Privacy Policy
Who We Are
Koolmax UK Ltd gather and process your personal information in
accordance with this privacy notice and in compliance with the relevant data protection Regulation
and laws. This notice provides you with the necessary information regarding your rights and our
obligations, and explains how, why and when we process your personal data.
Koolmax UK Ltd registered office is at West Meadow Rise, Castle Donington Derby, DE74 2HL and we are a company registered in England and Wales under company number 908993. We are registered on the Information Commissioner's Office Register; registration number ZA292301, and act as the data controller when processing your data. Our designated Data Protection Officer/Appointed Person is Paul Mckeown, who can be contacted at West Meadow Rise, Castle Donington Derby, DE74 2HL on 01332 850090.
Information That We Collect
Koolmax UK Ltd processes your personal
information to meet our legal, statutory and contractual obligations and to provide you with our
products and services. We will never collect any unnecessary personal data from you and do not
process your information in any way, other than as specified in this notice.
The personal data that we collect is: -
Name
Business Email
Mobile
Telephone Number
Business Address
Business Telephone Number
We collect information in the below ways: -
Online forms
Website
orders
Business Cards
Inbound Telephone Calls
How We Use Your Personal Data (Legal Basis for Processing)
Koolmax UK
Ltd takes your privacy very seriously and will never disclose, share or sell your data without
your consent; unless required to do so by law. We only retain your data for as long as is necessary
and for the purpose(s) specified in this notice. Where you have consented to us providing you with
promotional offers and marketing, you are free to withdraw this consent at any time. The
purposes and reasons for processing your personal data are detailed below: -
We collect your personal data in the performance of a contract or to provide a service and to ensure
that orders are completed and can be sent out to your preferred address
We collect and store your
personal data as part of our legal obligation for business accounting and tax purposes
We
will occasionally send you marketing information where we have assessed that it is beneficial to you
as a customer and in our interests. Such information will be non-intrusive and is processed on the
grounds of legitimate interests
Your Rights
You have the right to access any personal information that Koolmax Uk
Ltd processes about you and to request information about: -
What personal data we hold about you
The purposes of the processing
The categories of personal
data concerned
The recipients to whom the personal data has/will be disclosed
How long we
intend to store your personal data for
If we did not collect the data directly from you,
information about the source
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.
If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.
Sharing and Disclosing Your Personal Information
We do not share or disclose any
of your personal information without your consent, other than for the purposes specified in this
notice or where there is a legal requirement. Koolmax UK Ltd uses third-parties to provide the
below services and business functions; however, all processors acting on our behalf only process
your data in accordance with instructions from us and comply fully with this privacy notice, the
data protection laws and any other appropriate confidentiality and security measures.
XPO
Logistics https://uk.xpo.com/en/privacy-policy
Hadfield’s
Transport Ltd
Aramex
Logistics https://www.aramex.com/privacy-policy
We use the above companies to carry out our deliveries and collections and they act in the capacity of a processor on our behalf. The only information we provide them with is your name, delivery address and contact details to meet business and legal requirements.
We use several sub-contract service technicians to conduct warranty work as required. Details of their privacy notices are available from us upon request.
We also use companies for marketing purposes who comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures. These are as follows.
Google Analytics https://policies.google.com/privacy?hl=en-GB
Mailchimp https://mailchimp.com/legal/privacy/
Safeguarding Measures
Koolmax UK Ltd takes your privacy seriously and takes
every reasonable measure and precaution to protect and secure your personal data. We work hard to
protect you and your information from unauthorised access, alteration, disclosure or destruction and
have several layers of security measures in place, including: -
SSL encryptions on the website, restricted access via secure VPN links, WatchGuard firewalls and McAfee anti-virus/malware software
Transfers Outside the EU
Personal data in the European Union is protected by the
General Data Protection Regulation (GDPR) but some other countries may not necessarily have the same
high standard of protection for your personal data. Koolmax UK Ltd does not transfer or store any
personal data outside the EU.
Consequences of Not Providing Your Data
You are not obligated to provide your
personal information to Koolmax UK Ltd however, as this information is required for us to
deliver your products, we will not be able to offer all our services without it.
Legitimate Interests
As noted in the ‘How We Use Your Personal Data’ section of
this notice, we occasionally process your personal information under the legitimate interests’ legal
basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA)
to ensure that we have weighed your interests and any risk posed to you against our own interests;
ensuring that they are proportionate and appropriate.
We use the legitimate interests’ legal basis for processing your business contact information and have identified that our interests are to advise you of our products, offers and services.
How Long We Keep Your Data
Koolmax UK Ltd only ever retains personal
information for as long as is necessary and we have strict review and retention policies in place to
meet these obligations. We are required under UK tax law to keep your basic personal data (name,
address, contact details) for a minimum of 6 years after which time it will be destroyed.
Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.
Marketing
LEGITIMATE INTERESTS
Koolmax UK Ltd will occasionally send you special offers,
brochures and product updates by email /post that have been identified as being beneficial to our
customers and in our interests. Such information will be relevant to you as a customer and is
non-intrusive and you will always have the option to opt-out/unsubscribe at any time.
If you would prefer not to receive above-mentioned marketing and offers you can login to your account here and change your preferences.
If you do not have a login on our website then please email sales@tefcold.co.uk
Lodging a Complaint
Tefcold UK Ltd only processes your personal
information in compliance with this privacy notice and in accordance with the relevant data
protection laws. If, however you wish to raise a complaint regarding the processing of your personal
data or are unsatisfied with how we have handled your information, you have the right to lodge a
complaint with the supervisory authority.
Koolmax UK LTD
Paul McKeown
West Meadow Rise
Castle Donington
DE74 2HL
01332
850090
Information Commissioner's Office
Wycliffe House
Water
Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113