As part of our obligations to your organisation, whether formally contracted or otherwise, we wish to inform you of the various types of personal information that is held by us, the nature and purpose of this holding, the basis by which this information is reviewed and the actions we may undertake in regards to the data we hold.
1. Our Obligations
The General Data Protection Regulation enshrines in law, our obligations to you and your data. Ecotile Flooring Ltd is committed to upholding these rights as well as our legal and professional duties, and have established a single point of contact for all data protection enquiries at [email protected]
1a ) We hold a GDPR risk register which identifies the type of personal information that is held by us, an evaluation of that data, including any consequences of a breach, a description of the purpose of that holding and information on the duration of that holding.
2. Identified Data Holdings
2a ) Customer Data for the purposes of contacting you with regards to responding to request for information on our products or services, placing an order, or working with us as a supplier we will hold the following details (where provided);
a) Full name and title of any designated contact.
b) Your invoice and shipping addresses.
c) Organisational positions (if applicable).
d) Your email address.
e) Your contact telephone number (included where provided, any personal mobile/cell phone numbers, home address numbers or any other contact number you may have provided when establishing contact).
f) Historical details of any calls, emails or communications you have made in relation to our product, service or any orders you have placed (unless requested otherwise). These will often be associated with a formal reference number along with the nature of communication. Holding this information ensures that we are able to find information that may be used to help us resolve any issues that may arise or any further requests you have. This information is accessible by our office administration team and may be shared by your account manager with other employees of Ecotile Flooring Ltd.
g) If you have become a client of ours through a shared contact, or a referral from another party, or you have referred a client to us, we may also hold details of this relationship in your client record details.
h) Invoices, proformas and quotations containing your information may be stored on file against your customer records. Paper copies are kept in a safe physical location at our registered business address Unit 15 North Luton Industrial Estate, Sedgwick Road, Luton, LU4 9DT.
The above Information is only held for as long as required by the business and parties involved. Should you place an order with us, your contact information will be stored on our system for the duration of your warranty period. If you do not decide to place an order with us, your information may be kept for a period of up to 2 years following your most recent activity or communication with us. We believe this to be a reasonable sales cycle in our industry.
2) Credit Card Information
In circumstances where credit card or other financial details are supplied during the payment process; a) Credit card information is only used during the payment process and is safely discarded immediately after payment. This information is never kept on file. Subsequently, you will need to supply your credit card information again if you wish to place an additional order with us.
3) Marketing Services
a) If you are a designated primary contact in your organisation, then we may use your contact information to send you details of changes to our service, prices or any other information that we believe would be of use to you, but wholly within the context of our existing trading relationship. We do not subscribe any of our clients to unsolicited marketing based emails unless you have given us formal permission to do so.
b) We frequently use SugarMarket as a way to send emails to our customers, but solely to inform of them of important change that may effect them or benefit them.
c) Ecotile Flooring Ltd uses Google Reviews as a data processor to assist with collecting feedback from people who have had a buying or service experience with us.
3a) Telephone Systems
a) Ecotile Flooring’s telephone system automatically saves all incoming and outgoing caller IDs and numbers. Names and other contact information are not recorded in our telephone system. b) Phone call audio is not recorded and calls cannot be replayed by any of our employees or external sources.c) Your telephone number is never passed on unless consent is given (or details are required by a third party listed in the exceptions below.
3b) Website Enquiry Forms
a) When you fill out a website enquiry form, your information is sent in an email format directly to our exchange mailbox. From there, your information is entered into our CRM system where the above conditions apply.
4. Subject Access Requests
a) All customers and suppliers have the right to request a copy of any personal information in our systems that relates directly to them. We must honour this request free of charge, by law, within 30 days.
b) Requests can be made to rectify or remove the personal information in question if we are not required by law to store it in our system.
c) We will not save the personal data longer than necessary given the purpose of the processing, unless otherwise required or permitted by law.
5. Backup Data & Suppliers
a) None of the information above is kept anywhere off site. Although it may be accessed by the exceptions listed below, your information is not copied or stored anywhere other than our registered business address.
6. Third Party Exceptions
Within the context of information held; your information may be reviewed or visible to the following parties, for the purposes described below;
a) Certification or Registration bodies for the purposes of auditing and compliance regulation to nominated standards (ISO, SOX,etc).
b) Law enforcement and/or other Governmental agencies, for the purposes of complying with relevant legislation and information requests.
c) Management bodies appointed by our organisation from time to time, including but not limited to, accountancy organisations, management consultants, legal and/or human resource consultants.
d) Financial institutions or organisations who are responsible for your credit account and may need to contact you regarding an overdue payment.
