Privacy Notice

International Insignia Ltd

1. Introduction

International Insignia Ltd respects your privacy and is committed to protecting your personal data.

This Privacy Notice explains how we collect, use, store and share personal data when you visit our website, contact us, enquire about our products or services, apply for a trade credit account, place orders with us, receive marketing from us, or otherwise deal with us in the course of our business.

This Privacy Notice applies to:

·         customers and prospective customers;

·         trade account applicants;

·         directors, owners, partners, proprietors, authorised buyers and guarantors connected with customer accounts;

·         supplier contacts;

·         website users;

·         people who contact us by telephone, email, post, social media, website form or in person;

·         subscribers to our newsletters, updates or marketing communications.

Our website and services are not intended for children and we do not knowingly collect personal data relating to children.

This Privacy Notice should be read together with any other privacy notice or fair processing information we may provide on specific occasions when we collect or process personal data about you.

2. Who we are

International Insignia Ltd is the controller responsible for your personal data.

Company name: International Insignia Ltd
Company number: 05677472
Registered in: England and Wales
VAT number: 901697911
Registered office / trading address: Unit 10 Dunstall Hill Trading Estate, Gorsebrook Road, Wolverhampton, WV6 0PJ

Website: www.internationalinsignia.co.uk
Email: webmaster@intinsignia.com
Telephone: 01902 714265

For the purposes of this Privacy Notice, “International Insignia”, “we”, “us” and “our” refer to International Insignia Ltd.

If you have any questions about this Privacy Notice or how we handle personal data, please contact us using the details above.

You also have the right to make a complaint to the Information Commissioner’s Office, the UK supervisory authority for data protection matters. We would appreciate the opportunity to deal with any concerns first, so please contact us in the first instance.

3. Changes to this Privacy Notice

We keep this Privacy Notice under review and may update it from time to time. The latest version will be made available on our website or provided on request.

It is important that the personal data we hold about you is accurate and up to date. Please tell us if your personal data changes during your relationship with us.

4. The personal data we collect

Personal data means any information relating to an individual from which that person can be identified. It does not include anonymous data where the identity has been removed.

We may collect, use, store and transfer different kinds of personal data, including the following.

4.1 Identity Data

This may include:

·         title;

·         first name and surname;

·         job title or position;

·         business role;

·         username or account identifier;

·         signature;

·         for sole traders, partners, proprietors, directors or guarantors, additional identification information where required for credit assessment, account opening, fraud prevention or debt recovery.

4.2 Contact Data

This may include:

·         business address;

·         billing address;

·         delivery address;

·         registered office address;

·         home address, where relevant for sole traders, partners, proprietors, directors or guarantors;

·         email address;

·         telephone number;

·         mobile number.

4.3 Business and Account Data

This may include:

·         company name;

·         trading name;

·         company registration number;

·         VAT number;

·         business type;

·         year trading commenced;

·         number of employees;

·         website address;

·         business sector;

·         account number;

·         customer reference;

·         authorised buyers;

·         purchasing contacts;

·         accounts payable contacts;

·         purchase order requirements;

·         invoice and statement contact details.

4.4 Financial and Credit Data

This may include:

·         bank name;

·         sort code;

·         account number;

·         bank branch;

·         payment history;

·         order history;

·         invoice history;

·         credit limit requested or approved;

·         trade references;

·         bank references;

·         credit reference information;

·         payment card information where relevant.

We do not store full card details ourselves where payments are processed through third-party payment providers.

4.5 Transaction Data

This may include:

·         details of products or services purchased from us;

·         orders placed;

·         quotations, estimates and correspondence;

·         invoices, credit notes and statements;

·         payments made and amounts outstanding;

·         delivery and fulfilment information;

·         returns, complaints and account queries.

4.6 Technical Data

When you use our website or online services, we may collect technical information such as:

·         internet protocol address;

·         browser type and version;

·         time zone setting;

·         device type;

·         operating system and platform;

·         website usage information;

·         cookie data;

·         login data where customer accounts are used.

