Privacy statement
Williams Lea respects the privacy of every individual whose personal information it handles. Where used in this Policy, "WL" means Williams Lea Limited, or any of its subsidiaries, parent company or related companies under common ownership. For the purposes of applicable legislation, including the EU General Data Protection Regulation, as amended or supplemented (the "Data Protection Laws"), the WL company that you have dealings with is the controller of your personal information.
Introduction
This Privacy Policy describes what information WL collects about you and why, what we do with that information, how we share it, and how we handle the content you place in our products and services. It also explains the choices available to you regarding our use of your personal information and how you can access and update this information.
By accessing or using the Services, you agree to this Privacy Policy.
IF YOU DO NOT AGREE TO THIS PRIVACY POLICY, PLEASE DO NOT USE THE SERVICES.
Scope of Privacy Policy
This Privacy Policy applies to the information that we obtain through your use of our services as defined below or when you otherwise interact with WL.
"Services" include:
1. The use of our Websites;
2. The use of our SaaS Products;
3. The use of any of our other products and/or services either for your own benefit or where you are working on behalf of your employer;
4. The use of any of our supplier support services either for your own benefit or where you are working on behalf of your employer;
but do NOT include:
- WL products or services for which a separate privacy policy is provided (if any); or
- Third Party Products. These are third party products or services that you may choose to integrate with WL products or services, such as third party add-ons, plugins or any separate software or other services whatsoever. You should always review the policies of third party products and services to make sure you are comfortable with the ways in which they collect and use your information.
Unless otherwise stated, our SaaS Products and our other Products and Services are treated the same for the purposes of this Privacy Policy.
By registering for, or using the Services you consent to the collection, transfer, processing, storage, disclosure and other uses of your personal data as described in this Privacy Policy.
Our Data Protection Officer
Our Data Protection Officer can be contacted by email at global.privacy@williamslea.com or in writing at:
Williams Lea Data Protection Officer
PO BOX 29
NR3 1GN
United Kingdom
How we collect and process your personal information
We collect the following information:
When you use our Services
We collect information about you as you subscribe to the Services, modify your profile, make purchases through, use, access, or interact with the Services. Information we collect includes your name, job title, email address, telephone number and Preferences information such as notification and marketing preferences.
We will use the information that we collect about you to:
- provide our products and Services to you;
- create and maintain your account;
- allow you to log in to the Websites;
- contact you about your account and the products and Services that we provide.
If you sign up for an account on our Websites, we will collect basic information about you including your name, job title, email address, telephone number and Preferences information such as notification and marketing preferences.
We will use the information that we collect about you to:
- create and maintain your account;
- allow you to log in to the Websites;
- contact you about your account and the products and Services that we offer.
When you apply for a job on our Websites
If you apply for a job on our Websites, we will collect the information about you that you choose to give us including your name, job title, email address, telephone number and recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process). We may also collect data about your from an employment agency or background check provider that we use to support us during the recruitment process.
We will use the information that we collect about you to:
- assess your suitability for the role applied for;
- carry out required checks to ensure your eligibility;
- enter into an employment or other contract with you and fulfil our obligations and assert our rights thereunder.
When you place an order or return a product
If you place an order through our Websites, we will collect your name, address, contact details, delivery preferences, and information about the products you have ordered, as well as payment information, depending on how you place your order or request a refund.
We will use this information to:
- contact you to confirm the details of your order;
- arrange for delivery of your order;
- process your payment;
- detect and prevent fraud or other crime;
- resolve legal claims or disputes involving you, your employer or us, as applicable.
When you contact us
If you contact us by telephone, email, post, through social media or using another function offered by our Websites, e.g. livechat or inputting information to an enquiry form on our Website, we will collect any information about you that you choose to give us. We will use this information to review, investigate and respond to any comment or question that you may raise or to carry out our obligations or enforce our rights under any contract we have with our suppliers and customers.
Information we collect automatically from you
The information we automatically collect may include your Internet Protocol (IP) address, software configuration, aggregate use information, geographical location data, operating system and use of cookies. We will not usually be able to identify you from this information.
Cookies are small files sent from us to your computer where they are stored and may be read. You can find out more about our use of cookies in our Cookie Policy.
Information we receive from other sources, including your employer
We may collect information about you from your employer or other service providers or clients in your capacity as employee or representative of your employer. We will collect this information as you interact with our Services and make purchases through, use, access, or interact with the Services on behalf of your employer. Information we collect includes your name, job title, email address, telephone number and Preferences information such as notification and marketing preferences.
We will use the information that we collect about you to:
- provide our products and Services to you and/or your employer;
- create and maintain your account or that of your employer;
- manage the business relationship between us, our clients and you and/or your employer;
- allow you to log in to the Websites;
- contact you about your account and the products and Services that we provide to you and/or your employer;
- carry out our obligations and enforce our rights arising from any contracts we have entered into with you and/or the organisation you represent.
- to comply with legal and regulatory requirements (including responding to court orders and to prevent crime).
We collect Information under the direction of our corporate clients and often have no direct relationship with the individuals whose personal data we process. If you are an employee of one of our customers and would no longer like us to process your information, please contact your employer. If you are providing information (including Personal Information) about someone else, you must have the authority to act for them and to consent to the collection and use of their Personal Information as described in this Privacy Policy.
