Optare Privacy Notice: Customers and Suppliers

Dated: 1^st October 2018

Author: Caroline des Forges, People Development Director

Version: 2

Your data security is important to us and I am sure you are very well informed that the data protection rules changed on the 25^th May 2018. I would like to make sure you are aware of the Optare Privacy Notice which intends to provide you with a better understanding of how we use and protect your data.

This Privacy Notice is for customers, suppliers and contractors of Optare and supplements other data protection notices we might provide to you – it doesn’t replace them.

What’s in this policy notice?

1. Our Contact Details
2. Why do we have a Privacy Notice?
3. Changes to our Privacy Notice.
4. Dealing with your personal information
   1. Collecting your personal information
   1. Using your personal information
   1. Disclosing your personal information
   1. How long we will use your personal information
   1. Your legal rights
      
5. Our Contact Details

Our full name and address is set out in your terms and conditions.

If you have any questions or concerns regarding our Privacy Policy, how we use or process your personal data then please contact the following;

Finance, Insurance and IT	Hariharan Krishnamurthi, Chief Finance Officer Hariharan.Krishnamurthi@optare.com
Aftersales, Warranties, Part Sales and Service Centre’s (Rotherham, Manchester, Thurrock, Overseas)	Amanda Hunter, Head of the Aftermarket Amanda.Hunter@Optare.com
Production, Stores and Procurement	Tracy Noble, General Manager Tracy.Noble@Optare.com
Commercial and Marketing	Rebecca Green, Marketing, Press and Events Manager. Rebecca.Green@OPtare.com

If you feel that your complaint has not been addressed satisfactory by the company, or you feel that the complaint is of a level which warrants raising with the authorities then you’re able to contact the Information Commissioner’s Office (ICO) (www.ico.org.uk).

We’d like to try and help with any concerns you may have before you contact the ICO, so please get in touch with us in the first instance.

2. Why do we have a Privacy Notice?

We’ll collect certain personal information from you when we or you get in touch with us about any of our products, commercial transactions or support services, or when you provide services to Optare. This may be in the form of the following;

• Business cards
  • Contact list and address book details / outlook contact files
  • CRM system
  • Mail Shot data
  • Unitec Customer Services
  • Commercial dialogue – from quotation, Tender documents through to delivery
  • Vehicle demonstration agreements
  • EPC User Data
  • Financial details required to complete transactions between us.
  • Photographs used for promotional activity in trade journals and reports.

The purpose of our Privacy Notice is to let you know:

• how and why we collect your personal information;
• how we use and disclose your personal information (and to whom);
• how we protect your personal information; and
• your legal rights and how the law protects you.

3. Changes to our Privacy Notice

The Optare Privacy Notice is reviewed and updated on an ongoing basis by the business in-accordance with our obligations under the GDPR (2018). The revised date of the policy is stated at the start of this document.

4. Dealing with your personal information

4.a Collecting your personal information

What will we collect?

We collect certain personal information from you, which is any information which might identify you. It does not include data where the identity has been removed (anonymous data).

The information we collect includes:

• Contact data (your name, job titles, email address, postal address, phone number, signature, company bank account details and any other relevant information we need in order to contact, or identify you, or carry out our business);
• Financial data (your bank account and payment details relating to sales and services you receive from us or provide to Optare);
• Marketing and communications data (your preferences in receiving communication from us and our third parties);
• Special categories of data (financial vulnerability data e.g. trade reference requests etc)

It’s really important that the personal data we hold about you is up to date so please let us know if your personal data changes at any time.

When will we collect it?

We and our agents collect and update certain personal information from and about you throughout our business relationship.

We may also monitor and make a record of any communications we have with you, including phone calls, paper correspondence and emails, to make sure we are providing an excellent service to you.

4.b Using your personal information

We’ll only use your personal information where we’re allowed to by law. Generally, this will be under one or more of the following circumstances:

• to perform our contract, we have or will have with you;
• it’s necessary for us to run our business and give you the best possible service;
• where we need to comply with a legal or regulatory obligation; and/or
• for marketing purposes where you have agreed to us using your personal data

We’ll contact you by the method we’ve agreed with you verbally through our various departments or in our terms and conditions. This may include postal address, email, phone numbers etc.

4.c Disclosing your personal information

We may allow the following types of organisations to use personal information we hold about you include:

• service providers to fulfil sales, warranty or service agreements
• professional advisers such as lawyers, bankers, credit reference agencies, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services, as well as other professional service providers;
• regulators and other authorities based in the UK who we need to report to about what we’re doing with your personal data in certain circumstances;

Our third parties who only process data on our behalf won’t use your personal data for their own purposes and we only permit them to use it in accordance with our instructions and the law.

Disclosing information outside the EU

Sometimes the organisations listed above may be outside the European Economic Area (EEA), so we may pass your personal information to countries that do not have the same standards or protection for personal information as the UK. If we, our agents or our service providers do this, we’ll always make sure that these organisations adequately secure your personal information.

4.d How long we’ll use your personal information

We’ll only retain your personal information for as long as necessary for the reason we collected it, including for any legal requirements we must comply with.

When deciding on how long to retain your personal information for, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and any applicable legal requirements.

Details of retention periods for different aspects of your personal information can be request by contacting us. We’ll try to respond to all requests within one month. If your request is complex or if you make lots of requests, we may extend our time to respond – if this is the case, we’ll let you know

In some circumstances we may anonymise your personal information (so that it can no longer be associated with you) and use this indefinitely, without further notice.

4.e Your legal rights

You have various rights in relation to your personal information. These rights are as follows:

• request access to your personal information – you can request a copy of the personal information we hold on you;
• request correction of your personal information – if any personal information we hold on you is incorrect, you can request to have it corrected;
• request erasure of your personal information – you can ask us to delete your personal information in certain circumstances;
• object to processing or restrict processing of your personal information – you may object to our processing of your personal data in certain circumstances;
• request the transfer of your personal information – to provide you, or a third party you have chosen, with your personal information; and
• withdraw consent where we’re relying on consent to process your personal information – if you withdraw your consent, we may not be able to provide certain products or services to you. We’ll advise you if this is the case at the time you withdraw your consent.

To exercise your rights in relation to your personal information, please email the points of contacts listed in Section 1.

You are able to exercise your rights free of charge, but if you make unfounded, repetitive or excessive requests, we may charge you to carry these out or refuse to act on such requests.

We’ll try to respond to all requests within one month. If your request is complex or if you make lots of requests, we may extend our time to respond – if this is the case, we’ll let you know.

End.