Overview
The General Data Protection Regulation (GDPR) (EU) 2016/679 is a regulation in EU law on data protection and privacy for all individuals within the European Union and the European Economic Area. It also addresses the export of personal data outside the EU and EEA. The GDPR aims primarily to give control to citizens and residents over their personal data and to simplify the regulatory environment for international business by unifying the regulation within the EU.
GDPR regulates the processing of information relating to you and grants you various rights in relation to your personal data.
Reloading Solutions Limited is committed to ensuring that your privacy is protected and respected and that we comply with the obligations of GDPR.
This Privacy Policy explains how we will treat any personal information that you provide us, details your rights and how you can access them and provides assurances on things we will not do.
The Cookie Policy is available here and highlights how we utilise cookies.
The Purpose of this Policy
This is the privacy policy of Reloading Solutions Limited. In this document, "we", "our" or "us" refer to Reloading Solutions Limited. References to “our Website” or “the Website” are to www.reloadingsolutions.com, www.reloadingsolutions.co.uk, www.reloadingsolutionsltd.com and other sub domains of these websites.
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information. This notice will also bind any successor to our business which processes your personal data in the future.
The information we collect and how we use it
When you register on our website at www.reloadingsolutions.com or contact us by phone we may collect information about you and your organisation such as company name, address, job title, e-mail address and phone number.
We gather this information to allow us to process your registration and efficiently administer transactions and deliveries, as well as using it to develop and improve our services.
We may use aggregated information for the purposes of tracking the usage of our services and to help us develop and improve the website and such services. We may pass this information to third parties as described within this document. The aggregated information and statistics will not however include details that can be used to identify you.
We will only send marketing material or advertise the products and services of the company by email to subscribers whose contact details the company has obtained either during a transaction or registration. All subscribers will be offered a means of opting out of such communications at the time their details were initially collected and each subsequent communication.
What information is being collected?
- Order related data: - To process your order efficiently we need information about you and your organisation such as company name, address, the nature of your business, e-mail address and phone number.
- Cookies: - Information of cookies and how Reloading Solutions Limited uses them is here.
Purposes of Data Processing
Data Processing either by Reloading Solutions Limited or defined contracted third parties are limited to the following:
- Using customers name and address to complete business transactions including invoicing, credit checking, drop shipment or other order or contract related obligations.
- Using cookies for web enhancement, remarketing and refining Google AdWords.
- Using customers names, phone numbers or e-mail addresses within a defined marketing campaign or sales activity which will be limited by the Legitimate Interest Assessment and in addition individuals consent settings or outcomes from exercising your rights.
- Using customers and supplier’s transactional data for internal performance reporting.
Categories of Personal Data
Processing of personal data is limited to customer, supplier data and employee personal data.
We do not hold or process personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership and comply with the restrictions regarding the processing of genetic data, biometric data for uniquely identifying a natural person and data concerning health or person's sex life or sexual orientation.
We do not hold or process personal data relating to criminal convictions and offences or related security measures.
Lawful Basis for Processing Personal Data
All processing of personal data is lawful and fair. We ensure transparency with customers, suppliers and employees regarding how personal data concerning them is collected, used, or otherwise processed and to what extent the personal data will be processed.
We ensure all information and communication relating to the processing of personal data is easily accessible, easy to understand, and delivered with clear and plain language.
The lawful basis clauses applicable to personal data we hold, or process are limited to
Consent
You have given clear consent to process personal data for a specific purpose.
Contract
The processing is necessary for a contract with you or because you have asked us to take specific steps before entering a contract.
Legal obligation
The processing is necessary to comply with the law.
Legitimate Interests
The processing is necessary for our legitimate interests or the legitimate interests of a third party unless there is a good reason to protect your personal data which overrides those legitimate interests, i.e. consent is withdrawn.
The following tables provide data and data processing activities, the persons whose data is used and the lawful basis we apply.
|
Type of Data or Use |
Customer Group |
Lawful Basis |
|
Newsletter |
Qualified Business Customers |
Legitimate Interest |
|
Newsletter |
Consumers & Education Establishments |
Consent |
|
E-mail Marketing |
Qualified Business Customers |
Legitimate Interest |
|
Email Marketing |
Consumers & Education Establishments |
Consent |
|
Remarketing |
All Customers |
Consent |
|
Order Transaction |
Online Order Transaction |
Consent |
|
Order Transaction |
Telephone Order Transaction |
Consent |
|
Order Transaction |
E-mail, Fax Customers |
Contract |
|
Transaction Records |
All Customers |
Legal Obligation |
|
Credit Check |
All Customers |
Contract |
|
Web functionality |
All Customers |
Consent |
|
Customer Delivery Data |
All Customers |
Contract |
|
Supplier Data |
All Customers |
Contract |
We limit the collection of personal data to what is necessary for the purposes for which it is processed. Personal data is held to ensure contractual obligations are met or to meet legal requirements for the keeping of records.
We apply personal data retention rules and annually review them.
Every reasonable step is taken to ensure that personal data that is inaccurate is rectified or deleted. Personal data is processed in a manner that ensures appropriate security and confidentiality of the personal data, including preventing unauthorised access to or use of personal data and the equipment used for the processing.
All marketing information has a clearly visible unsubscribe and customers can understand how we utilise their data through this Privacy Policy.
Data processing by Third Parties
This section will explain who we share your data with and why it is being processed.
