Office Phones Direct understands that your information is important and in the wrong hands it poses a risk to you rights and freedoms. In order to help you protect your information this notice will explain what information we collect, why we collect it, what we do with it, how long we keep it for, who can access it and what your rights are. We hope the following sections will answer any questions you have but if not, please do get in touch with us.
Explaining the legal bases, we rely on
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data. These include
In such situations e.g. when you sign up to receive our newsletters, we can collect and process your data with your consent.
In certain situations, e.g. when you order from our website, we’ll collect your name and address details to deliver your item and forward them to our courier for delivery.
If the law requires us to, e.g. to pass on details of people involved in fraud affecting Office Phones Direct to law enforcement, we may need to collect and process your data.
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
For example, we will use your purchase history to send you or make available specific offers.
We might use your address details to send you direct marketing information by post, to inform you about products and services that we think might be of interest to you.
When do we collect your personal data?
What sort of personal data do we collect?
We need to collect data in a variety of situations including;
If you have a web account with us:
Details of your interactions with us either online or in person
For example, we collect notes from our conversations with you, details of any comments, complaints, suggestions you make, details of purchases you made, items viewed or added to your basket, wish list choices, brands and products you show interest in, web pages you visit and how and when you contact us.
In future copies of documents you provide to prove your age or identity where the law requires this. (including your passport and driver’s licence). This will include details of your full name, address, date of birth and facial image.
Details of your purchase and shopping preferences
In future we may also keep details of your visits to our websites and which site you came from to ours.
Personal details:- which help us to recommend items of interest. We’ll only ask for and use this information to tailor your purchasing experience with us. It’s always your choice whether you share such details with us.
Payment card information (To process payments quickly and securely via our payment processor partners, this data is secured using ‘Comodo Secure’.
Your comments and product reviews
To deliver the best possible web experience, we may collect technical information about your internet connection and browser as well as the country and telephone code where your computer is located, the web pages viewed during your visit, the advertisements you clicked on, and any search terms you entered.
Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback.
How and why do we use your personal data
We want to give you the best possible customer experience.
The data privacy law allows us as part of our legitimate interest to combine data we have about you.
If you choose not to share your personal data with us or refuse certain contact permissions, we might not be able to provide some services you’re requested.
For example, if you’ve asked us to let you know when an item is back in stock, we can’t do that if you’ve withdrawn your general consent to hear from us.
Here’s how we’ll use your personal data and why:
How we protect your personal data
We understand the importance of data security and why it matters, which is why we treat your data with the utmost care and take all appropriate steps to protect it.
Access to your personal data is password-protected, and sensitive data (such as payment card information) is secured by encryption.
We will not transfer your data to another country.
We do not use automated decision making
How long do we keep your data?
Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.
At the end of that retention period, we will delete it are ask your permission to keep for longer.
Do we share any personal data?
We sometimes share your personal data with trusted third parties.
For example: delivery couriers, system engineers, fraud management, handling complaints, mailing houses and so on. We will only provide them with the data they need to carry out the services that they have been appointed to carry out.
Examples of the kind of third parties we work with or may work with:
What are your rights
You have the right to request;
You have the right to request a copy of any information about you that the company holds at any time, and also to have that information corrected if it is inaccurate.
To ask for your information or to make an amendment, please contact:
Ofiice Phones Direct
8 Minerva House
Aldermaston, Berkshire RG7 8NA
Your right to withdraw consent
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.
Checking your identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.
We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it.
If you have any questions that haven’t been covered, please contact our Data Protection Officer who will be pleased to help you:
Office Phones Direct
8 Minerva House
Aldermaston, Berkshire RG7 8NA
This notice was last updated on 25/04/2018