Reflex Systems Limited (2116908), registered office Reflex House, Lowton Way, Hellaby Industrial Estate, Rotherham, South Yorkshire, S66 8RY, are committed to safeguarding your privacy. This policy sets out the basis on which any personal data we collect from you, or that you provide us, will be processed by us.
Reflex Systems Limited is a “data controller” which means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
What information we collect
We collect your personal data as it is necessary in relation to taking steps to enter into a contract with you. We may collect, store and use the following kinds of data about you: -
Information you provide us with. The information about you that you give to us by completing forms or by corresponding with us by phone, e-mail or otherwise. The information you give us may include your name, address, company name, address, e-mail address, phone number and financial information, details relating to the system you are having installed or service/maintained.
How we use your personal data
We may use your personal data to: -
• enable us to provide services to your business to fulfil a contract(s) made between your company and Reflex Systems Ltd. This may include communicating with you, taking payments, providing customer services and arranging the delivery of products and services. We require this information in order to enter into a contract with you and are unable to do so without it;
• keep you up to date with our business news and events;
• send you information about our products and services
• track usage of our website through the use of Google Analytics;
• manage our employees
• maintain our own accounts and records
• send statements and invoices to you, and collect payments from you;
• comply with our statutory and regulatory obligations; and
• deal with and enquiries and complaints made by you relating to the website or company
• disclosing personal data to others
we will not share your personal data with others, unless:
• we are under a duty to disclose or share your personal details in order to comply with any legal or contractual obligation or in order to enforce or apply our terms and conditions;
• we use third parties to carry out business activities and they require your personal details to do so;
• you have a monitored security system that requires connection to an Alarm Receiving Centre (ARC) and/or the Police for the purposes of monitoring activations, advising you of these activations and to contact your keyholders and/or the policy, relevant personal data will be shared with the ARC and the police to enable us to fulfil your contract with us.
Where relevant, we will require that third parties follow our data protection and privacy policies, and we will require that such third parties do not use your personal details for their own business purposes with your prior consent
Cookies
Our website uses cookies, which are small text files that are placed on your machine to help the site provide a better user experience. In general, cookies are used to retain user preferences, store information for things like shopping carts, and provide anonymized tracking data to third party applications like Google Analytics. As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on our site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at https://www.aboutcookies.org/ website which offers guidance for all modern browsers
Marketing
We would like to keep you informed of any products, services and information we feel will be either informative or useful to you. You have the right to ask us not to process your personal data for marketing purposes by contacting us at sales@reflexsystems.co.uk. All our marketing emails will also provide a link to allow you to change your options at any time or unsubscribe.
How long do we hold your personal data for?
We keep your personal data only as long as is necessary to fulfil the purposes we collected it for, including the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
How Secure is Your Data?
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Your rights to Access your Data
You are entitled to request a copy of the information we hold about you. If you would like us to send this to you, please contact us by sending an email to reflex@reflexsystems.co.uk. We may undertake some extra ID checks as a safeguard.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
It is important to us that the data we hold about you is accurate and up to date. You may request for details to be amended, or even removed if they are incorrect.
Your right to complain
If you have any problems with the way we are handling your personal data, you should contact the Information Commissioner’s Officer (“ICO”). The ICO can be contacted by telephone on 0303 123 113, https://ico.org.uk/concerns/handling/
Changes to our privacy policy
We keep our privacy policy under regular view.
Data Controller
The data controller responsible for your personal data is Reflex Systems Ltd, Reflex House, Lowton Way, Hellaby Industrial Estate, Rotherham, South Yorkshire, S66 8RY
(Company Number 2116908). If you have any questions about this privacy notice or how we handle your personal information, please contact Reflex Systems Ltd on 01709 701977
