from/to you, we may use your data for the purposes of managing a transaction. This transaction data may include your name, company position, your organisation’s name, postal address, and telephone number; your mobile number, your business email address, and your organisation’s bank details. The transaction data may be processed for the purposes of making payments and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and our legitimate interests, namely our interest in the proper administration of our business.

Website Data: when you visit our website, web performance and analytical tools are used to collect data about your use of the site. This website data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of this data is third-party cookies. The data collected may be processed for the purposes of analysing the use of our website and improving the site. We do not use this website data for targeted marketing. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website.

Job Application Data: if you apply for a job with us, we may collect data about you. This job application data may include your name, home address; telephone number; email address; CV; employment references; interview notes, or other relevant information. The source of the job application data is you. By sending us this information you are consenting to us using this data to consider your application or inquiry and to sharing it with third-parties for the specific purpose of managing our recruitment activities. Except when you explicitly request otherwise, we may keep this information on file for future reference. The legal basis for processing this data is consent.

We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.

We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

Additionally, we may process your personal data where necessary to fulfil our statutory obligations.

We request that you do not supply any other person’s personal data to us, unless we prompt you to do so.

Who do we share your personal data with?
We may disclose your personal data to our suppliers, subcontractors, vendors, partners and other third-parties insofar as reasonably necessary for the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract. When we use third-party service providers, we disclose only the personal information that is necessary to deliver the service requested and we have a contract in place that requires them to keep your information secure.

We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

Additionally, we may disclose your personal data where necessary to fulfil our statutory obligations.

Whenever we share personal data, we will take all reasonable steps to ensure that it is treated securely and in accordance with this privacy policy.

Retaining and deleting your personal data:
We retain personal data only for as long as necessary to provide the products and services you have requested:

Customer Account, Correspondence, Enquiry and Transaction data will be retained for as long as you have a relationship with us. After it ends, we will keep it for legitimate purposes, namely the proper administration of our business. Account, Correspondence, Enquiry and Transaction data no longer required for a legitimate purpose will be retained for a maximum period of 6 years.

Job application data will be retained for a minimum period of 6 months and a maximum period of 2 years following receipt, in case we decide to contact you at a later date.

Additionally, we may retain your personal data where such retention is necessary to fulfil our statutory obligations.

Transferring your personal data overseas:
Your information may be transferred and stored in countries outside the European Economic Area (EEA), including some that may not provide the same level of protection for personal information. By submitting your personal data to us, you agree to this transfer, storing or processing. In such cases, we will take all necessary steps to ensure that your data is treated securely and in accordance with this privacy policy.

Security of your data:
We will take appropriate technical and organisational precautions to secure your personal data and to prevent the loss, misuse or alteration of your personal data.

You acknowledge that the transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

Your rights:
The personal information we hold about you is available on request by contacting us at [email protected] You can request that your data is updated or deleted, unless we can justify that it is retained for legitimate business or legal purposes. Subject access requests will require you to supply appropriate evidence of your identity. For this purpose, we will usually accept a photocopy of your passport plus an original copy of a utility bill showing your current address.

We aim to keep your personal data up to date at all times. If you believe that any personal information we hold about you needs to be corrected or updated, please contact us as soon as possible.

Third-Party websites:
Our website includes hyperlinks to third-party websites. We have no control over, and are not responsible for, the privacy policies and practices of third-parties. We encourage our users to be aware when they leave our site, and to read the privacy policy of other sites that collect personal data.

Acting as a data processor:
In respect of customer account data provided to us by a third-party organisation acting on your behalf e.g. a reseller or vendor, we do not act as a data controller; instead, we act as a data processor. Insofar as we act as a data processor rather than a data controller, this policy shall not apply. Our legal obligations as a data processor are instead set out in the contract between us and the relevant data controller. In these circumstances, you should refer to the privacy policy of the third-party.

Cookies:
A cookie is a small text file which a server downloads to your computer or mobile device when you visit a website. Cookies enable your browser to be recognised by the website. There are different types of cookies, which perform different functions.

We use the following cookies on our website:

Strictly Necessary Cookies: these cookies are essential for the operation of our website. They include, for example, cookies that enable users to log into secure areas of a website. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information.

Analytical/Performance Cookies: these cookies are used to provide us with information about our website visitors. They allow us to count visits and traffic sources. The data we collect helps us to monitor and analyse the use and performance of our website. We only use these cookies to improve how our websites work. We use cookies from Google Analytics to monitor user interaction with our website. We use cookies from Wordfence and Cloudflare to monitor and protect our website against malicious attacks.

You can find our cookies in your browser settings. Most web browsers allow you to accept, decline or delete cookies. You can use the “Help” function in your browser to locate your cookie settings. Please note that if you choose to disable or delete certain cookies, you may affect the function of a website.

Amendments to this policy:
We reserve the right to amend or vary this privacy policy at any time and the revised policy will apply from the date posted on the website. You should check this page periodically to ensure you are happy with any changes to this policy.

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