Gonzalez Byass UK Ltd a company incorporated in England and Wales whose registered office is at Tavistock House South, Tavistock Square, London WC1H 9LG (registered number 05036529) holds personal data about our employees, clients, suppliers and other individuals for a variety of business purposes. We are committed to respecting your privacy and to complying with applicable data protection and privacy laws.
This policy applies to all products and services provided by us and sets out how we seek to protect personal data and ensure that staff understand the rules governing their use of personal data to which they have access in the course of their work. This policy is effective from 24th May 2018.
You give us your information either through this website or by any other means. We may seek to use your personal data for business purposes that may include the following:
- Compliance with our legal, regulatory and corporate governance obligations and good practice.
- Gathering information as part of investigations by regulatory bodies or in connection with legal proceedings or requests.
- Ensuring business policies are adhered to (such as policies covering email and internet use).
- Operational reasons, such as recording transactions, training and quality control, ensuring the confidentiality of commercially sensitive information, security vetting, credit scoring.
- Investigating complaints.
- Checking references, ensuring safe working practices, monitoring and managing staff access to systems and facilities and staff absences, administration and assessments.
- Monitoring staff conduct, disciplinary matters.
- Marketing our business.
- Improving our services through knowledge of what is used and how.
Any and all information passed to us by any third party will be treated in accordance with this policy.
This is defined as information relating to identifiable individuals, clients, suppliers, marketing contacts, job applicants, current and former employees, agency, contract and other staff.
The type of personal data we may gather might include: individuals’ contact details, educational background, financial and pay details, details of certificates and diplomas, education and skills, marital status, nationality, job title, and CV.
This is defined as personal data about an individual’s racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership (or non-membership), physical or mental health or condition, criminal offences, or related proceedings. Any use of sensitive personal data will be strictly controlled in accordance with this policy.
Application of Policy
This policy applies to all of our staff and we will ensure that they are familiar with this policy and comply with its terms.
We may supplement or amend this policy by additional policies and guidelines from time to time. Any new or modified policy will be circulated to staff before being adopted.
Responsibility for this policy?
The Digital Manager has overall responsibility for the day-to-day implementation of this policy.
Fair and lawful processing
We will always seek to process personal data fairly and lawfully in accordance with the rights of the individuals’. This generally means that we will not process personal data unless the individual whose details we are processing has consented to this happening.
The processing of all data must be:
- Necessary to deliver our services and the services that we deliver on behalf of our clients.
- In our legitimate interests and not unduly prejudice the individual’s privacy.
- In most cases this provision will apply to routine business data processing activities.
Sensitive personal data
In most cases where we process sensitive personal data we will require the data subject’s explicit consent to do this unless exceptional circumstances apply or we are required to do this by law (e.g. to comply with legal obligations to ensure health and safety at work). Any such consent will need to clearly identify what the relevant data is, why it is being processed and to whom it will be disclosed.
Accuracy and relevance
We will seek to ensure that any personal data we process is accurate, adequate, relevant and not excessive, given the purpose for which it was obtained. We will not process personal data obtained for one purpose for any unconnected purpose unless the individual concerned has agreed to this or would otherwise reasonably expect this.
Individuals may ask that we correct inaccurate personal data relating to them. If you believe that information is inaccurate you should record the fact that the accuracy of the information is disputed and inform the Digital Manager.
Your personal data
You must take reasonable steps to ensure that personal data we hold about you is accurate and updated as required. For example, if your personal circumstances change, please inform the Digital Manager so that they can update your records.
We keep personal data secure against loss or misuse. We are committed to protecting the confidentiality of your information and will take all reasonable measures to secure your information, including access controls and password protection.
Where other organisations process personal data as a service on our behalf, Gonzalez Byass UK will establish what, if any, additional specific data security arrangements need to be implemented in contracts with those third party organisations.
Storing data securely
- In cases when data is stored on printed paper, it will be kept in a secure place where unauthorised personnel cannot access it.
- Printed data will be shredded when it is no longer needed.
- Data stored on a computer will be protected by strong passwords.
- Servers containing personal data will be kept in a secure location.
- Data will be regularly backed up in line with the company’s backup procedures.
- All servers containing sensitive data will be approved and protected by security software and strong firewall.
Transferring data internationally
There are restrictions on international transfers of personal data. Your personal data will not be transferred anywhere outside the EU without first consulting the Digital Manager.
Processing data in accordance with the individual’s rights
We will abide by any request from an individual not to use their personal data for direct marketing purposes and notify the Digital Manager about any such request.
For non-customers we will not send direct marketing material to anyone electronically (e.g. via email) unless they have given us positive consent to receiving our marketing material and that consent will be recorded and stored.
Customers of Gonzalez Byass UK may automatically be signed up to the newsletter as part of their customer contract however they can unsubscribe from the newsletter at any point.
