System Q Ltd - Privacy Policy

In this day and age we understand the importance of keeping personal data secure and we make every endeavour to safeguard any personal data that you decide to bestow upon us and treat it with the utmost care.

When you visit our website (www.systemq.com) “Our Site” we limit the amount of data we capture and use it in the following ways in a manner that meets our obligations and your rights under the law.

Please read our Privacy Policy carefully to understand it and if you do not accept and agree with the policy please desist from using our website. Your acceptance of our policy is deemed to occur on your first use of our website.

1. Key Terms:

“Account” - means an account required to access and/or use certain areas and features of Our Site.

“Cookie” - means a small text file placed on your computer or device by Our Site when you visit certain parts and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out below.

“Cookie Law” - means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003.

“Personal Data” - means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means personal data that you give to us via Our Site. This definition shall, where applicable, incorporate the definitions provided in the EU Regulation 2016/679 – the General Data Protection Regulation (“GDPR”).

“We/Us/Our” – means System Q Ltd a Limited company, registered (England) 2885616, of the main trading address Turnoaks Business Park, Chesterfield Derbyshire, UK. S40 2WB and the same registered address.

2. About Us:

The owners and operators of this site means System Q Ltd a Limited company, registered (England) 2885616, of the main trading address Turnoaks Business Park, Chesterfield Derbyshire, UK. S40 2WB and the same registered address.

3. What does the policy cover?

This Privacy Policy covers only www.systemq.com and though it may contain links to other sites, we have no control over how your personal data might be collected or stored on other sites. We advise you to check the Privacy Policy of other websites before providing them with data.

4. Your Rights

Our policy and use of personal data has been designed to uphold the GDPR described as follows:

• The right to be informed about Our collection and use of personal data;
• The right of access to the personal data We hold about you;
• The right to rectification if any personal data We hold about you is inaccurate or incomplete (please contact Us using the details in section 14);
• The right to be forgotten – i.e. the right to ask Us to delete any personal data We hold about you (We only hold your personal data for a limited time, as explained below but if you would like Us to delete it sooner, please contact Us using the details below);
• The right to restrict (i.e. prevent) the processing of your personal data;
• The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation);
• The right to object to Us using your personal data for particular purposes; and
• Rights with respect to automated decision making and profiling.

If you have any cause for complaint about our use of your personal data, please contact us using the details provided below and we will do our best to solve the problem for you. If we are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.

For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens Advice Bureau.

5. What data do we collect?

The data we collect depends on how you use Our Site and we may collect some or all of the following personal and non-personal data and some may be optional.

• i. Name
• ii. Birthday
• iii. Business Name
• iv. Field of business
• v. Your job title
• vi. Contact details such as address, phone and email
• vii. Demographic information such as your interests
• viii. Financial information such as Credit Card details (processed and retained by a 3rd party provider and not retained by us – Paypoint)
• ix. IP address
• x. Web browser type and version
• xi. Operating System
• xii. Analytical data, starting with a URL referring site, your activity on our site and the site you exit to.

6. How do we use your data?

All data we collect is securely processed and stored for no longer than is necessary in the light of the reason it was first collected. We will comply with our obligation and safeguard your rights under the GDPR at all times.

Our use of your personal data will always have a lawful basis for example if we are supplying you with goods or you have consented to us using your personal data and specifically for the following purposes:

• a) Providing and managing your Account;
• b) Providing and managing your access to Our Site;
• c) Personalising and tailoring your experience on Our Site;
• d) Supplying Our products and services to you (please note that We require your personal data in order to enter into a contract with you);
• e) Personalising and tailoring Our products and services for you;
• f) Replying to emails from you;
• g) Providing you with technical support on goods that you have purchased;
• h) Supplying you with emails that you have opted into (you may unsubscribe or opt-out at any time here);
• i) Market research.

With your permission and/or where permitted by law, We may also use your data for marketing purposes which may include contacting you by email, telephone, text message or post with information, news and offers on Our products and services. We will do this on the basis of indications you have given us in the past and on all occasions give you the option again to receive no further messages of that type. We will take all reasonable steps to ensure that we fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.

You have the right to withdraw your consent to us using your personal data at any time, and to request that we delete it.

7. How long will we keep your data from Our Site and other data from contacting Us directly?

We only keep your personal data for as long as we need to in order to use it as described above and/or for as long as we have your permission to keep it.

