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PRIVACY NOTICEDocument Control
Reference: GDPR REC 4.1
Issue No: SCI001
Issue Date: May 2018
 

1. Scope
Scimart Ltd is committed to keeping your data safe and respecting privacy.
This policy explains when and why we collect your data and how we will use it. It also outlines how we will store your data and keep it secure
We are committed to processing data in line with the rules and guidelines set out by the General Data Protection Regulation (GDPR).
All data subjects whose personal data is collected in line with the requirements of the GDPR.


2. Responsibilities
2.1 The Scimart Data Protection Officer DPO and GDPR Owner is responsible for ensuring that this notice is made available to data subjects prior to Scimart Ltd collecting/processing their personal data.
2.2 All Employees/Staff of Scimart Ltd who interact with data subjects are responsible for ensuring that this notice is drawn to the data subject’s attention and their consent to the processing of their data is secured.

3. Privacy notice
3.1 Who are we?
We are Scimart Ltd. A supplier of Scientific equipment to education establishments across the UK, Europe and Worldwide.
Our Data Protection representative Deborah Nethercoat can be contacted as below: -

  • (sales@sci-mart.com)
  • (01978 810871)
  • (deborah@scimart.uk)
  • Write to Privacy, Scimart Ltd. Unit 1 Vauxhall Business Centre, Vauxhall Industrial Estate. Ruabon LL14 6HA

 

The personal data we would may collect/process about you is:

Personal data type:
Specific details relating to supply of Scientific Equipment from our UK based business. This will be in the form of; name, address of organisation to whom you may purchase on behalf of or address if you are a private individual, telephone number and email address

The personal data we collect will be used for the following purposes:
• Processing of orders
• Purchase and order updates
• Notification of any changes to terms and conditions or contracts where applicable
• Providing soft copies of annual catalogues and periodic brochures used for the purchasing of scientific equipment
• Requests for views on services provided by our business

Source – Information will be collected through our online services (Website and Amazon) or by contacting us via email or telephone.

Our legal basis for processing for the personal data:
• To provide and supply scientific equipment following receipt of an official order
• Contractual obligations of providing scientific equipment and other related services
• To fulfill a request to provide products and services from our business

3.2 Consent
By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified.


Consent is required for Scimart Ltd to process both types of personal data, but it must be explicitly given. Where we are asking you for personal data we will always tell you why and how the information will be used.
You may withdraw consent at any time. We respect your rights regarding your data and your choice about receiving information from our organisation. If you do not wish to receive marketing communication, we will make this option available to you at the point on sign up on our website or any other online services and on any emails that you may receive from us as marketing communications. At sign-up, we will allow you to opt-in to be receiving future communications we may send out, or you may opt out to ensure that you do not receive any communication from our business unless relating to specific orders placed for supply of goods from our business.

If your details change or are inaccurate and you would like to update these, or you would like to review the information that we old on our system, please email finance@sci-mart.com or write to us at our business address.
If you wish to remove your details and you make this request either in writing or via the opt-out button/ unsubscribe from any emails that we may send, we will remove your details within 14 days from receipt of request.
Please note we may need to retain some of your information that is stored on our system to be able to finalise any outstanding requirements of the service that we have provide to you such as processing of outstanding invoices, credit notes or to provide any final deliveries. Once these are all completed, and we are satisfied that the account created can be deleted together with any personal data, we will do so immediately after the end of any transacting process.
Disclosure – we will not share or sell your data to any 3rd party other than to 3rd party providers used by our organisation to complete transactions you have instructed us to process, such as deliveries for goods ordered and this means providing delivery addresses and contact details to our supply partner for this purpose. We may also provide details to partner mailing companies when we provide relevant data, to send out hard copy annual and periodic catalogues and brochures. Where this is necessary we ensure that we only disclose information required to complete the task and we will have an agreement with the third party providers to ensure that they abide by the same policy


3.3 Your rights as a data subject
At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

  • Right of access – you have the right to request a copy of the information that we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.

  • Right to judicial review: if Organisation Name refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in clause 3.6 below.

All of the above requests will be forwarded on should there be a third party involved (as stated in 3.4 above) in the processing of your personal data.

3.4 Complaints
If you wish to make a complaint about how your data is being processed by our business (or third parties as described in 3.2 above), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and Scimart’ data protection representatives

The details for each of these contacts are:

Supervisory authority contacts details


Contact Name: Deborah Nethercoat

Address line 1: Unit 1 Vauxhall Business Centre

Address line 2: Vauxhall Industrial Estate
Address line 3: Ruabon
Address line 4: Wrexham
Address line 5: LL14 6HA
Email: deborah@scimart.uk
Telephone: 01978 810871

4. Online privacy statement

Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:

“any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

Our Cookies Policy can be found on our website www.scimart.com go to Cookies Policy and click for more detail.


How we use your information
This privacy notice tells you how we, Scimart Ltd will collect and use your personal data in order to provide the relevant services from our business which includes, processing orders, managing email queries, managing and handling complaints, subscriptions to our website and other online services, cookies from our website and data used for accounting purposes for credit accounts.


Why does Scimart need to collect and store personal data?
For us to provide you with the supply of Scientific Products from our website, we need to collect personal data for both correspondence and service provision. In any event, we are committed to ensuring that the information we collect, and use is appropriate for this purpose, and does not constitute an invasion of your privacy.
In terms of being contacted for marketing purposes Scimart Ltd would contact you for additional consent prior to any additional marketing material being sent that does not relate to the service provision.


Will Scimart share my personal data with anyone else?
We will not share your data with any unauthorised 3rd party. We will pass your personal data on to third-party service providers contracted to Scimart Ltd during dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfill the service provision this will be for delivery of products that you request and order from our business. When they no longer need your data to fulfil this service, they will be asked to dispose of the details and provide proof that this has been achieved.


How will Scimart use the personal data it collects about me?
Scimart will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavor to keep your information accurate and up to date, and not keep it for longer than is necessary. Scimart is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Under what circumstances will Scimart contact me?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

Can I find out the personal data that the organisation holds about me?
Scimart at your request, can confirm what information we hold about you and how it is processed. If Scimart does hold personal data about you, you can request the following information:

  • Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
  • Contact details of the data protection representative, where applicable.
  • The purpose of the processing as well as the legal basis for processing.
  • If the processing is based on the legitimate interests of Scimart or a third party, information about those interests.
  • Recipient(s) or categories of recipients that the data is/will be disclosed to.
  • If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
  • How long the data will be stored.
  • Details of your rights to correct, erase, restrict or object to such processing.
  • Information about your right to withdraw consent at any time.
  • How to lodge a complaint with the supervisory authority.
  • Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
  • The source of personal data if it wasn’t collected directly from you.
  • Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

Document Owner and Approval


The GDPR Owner is the owner of this document and is responsible for ensuring that this record is reviewed in line with the review requirements of the GDPR.


A current version of this document is available to Scimart members of staff and is published on our website www.sci-mart.com


To complete the GDPR process, we will continue to send you reminders over the next 6 months.

Change History Record
Issue      Description of Change       Approval    Date of Issue
1             Initial issue                         Manager    21.05.2018

 

 

 

 

 

 

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