Being transparent and providing accessible information to individuals about how we will use their personal data is important for us. The following are details on how we collect data and what we will do with it:
What information do we collect?
- Full name and job title
- IP address and other data associated with your computer
- Demographic information e.g. postcode
- Additional information provided by you may include:
- Preferences and reminders
- Home address
- Telephone number
- Mobile phone number
- Date of birth
- Payment and bank account information
- Automatically generated information created while you use this website may include:
- Transactional information
- Clickstream information
Your newsletter subscription information may be shared outside of the European Union to enable the fulfilment of this service. You can unsubscribe from any marketing information at any time by clicking the unsubscribe button at the bottom of all newsletters or by emailing us at firstname.lastname@example.org.
How is it collected?
We may collect personal data:
- When we meet you in person
- When we speak to you by telephone
- When you correspond with us by email
- When you fill in forms and questionnaires
- When you visit our website
How will we use it?
We use the information we collect in order to understand your needs and provide you with a better service and in particular for the following purposes:
- Communicate with you and enable you to access the benefits and services of this website.
- Internal record keeping.
- To improve our products and services; provide relevant offers and fulfil transactions.
- Protect you, provide you with customer service, prevent fraud, operate this website on your behalf and respond to your request.
- To send promotional emails and updates about new products, special offers or other information we may think is of interest to you.
- To contact you for market research purposes, we may contact you by email, phone or mail and we may use the information to customise the website according to your interests.
Who will your information be shared with?
Your personal data is an important part of our business. We do not sell your information to third parties. All information sharing is only done on the basis of being necessary and to fulfil legitimate business purposes. For example:
- Payment card information may be shared with payment processors to facilitate card transactions.
- Bank account information may be shared with our bank to facilitate payment into your account.
- Information may be shared with third parties to fulfil our role, fulfil transactions including payment information, and shipping.
If further consent is required to pass your personal data to third parties, you may be contacted in order to give your positive consent for this purpose.
We may disclose your personal information to third parties in limited circumstances as follows:
- Where we engage the business services of a third party to provide services directly to us. We will carry out the necessary due diligence on any third party that we use to ensure that they fully comply with data protection regulations. Any third party will be engaged for a specific purpose and they will be strictly prohibited from using your personal data for any other purposes. If we do share your personal information we will contact you to inform you of the identity of that third party and to gain positive consent to pass your personal data to the third party specified.
We retain your data for
We will retain personal data for no longer than is necessary and in any event no longer than 2 years from the date of last usage excluding that required for auditing purposes. What is necessary will depend on the circumstances of each case, taking into account the reasons that the personal data was obtained, but will be determined in a manner consistent with our data retention guidelines.
We will also need to take into consideration any regulations that we must fulfil, for example for auditing purposes or for legitimate business purposes and may retain your information after your relationship with us has ended.
Identity and contact details of any Data Controllers are
If you would like a copy of your personal data or would like us to correct any inaccurate information held about you please contact the Digital Manager.
We would like to send you information, from time to time about our products and services. Customers will receive this upon signing their customer contract but can unsubscribe at any time. For any non-customers we will only do so when we have your positive consent, which you can revoke at any time.
How do you access your data?
You have the right to access information held about you. If you would like a copy of your personal data, please contact the Digital Manager.
You can ask us to correct any inaccurate information held about you by contacting us.
The personal data that we collect is subject to active consent by the data subject. This consent can be revoked at any time.
We will process personal data collected in connection with our Surveys, Newsletters and Events as a necessary legitimate interest.
Upon request, you will have the right to receive a copy of your data in a structured format. These requests will be processed within one month, provided there is no undue burden and it does not compromise the privacy of other individuals. You may also request that your data is transferred directly to another system. This will be done for free.
Right to be forgotten
You may request that any information held on you is deleted or removed, and any third parties who process or use that data must also comply with the request. An erasure request can only be refused if an exemption applies.
All members of staff have an obligation to report actual or potential data protection compliance failures. This allows us to:
- Investigate the failure and take remedial steps if necessary
- Maintain a register of compliance failures
- Notify the Supervisory Authority (SA) of any compliance failures that are material either in their own right or as part of a pattern of failures
Although we take every reasonable step to protect the information that you provide, we cannot guarantee the security or accuracy of the information that we gather. Please be assured that all our staff must observe this policy. The Digital Manager has overall responsibility for this policy. They will monitor it regularly to make sure it is being adhered to.
If you have any questions or concerns about anything in this policy, do not hesitate to contact the Digital Manager on email@example.com.
Links to other websites
Notification of changes to this policy
Please contact our Digital Manager at:
Post: Gonzalez Byass UK Ltd. The Hyde, Woodcock Hill, Coopers Green Lane, St Albans, Herts AL4 9HJ
Telephone: 01707 274790