Some or all of your data may be stored outside of the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein). You are deemed to accept and agree to this by using Our Site and submitting information to us. If we do store data outside the EEA, We will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and under the GDPR.

Data security is very important to us, and to protect your data we have taken suitable measures to safeguard and secure data collected through Our Site.

Steps we take to secure and protect your data include:

Secure Destruction - such as paper records being securely shredded.

Secure Encryption - such as using a 3rd party payment provider for processing credit cards or running credit checks.

Secure Archiving - where records need to be held longer term for HMRC or regulatory purposes and are encrypted and archied for extraction by authorised personnel only.

Securely put “beyond use” – where an Opt Out has occurred but it is necessary to keep a record that it has without the information being reused.

8. Do We Share Your Data?

In certain circumstances, we may be legally required to share certain data held by us, which may include your personal data, for example, where we are involved in legal proceedings, where we are complying with legal obligations, a court order, or a governmental authority. Subject to those, we will not share any of your data with any third parties for any purposes.

9. What Happens If Our Business Changes Hands?

We may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of our business. Any personal data that you have provided will, where it is relevant to any part of Our business that is being transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to use that data only for the same purposes for which it was originally collected by Us.

In the event that any of your data is to be transferred in such a manner, you will be contacted in advance and informed of the changes. When contacted you will not, however, be given the choice to have your data deleted or withheld from the new owner or controller.

10. How Can You Control Your Data?

When you submit personal data via Our Site, you may be given options to restrict our use of your data. In particular, We aim to give you strong controls on Our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from Us which you may do by unsubscribing using the links provided in Our emails and at the point of providing your details and by managing your Account).

You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.

11. Your Right to Withhold Information

You may access certain areas of Our Site without providing any data at all. However, to use all features and functions available on Our Site you may be required to submit or allow for the collection of certain data.

You may restrict our use of Cookies. For more information, see below.

12. How Can You Access Your Data?

You have the right to ask for a copy of any of your personal data held by us (where such data is held). Under the GDPR, no fee is payable and we will provide any and all information in response to your request free of charge. Please contact us for more details using the contact details below.

13. Our Use of Cookies

Our Site may place and access certain first party Cookies on your computer or device. First party Cookies are those placed directly by us and are used only by us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve our products and services. We have carefully chosen these Cookies and have taken steps to ensure that your privacy and personal data is protected and respected at all times.

All Cookies used by and on Our Site are used in accordance with current Cookie Law.

Before Cookies are placed on your computer or device, you will be shown a pop-up requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of Our Site may not function fully or as it is intended.

Certain features of Our Site depend on Cookies to function. Cookie Law deems these Cookies to be “strictly necessary”. These Cookies are shown below. Your consent will not be sought to place these Cookies, but it is still important that you are aware of them. You may still block these Cookies by changing your internet browser’s settings but please be aware that Our Site may not work properly if you do so. We have taken great care to ensure that your privacy is not at risk by allowing them.

Cookie Type	Cookie Name	Description & Purpose
Session	cookieConsent	The value yes. It is added when you click to close the cookie warning notice at the top of the page so it will not reappear when you go to another page on this site. Used to confirm that you are happy to receive cookies from this site.
Persistent	_ga	A unique client identifier, which is a randomly generated number. Used by Google Analytics to distinguish users. It expires in 24 Months.
Persistent	_gat	Used by Google Analytics to limit the number of requests it will make if page reloaded. It expires in 1 Minute.
Persistent	_gid	Used by Google Analytics to store and count the number of page views. It expires in 1 day.
Session	ktokenuser	Our shopping cart uses this to tell if you are logged in or not.
Session	kprodfilter	Used to filter products in searches.
Persistent	klastorder	Hold the order number of your last order.
Persistent	kbreadcrumbs	Used to maintain the breadcrumb list of the pages you have viewed.
Persistent	OSTSESSID	Our support ticket system uses this to track you are logged in. Lasts one day.

In addition to the controls that we provide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third party Cookies. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.

You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings.

It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.

14. Contacting Us

If you have any questions about Our Site or this Privacy Policy, please ensure that your query is clear and then contact us by:

• Email: tradeonly@systemq.com
• Telephone: 01246 200 000
• Fax: 01246 222 888
• Mail: System Q Ltd, Turnoaks Business Park, Chesterfield Derbyshire, UK. S40 2WB

15. Changes to Our Privacy Policy

We may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.