We will share your data with our relevant partners to ensure your transaction can be completed effectively. The table below details the type of partner and reason for processing.
|
Activity |
Nature of the data use |
|
Couriers |
We use third party couriers to deliver your order. |
|
Direct Shipment |
We may order products to be sent directly from a manufacturer or supplier to you; this requires delivery information to be sent to the manufacturer to complete the transaction. |
|
Payment Providers |
We partner with a limited number of payment providers to provide you with a range of ways to pay. |
|
Credit Reference Service |
We may use a credit reference agency to determine your suitability for credit terms if you apply and give consent. |
|
Credit Recovery Services |
Failure to pay in an agreed period may result in your details being passed to a credit recovery agent. |
|
Market Places |
We may sell via a limited number of online platforms that will share your data with us to complete an order you have made. |
|
Online Marketing |
We provide select third party service providers with your data to deliver our relevant online marketing campaigns. |
|
Offline Marketing |
We use third party service providers to deliver our relevant offline marketing campaigns. |
|
Email processing |
Our email server provider will process all emails that come to or leave Reloading Solutions Limited Business or employees. |
|
Mail Filtering |
Internal and external emails are passed through a filter by a service provider for protection against malware and for PCI compliance. |
|
Phone Answering Service |
In the unlikely event of a phone system failure, calls may be routed to a third-party answering service. |
|
Web Services |
Web Hosting, Live chat services, Payment providers, reviews, survey, postcode lookup and SMS services will all need cookies and customer data to work. |
Cookies data usage
This section explains how cookies are being used by Reloading Solutions and our chosen third-party service providers. Cookie data will only be used by the organisation collecting it and will not be shared.
- We use several cookies without which our site would not be able to function and that enable you to navigate around the website and use major features.
We use a third-party:
- to increase the performance of the website, cookies will track visits and conversions on the website.
- to send our abandoned basket emails, cookies are used to deliver the basket data to ensure that the emails are relevant and delivered.
- for affiliate tracking services, cookies let us know when a visitor is referred from a third-party website and makes a purchase.
- to assist with targeted advertising, cookies are used to deliver adverts that are relevant to you and your interests once you have left our site and are displayed on a third-party advertising network.
- to assist with targeted advertising on external websites, cookies will track visits & conversions on the website from online advertising.
- cookie to allow our analytics supplier to provide statistics and information on how our website is used, e.g. which pages are visited, so that we can understand what interests our users, measure effectiveness of campaigns and try to improve how the website works
- to provide live chat sessions to offer you online support
Your Rights
Right to be informed
This Privacy Statement sets out clear principles of when, how and why we collect data. At the point of personal data collection, we explicitly detail the personal data required and how it will be used. If we change how data is being processed or unrestricted the use of personal data, we will communicate this change.
The right to object will be clearly communicated separately to the privacy statement on all electronic customer communications.
Communicate the processing of children’s personal data
We do not hold or process children’s personal data.
Right of Access
You have the right to request personal information held and details regarding how it is being processed and who by.
Under certain circumstances, by law you have the right to:
- Request the access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request the correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request the erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below), unless we have a legal obligation to retain this data.
- Object to the processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
On request in writing we provide free information regarding personal data held within 28 days of the request. We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
The information we provide will be in electronic format and contain the personal data we hold about you and names of third parties who have processed the data.
Right to Rectification and Data Quality
On request either by phone or in writing we will update or improve the data we hold within 28 days of the request if successful verification of identity has been completed. Personal data is reviewed periodically to check the quality of information and improve the quality through planned activities.
Right to Erasure including Retention and Disposal
Individuals have the right to be forgotten and can request the erasure of personal data if:
- it is no longer necessary for the purpose originally collected.
- if the individual withdraws consent for processing the data.
- when we are relying on legitimate interests as the basis for processing.
- if the individual objects to the processing of their data, and there is no overriding legitimate interest to continue this processing.
- when processing personal data for direct marketing purposes and the individual objects to the processing.
- if personal data must be erased to comply with a legal obligation.
On request in writing we will review the request and respond within 28 days of the request if successful verification of identity has been completed.
Personal data is stored as per the personal data retention and deletion policy.
Right to Restrict Processing
Individuals have a right to block or restrict the processing of their personal data. On request either by phone or in writing we will block or restrict the processing of personal data within 28 days of the request if successful verification of identity has been completed.
If necessary, we will continue to hold the personal data but restrict further processing.
Right to Data Portability
Individuals have the right to request their personal data to move it to another provider. On request in writing we provide free information regarding personal data held within 28 days of the request if successful verification of identity has been completed.
Right to Object
Individuals have a right to object to the processing of their personal data. All policies and procedures will be reviewed to resolve the objection and act. On request in writing we will reply to an objection regarding the processing of personal data within 28 days of the request if successful verification of identity has been completed.
Individuals have an absolute right to object to any processing undertaken for the purposes of direct marketing and all processing for this purpose will stop immediately.
Rights related to automated decision-making including profiling
We understand an individual’s rights and do not make decisions regarding individuals through automated decision making.
Links to other websites
This privacy policy covers the activity and operations of Reloading Solutions Limited. Reloading Solutions Limited accepts no responsibility or liability for the third-party websites we provide links to. We recommend that visitors consult the respective privacy policies of these websites.
Unsubscribing from promotional emails
Customers who wish to stop receiving marketing email communications can do so quickly and easily. All marketing emails include an 'Unsubscribe' link. Alternatively, an email with the subject line of 'Unsubscribe' can be sent to sales@reloadingsolutions.com. Your email address will be removed from our mailing lists used for marketing purposes. Please note that emails relating to the status of orders, transactions and updates will still be sent.