All information disclosed or visible to them is covered by non-disclosure agreements that we hold with the respective parties and for the purposes of legitimate commercial activities only. We only hold and make visible, customer details that are within the context of our business and trading relationship and are proportional and necessary to hold in order to carry out our contractual obligations to you or your organisation.
7. Breaches To Your Data
a) Security has been deployed across all of our servers and databases to ensure your data is as safe as possible. Should there be a breach in our system that compromises your personal data, you will be notified no later than 72 hours after Ecotile Flooring Ltd become aware of it. The breach will be reported to the supervisory authority without delay and you will be notified of the subsequent investigations.
8. Cookies
When someone visits https://www.ecotileflooring.com/ we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website. We will not associate any data gathered from this site with any personally-identifying information from any source. If we do want to collect personally-identifiable information through our website, we will be upfront about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Manging Cookies
You can manage/delete cookies as you wish – for details, see aboutcookies.org.
Cookies We Use and Why
Analytics
Google Analytics and is a web analytics service provided by Google, Inc. (“Google”), to help us understand how our web site is used. Information about your use of our website, including your IP address, may be transmitted to Google and stored on their servers. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. More information about cookies installed by Google Analytics can be found here.
Google Tag Manager
Google Tag Manager is used for tracking which pages an IP address visits and time spent on page. It is also used for tracking activities performed by the IP address, like videos played, forms submitted and navigation on the site. All data are anonymized before sent to Google Analytics, which reports the data tracked by Google Tag Manager.
Google Search Console
Google Search Consoleis used to monitor site performance and sends information about search queries to Google Analytics.
All data are aggregated, and none of the data tracked by Google Tag Manager and Google Search Console, or reported in Google Analytics, is connected to actual users, just IP address.
You will find more information on: https://support.google.com/analytics/answer/6004245?hl=en
Google Adwords –
To measure conversions with Google Adwords a conversion tracking cookie is installed when users click on an Ecotile Ad shown by Google. The conversion tracking cookies expire after 30 days and are not used to identify users. Google uses different cookies for each client of Google Adwords and does not consolidate the cookie information with other data. When clicking on one of our ads and accessing one of our pages with the tracking code (and the cookie has not expired) the conversion is recorded. With the help of the conversion tracking cookie, we can get the total number of conversions and analyse the effectiveness of our ads. You can find more information about Adwords here: https://support.google.com/adwords/topic/3121763?hl=en&ref_topic=3119071
When you click on one of our ads, Google remarketing cookie is installed. This cookie helps us to show ads on other pages that belong to the Google content network. Remarketing cookies expire after 30 days and are not used to obtain personal information.
For more information on remarketing, you can click here: http://www.google.com/ads/innovations/remarketing.html These Cookies are used by the various services of Google: _utma, _utmb, _utmc, _utmz, _ga. Read more here: https://www.google.com/intl/us/policies/privacy
Frequently Ecotile also uses other platforms to develop online advertising campaigns such as Facebook Ads, Linkedin or Adroll. You can see how these platforms are using your cookies and how to disable them here:
Youtube (Google) – These cookies are set by YouTube to track usage of it’s services such as views and your preferences when playing YouTube videos.
Elfsight – The Elfsight Cookie Consent widget is used to remember your cookie consent settings when you visit our website a second time.
Callrail – This cookies is necessary for the call-tracking functionality used by the website operator. The cookies set an ID for the specific user, which allows us to recognize the user when calling, as well as seeing the user’s navigation on the website and relate these two pieces of information together. More information about Callrail cookies can be found here: https://www.callrail.com/privacy/
Sugarmarket – We use Sugarmarket as an internal marketing automation tool to help manage our customers and record website activity. The Sugarmarket cookies are primarly used for analytics such as recording page views, session behaviour, and length of visit. More importantly, the sessionid cookie compares this data against a master table of emails (only collected after a user submits a website form) and relates the visitor activty to an existing email to ensure consistent tracking, For more information abot this please visit https://support.sugarcrm.com/Documentation/Market/Sugar_Market_User_Guide/Introduction/GDPR_Compliance/
UTM – UTM cookies are created localy to store information about where users were before they visited our site. This tells us if you found our website from a search engine or advertisment and which keywords you used to find us. This data is used to calculate how effective our marketing strategy is.
In addition to cookies, we may use web beacons, pixel tags, and other tracking technologies on the Site to help customize the Site and improve your experience. A “web beacon” or “pixel tag” is a tiny object or image embedded in a web page or email. They are used to track the number of users who have visited particular pages and viewed emails, and acquire other statistical data. They collect only a limited set of data, such as a cookie number, time and date of page or email view, and a description of the page or email on which they reside. Web beacons and pixel tags cannot be declined. However, you can limit their use by controlling the cookies that interact with them.