Privacy Policy

Reviewed and agreed by Barnaby Smith – Managing Director

To be reviewed April 2020

This privacy policy sets out how Mediafleet Ltd uses and protects any information that you give Mediafleet Ltd when you:

• Visit our website
• Make an enquiry that leads to the passing of personal data
• purchase goods or services and therefore become a Mediafleet Ltd account
• supply goods and services to Mediafleet

At Mediafleet Ltd, we are committed to protecting your privacy and to comply with data protection laws applicable to the United Kingdom. Should we ask you to provide certain information by which you can be identified when dealing with Mediafleet, then you can be assured that it will only be used in accordance with this privacy statement.

Mediafleet Ltd may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.

The information we may collect.

We may collect the following information:

• Name, address and account information
• Contact information including email address
• Demographic information such as postcode, preferences and interests
• Other information relevant to customer surveys and/or offers

How we collect your information

You may choose to provide your contact details (name, address, business, job title, email address, telephone number) if you do any of these things:

• Sign up to a mailing list
• Submit a query or request a quote or other information
• Ask to be contacted by us
• Visit our office locations
• Create an account or log in to a secure area

If and when you enter a competition or promotional feature we may also ask for details such as your name, address, email address and telephone number so we can administer the competition and notify winners. Separate terms and conditions may apply when you open an account or if you decide to participate in a competition so please make sure that you read them at the relevant time.

How we use your information –

Customers:

If you purchase products or services from us, we may use your personal information in the following ways:

• to respond to your enquiries;
• to keep you informed about our products and services;
• to process your order and to follow up on orders that are not completed;
• To process your order and obtain payment;
• to arrange visits to your office or business location(s)
• to manage your account, including carrying out identity checks where relevant;
• to manage your credit account (if applicable) including carrying out credit checks;
• to use your purchase history to manage rebates if applicable;
• for market research purposes;
• to improve usefulness and content of our website;
• to improve our products and services;
• to track activity on our site and to provide a more personalised online experience;
• to link with social media sites and services, for example, for advertising purposes;
• to notify you about important changes or developments to our site or services;
• to manage deliveries, returns and refunds;
• to deal with enquiries and complaints;
• for claims management and insurance purposes; and
• for record keeping purposes.

Suppliers:

If you supply products or services to us, we may use your personal information in the following ways:

• for order processing and management;
• to manage deliveries, returns and refunds;
• for product liability purposes;
• to manage your account, including conducting credit and other background checks where applicable;
• for market research purposes;
• to notify you about important changes or developments to our websites or services;
• for supply chain management;
• to deal with enquiries and complaints;
• for claims management and insurance purposes; and
• for record keeping purposes.

If you are a supplier and you have any questions about how we use your personal information, please contact your usual business contact.

Cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added, and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Keeping You Informed

If you sign up to receive email updates or have bought or enquired about our products or services, we may use the information we collect to let you know about our other products and services which may be of interest to you and to keep you updated with information about promotional offers and what is coming soon.

Legal Basis for Processing

Some of the information we collect is provided by you voluntarily (and therefore with your permission), for example when you sign up to join a mailing list or submit a query.

If you purchase items from us, or if you supply products or services to us, most of the information we collect is necessary so that we can fulfil the contract between us.

The remainder of the information is collected for our legitimate business purposes, which include:

• To keep in touch with current, past and prospective customers
• To provide account management and related services
• To gain an understanding of how our customers interact with us so we can provide the most relevant products and services
• To monitor the use of our website and improve its facilities
• To identify suspected criminal activity and take appropriate action
• To manage our supply chain and the relationship with our suppliers (including the management of rebates)
• To protect and defend our rights

Retention

We will retain your personal information for as long as needed for the legitimate business purposes described above.

If you are a visitor to the website, we will retain your information for a limited period in order to respond to your query, provide you with the information you require or to send you updates on our products and services for as long as you indicate that you are happy for us to do so.

If you make a one-off purchase, we normally keep records of the transaction for 7 years. If you are an account customer or a supplier, we normally keep records for 7 years after the closure of your account or the last purchase or sale you made. In all cases, this is for accounting, tax and product liability purposes.

Your information may be retained for longer than this if there are valid legal grounds for us to do so, for example if required by law or court order, or as needed to defend or pursue legal claims.

Working with Service Providers & other 3rd parties

Like most organisations, we engage service providers to help us manage various aspects of our business such as website development, marketing programmes, sales strategies, administer accounts, conduct credit checks and fraud screening and to handle postal and email marketing campaigns. We also work with a large number of suppliers who provide products and delivery services to us.

We will only provide these companies with the information they need to deliver the service we have engaged them for and they are prohibited from using that information for any other purpose. Whenever we share personal information about our customers, we will put in place contracts which require the service provider to protect the information and keep it secure.

Other Disclosures

Your information may be shared within Mediafleet Ltd for account management (including credit accounts), analysis and reporting.

Your personal data may be disclosed to the following third parties for the purposes described above:

• tax, customs and excise authorities
• regulators, courts and the police
• fraud screening agencies
• central and local government
• insurance companies

We may also disclose your personal information if we believe that the disclosure is necessary to enforce or apply our terms and conditions or otherwise protect and defend our rights, property or the safety of our customers and other users of the website.

We may disclose and/or transfer your personal information in connection with a reorganisation of all or part of our business, if the majority of our shares are bought by another company or if we transfer all or some of our assets to another company.

Security

We are committed to safeguarding the personal information you provide to us. We use appropriate measures to protect the information that you submit through our website and the information we collect and store about our customers.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of information you submit via our website and any transmission is at your own risk. Once we have received your information, we will take appropriate technical and organisational measures to safeguard your personal data against loss, theft and unauthorised use, access or modification.

Changes to this policy

Any changes to this privacy policy will be posted here. Please refer to this page regularly.

Links to other websites

Links may be provided on our website, from time to time, to other websites that are not operated by us. If you use these links, you will leave our website. You should note that we are not responsible for the contents of any third-party website. External sites will have their own privacy policies which you should read carefully.

Your Rights

Marketing:

You can opt out of receiving emails or text marketing at any time by using the unsubscribe option in the message. You can opt out of postal and telephone marketing by contacting us at:

Mediafleet Ltd, Windrush Industrial Park, Witney, Oxon, OX29 7HB (United Kingdom)

Other Rights

You may also have the following rights in relation to your personal information:

• in certain circumstances, the right to restrict or object to the processing of your personal information, or request that your personal information is deleted
• where you have provided personal information voluntarily, or otherwise consented to its use, the right to withdraw your consent
• in certain circumstances, the right to receive a copy of the personal information which you have provided to us, in a structured, commonly used and machine-readable format or to request that we transfer that information to another party (known as “data portability”)
• the right to complain to a Data Protection Authority

 

If you have a query about this privacy policy or wish to exercise your rights, please contact the company’s Data Protection Officer by writing to :

The Data Protection Officer. Mediafleet Ltd, Windrush Industrial Park, Witney, Oxon, OX29 7HB (United Kingdom

Or emailing them at: marketing@mediafleet.co.uk