4.7 Marketing and Communications Data

This may include:

·         your preferences in receiving marketing from us;

·         your communication preferences;

·         records of emails, letters, telephone calls, website enquiries, social media messages and other communications;

·         responses to surveys, offers or feedback requests.

4.8 Special Category Data

We do not normally collect special category personal data, such as information about health, race, ethnicity, religion, political opinions, trade union membership, sex life, sexual orientation, genetic or biometric data.

We also do not normally collect information about criminal convictions or offences.

If this changes in a specific situation, we will explain why we need that data and the lawful basis for using it.

5. If you do not provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have or are trying to enter into with you, and you do not provide that data when requested, we may not be able to provide goods or services, open or manage a trade account, process an order, approve credit terms, or continue dealing with you.

For example, if you do not provide the information required on a trade credit account application, we may be unable to open a credit account and may require payment in advance.

6. How we collect personal data

We may collect personal data in the following ways.

6.1 Direct interactions

You may provide personal data when you:

·         contact us by telephone, email, post, website form, social media or in person;

·         request a quotation;

·         place an order;

·         create or manage an account;

·         complete a trade credit account application form;

·         provide trade references;

·         sign or accept our terms and conditions;

·         subscribe to newsletters or marketing communications;

·         respond to surveys, offers or promotions;

·         give feedback or make a complaint.

6.2 Automated technologies

As you interact with our website, we may automatically collect Technical Data using cookies, server logs and similar technologies.

6.3 Third parties

We may receive personal data from third parties, including:

·         credit reference agencies;

·         trade referees;

·         banks;

·         payment providers;

·         couriers and delivery providers;

·         ecommerce platforms;

·         email marketing platforms;

·         website analytics providers;

·         professional advisers;

·         publicly available sources such as Companies House;

·         fraud prevention and identity verification providers.

7. How we use personal data

We will only use personal data where the law allows us to do so.

Most commonly, we use personal data in the following circumstances:

·         where we need to perform a contract with you or take steps before entering into a contract;

·         where it is necessary for our legitimate interests and your interests and rights do not override those interests;

·         where we need to comply with a legal obligation;

·         where you have given consent, for example for certain types of marketing, where consent is required.

We do not usually rely on consent for processing personal data needed to manage customer accounts, process orders, assess trade credit applications, recover debts or comply with legal obligations.

8. Purposes for which we use personal data

We may use personal data for the following purposes.

8.1 To manage enquiries, quotations and orders

We use personal data to:

·         respond to enquiries;

·         prepare quotations and estimates;

·         process orders;

·         supply goods and services;

·         arrange delivery;

·         provide customer service;

·         deal with order queries, returns, complaints and aftersales matters.

Lawful bases: contract, legitimate interests.

8.2 To open and manage customer accounts

We use personal data to:

·         create and administer customer accounts;

·         verify customer and business details;

·         maintain customer records;

·         manage purchasing contacts and authorised buyers;

·         issue invoices, statements and credit notes;

·         allocate payments and manage account balances.

Lawful bases: contract, legitimate interests, legal obligation.

8.3 To assess trade credit applications

When you apply for a trade credit account, we may use personal data to:

·         assess whether to offer credit terms;

·         verify the identity and business details of the applicant;

·         check company, director, owner, partner, proprietor or guarantor information where relevant;

·         obtain trade references;

·         obtain bank references where authorised;

·         carry out business credit checks;

·         carry out fraud prevention checks;

·         set, review, suspend, reduce or withdraw credit limits;

·         decide whether payment in advance, a deposit or a personal guarantee is required.

Lawful bases: contract, legitimate interests, legal obligation.

Our legitimate interests include protecting our business from bad debt, fraud and financial loss, making responsible credit decisions, and managing commercial risk.

8.4 To manage payments and recover debts

We use personal data to:

·         process payments;

·         manage overdue accounts;

·         send statements and payment reminders;

·         suspend or withdraw credit facilities;

·         recover unpaid invoices;

·         refer debts to debt recovery agents, solicitors or insurers where necessary;

·         enforce our terms and conditions.