Our legal basis for using your personal information
If you create an account on our Websites or use the services provided by us, our legal basis for processing your personal information is that it is necessary for the performance of our obligations under our agreement with you and/or the organisation you represent. In all other circumstances, including where you contact us, our legal basis for processing personal information is that it is necessary for our legitimate interests in conducting our business and meeting the requirements of our current and prospective customers.
How we may share your personal information
We may disclose the personal information we hold about you to:
- our group companies and affiliates;
- banks and other financial institutions;
- payment service providers;
- your employer or the corporate entity that you represent, solely for the purposes of providing the Services to you and/or your employer where we have a contract with your employer or the company you represent;
- third party companies in the event that we are involved in a corporate transaction such as an actual or potential merger, joint venture, consolidation or asset sale;
- professional advisors such as lawyers, accountants, auditors, financial and other professionals;
- our service providers, including IT hosting companies: We may engage other companies and individuals to perform functions on our behalf. Examples include fulfilling orders, delivering packages, sending postal mail and e-mail, analysing data, providing marketing assistance and providing customer services.
- They have access to personal information needed to perform their functions, but may not use it for any other purposes. Further, they must process the personal information in accordance with this Privacy Policy and as permitted by applicable data protection laws.
- Protection of WL and others: We release account and other personal information when we believe release is appropriate to comply with the law, enforce or apply our agreements with our customers or suppliers; or protect the rights, property or safety of our users or others. This includes exchanging information with other companies and organisations for fraud protection and credit risk reduction. However, this does not include selling, renting, sharing or otherwise disclosing personally identifiable information from customers for commercial purposes in a way that is contrary to the commitments made in this Privacy Policy.
- regulatory authorities, including tax authorities;
- we may, from time to time, expand, reduce or sell the parts of the WL business and this may involve the transfer of divisions or the whole business to new owners. If this happens, your personal data will, where relevant, be transferred to the new owner or controlling party, under the terms of this Privacy Policy.
- law enforcement agencies, courts and other relevant tribunals.
How secure is your information?
- We work to protect the security of your information during transmission by using Secure Sockets Layer (SSL) software, which encrypts information you input.
- We maintain physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of personally identifiable information.
- It is important for you to protect against unauthorised access to your password and to your computer. Be sure to sign off when you finish using a shared computer.
- The transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our Website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
International transfers of personal information
We process your personal information using data centers located inside the European Union and, in some cases, using data centers located outside the European Union. Where we transfer personal information to our group companies or other third parties outside of the European Economic Area, we will ensure that those transfers take place in accordance with the applicable data protection laws, including by entering into data transfer agreements with recipients. If you would like more information about how your personal information may be transferred, please contact us at global.privacy@williamslea.com.
Retention of personal information
The period for which we will retain personal information will vary depending on the purposes that it was collected for, as well as the requirements of any applicable law or regulation:
- if you have signed up for an account on our Websites, we will store your personal information and the information in your account for as long as is necessary to provide the account, and for the period for which you, your employer or we could bring legal proceedings in relation to the running of your account;
- if you order a product or service through our Websites, we will store your personal information and information about your order for as long as is necessary to comply with our contractual obligations, applicable tax legislation, and for the period for which you, your employer or we could bring legal proceedings in relation to your order.
Your rights
You may have certain rights in relation to the personal information we collect about you. These may include the right to request access to your personal information, to request that it is erased, that its processing is restricted, or that any inaccurate personal information is rectified. You may also have the right to object to the processing of your personal information, or in some circumstances to obtain a copy of the personal information in machine readable format.
Email global.privacy@williamslea.com and we will respond to your request to change, correct, or delete your information within a reasonable time frame and notify you of the action we have taken.
You also have the right to complain about the use your personal information to local supervisory authority, which in the UK is the Information Commissioner's Office.
You can contact them by calling 0303 123 1113. Or go online to www.ico.org.uk/concerns
Or you can write to them at:
Information Commissioner's Office,
Wycliffe House,
Water Lane,
Wilmslow Cheshire,
SK9 5AF
To Unsubscribe From Marketing Communications
You may unsubscribe from our marketing communications by clicking on the "unsubscribe" link located on the bottom of our e-mails, or by sending us an email us at global.privacy@williamslea.com
Links to Third Party Websites
Our Websites may contain links to other websites. These are not covered by this Privacy Policy. If you access other websites using the links provided, you do so at your own risk. The operators of these websites may collect and use your information in accordance with their privacy policies, which may differ from ours. Please check the relevant policies before you submit any personal information to any other websites.
Changes to this Privacy Policy
This Policy will be reviewed from time to time to take account of changes to our operations or practices and, further, to make sure it remains appropriate to any changes in law, technology and the business environment. Any personal information held will be governed by our most current Policy.
Contact Us
If you have any further questions regarding the data that Williams Lea collects, or how we use it, then please feel free to contact us by email at: global.privacy@williamslea.com or in writing at:
Williams Lea Data Protection Officer
PO BOX 29
NR3 1GN
United Kingdom