Lawful bases: contract, legitimate interests, legal obligation.

8.5 To comply with legal, tax and accounting obligations

We use personal data to:

·         keep accounting and tax records;

·         comply with VAT, company law and other legal obligations;

·         respond to lawful requests from public authorities, regulators, courts or law enforcement bodies;

·         maintain appropriate business records.

Lawful bases: legal obligation, legitimate interests.

8.6 To manage our website and business systems

We use personal data to:

·         operate and maintain our website;

·         administer IT systems;

·         improve website performance;

·         troubleshoot technical issues;

·         maintain security;

·         prevent fraud or misuse;

·         analyse website and system usage.

Lawful bases: legitimate interests, legal obligation.

8.7 To send marketing and business updates

We may use personal data to:

·         send newsletters, product updates, brochures, catalogues and offers;

·         tell you about products or services that may be relevant to your business;

·         invite you to events, promotions or surveys;

·         measure the effectiveness of marketing communications.

Lawful bases: consent where required, legitimate interests where permitted by law.

You can opt out of marketing communications at any time by contacting us or using the unsubscribe option in any marketing email.

Opting out of marketing will not stop us from sending service communications relating to orders, accounts, invoices, payments or legal matters.

8.8 To improve our products, services and customer experience

We may use personal data to:

·         understand customer needs;

·         improve our products and services;

·         review customer feedback;

·         develop new ranges or services;

·         analyse sales and customer trends;

·         improve our marketing and communications.

Lawful bases: legitimate interests.

9. Trade credit account applications

If you apply for a trade credit account with us, we may collect and process information about the applicant business and relevant individuals connected with that business.

This may include directors, shareholders, persons with significant control, partners, proprietors, authorised buyers, finance contacts and guarantors.

We may use this information to:

·         assess the financial standing of the applicant;

·         verify the information provided on the application form;

·         contact trade referees;

·         request bank references where authorised;

·         carry out credit reference checks;

·         carry out fraud prevention checks;

·         set or review credit limits;

·         monitor ongoing payment performance;

·         recover overdue debts.

Credit reference agencies may keep a record of searches and may share information with other organisations. Where checks are carried out on individuals, such as sole traders, partners, directors or guarantors, those checks may leave a search footprint depending on the type of search carried out.

By submitting a trade credit account application, the applicant confirms that it has authority to provide the personal data included in the application and that relevant individuals have been made aware of this Privacy Notice.

10. Marketing

We may send marketing communications to business contacts where we believe our products or services may be relevant to their organisation and where the law allows us to do so.

You may receive marketing from us if you have:

·         requested information from us;

·         purchased goods or services from us;

·         applied for or opened an account with us;

·         provided your details to us in a business context;

·         subscribed to our newsletter or marketing updates;

·         not opted out of receiving marketing.

You can ask us to stop sending marketing communications at any time.

Where you opt out of marketing, we may still process your personal data for non-marketing purposes, including account administration, order fulfilment, payment management, legal compliance and debt recovery.

11. Cookies and website tracking

Our website may use cookies and similar technologies to distinguish you from other users, improve your experience, remember preferences, understand how the website is used and support website functionality.

Cookies may include:

·         strictly necessary cookies, which are required for the website to work;

·         performance or analytics cookies, which help us understand website usage;

·         functionality cookies, which remember choices you make;

·         marketing or targeting cookies, where used, which help us deliver relevant advertising or measure marketing activity.

You can set your browser to refuse some or all cookies. If you disable essential cookies, parts of the website may not function properly.

Where required, we will ask for your consent before setting non-essential cookies.

[Optional: Insert link to separate Cookie Policy if you create one.]

12. Sharing personal data

We may share personal data with third parties where necessary for the purposes set out in this Privacy Notice.

These may include:

·         credit reference agencies;

·         fraud prevention and identity verification providers;

·         trade referees;

·         banks and payment providers;

·         delivery companies and couriers;

·         suppliers and subcontractors involved in fulfilling orders;

·         ecommerce, website, hosting and IT service providers;

·         email marketing and CRM providers;

·         accountants, auditors, insurers, lawyers and other professional advisers;

·         debt recovery agents;

·         courts, regulators, tax authorities, law enforcement bodies and public authorities where required;

·         prospective buyers or professional advisers in connection with any business sale, restructuring, merger or acquisition.

We require third parties to respect the security of personal data and to process it lawfully. Where third parties process personal data on our behalf, they must only do so in accordance with our instructions.

13. International transfers

Some of our service providers may process personal data outside the UK.

Where personal data is transferred outside the UK, we will take steps to ensure it receives an appropriate level of protection. This may include using countries recognised as providing adequate protection, appropriate contractual safeguards, or other lawful transfer mechanisms under UK data protection law.

14. Data security

We have put in place appropriate technical and organisational measures to help protect personal data from being accidentally lost, used, accessed, altered or disclosed without authorisation.

We limit access to personal data to employees, workers, agents, contractors and third parties who have a business need to know. They are subject to confidentiality obligations and may only process personal data in accordance with our instructions.

We also have procedures to deal with suspected personal data breaches and will notify affected individuals and the Information Commissioner’s Office where legally required.

No method of transmission over the internet is completely secure. Although we take reasonable steps to protect personal data, we cannot guarantee the security of information sent to us by email, website form or other internet-based communication.

15. Data retention

We will only keep personal data for as long as reasonably necessary for the purposes for which it was collected, including for satisfying legal, regulatory, tax, accounting, reporting, contractual and debt recovery requirements.

In general:

·         customer account, order, invoice, payment and transaction records may be kept for up to seven years after the end of the customer relationship, or longer where required for legal, tax, accounting or dispute purposes;

·         trade credit application records may be kept for as long as the account remains active and for a reasonable period afterwards;

·         records relating to disputes, unpaid debts or legal claims may be kept for longer where necessary;

·         marketing data will be kept until you unsubscribe or object, subject to maintaining suppression records to ensure we respect your opt-out.

In some circumstances, we may anonymise personal data so it can no longer be associated with an individual. We may use anonymised information indefinitely.

16. Your legal rights

Under data protection law, individuals have rights in relation to their personal data.

These may include the right to:

·         request access to personal data we hold about you;

·         request correction of incomplete or inaccurate personal data;

·         request erasure of personal data in certain circumstances;

·         object to processing based on legitimate interests;

·         object to direct marketing;

·         request restriction of processing in certain circumstances;

·         request transfer of personal data to you or another organisation in certain circumstances;

·         withdraw consent where we rely on consent.

These rights are subject to legal conditions and exemptions. We may need to ask for information to confirm your identity before responding to a request.

You will not usually have to pay a fee to exercise your rights. However, we may charge a reasonable fee or refuse to comply where a request is clearly unfounded, repetitive or excessive.

We aim to respond to legitimate requests within one month. If a request is complex or you have made a number of requests, we may need longer and will let you know.

To exercise your rights, please contact us using the details in section 2.

17. Keeping your details up to date

It is important that the personal data we hold is accurate and current.

Please tell us if your contact details, business details, authorised buyers, accounts contacts, billing details or other relevant information changes during your relationship with us.

18. Third-party links

Our website may include links to third-party websites, plug-ins or applications.

Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control third-party websites and are not responsible for their privacy notices or practices.

When you leave our website, we encourage you to read the privacy notice of every website you visit.

19. Contacting us

If you have any questions about this Privacy Notice, how we use personal data, or if you wish to exercise your legal rights, please contact us:

International Insignia Ltd
10 Dunstall Hill Trading Estate, Gorsebrook Road, Wolverhampton, WV6 0PJ
Tel: +44 (0)1902 714 265

Email: webmaster@intinsignia.com

You can also contact the Information Commissioner’s Office at www.ico.org.uk.

We would, however, appreciate the chance to deal with your concerns before you contact the ICO, so please contact us first where possible.