Introduction

• This Privacy Policy explains what we do with your personal data, whether we are in the process of dealing with an enquiry, processing an order, continuing our ongoing customer relationship with you, receiving a service from you, requesting your feedback, or you are visiting our website.
• It describes how we collect, use and process your personal data, and how, in doing so, we comply with our legal obligations to you. Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights.
• This Privacy Policy applies to the personal data of our Customers, Potential Customers, Suppliers, Sub Contractors and Employees. If you are a BOLA Manufacturing Limited Employee you should refer to your updated company contract and our Employee Privacy Policy Document.
• It is important to note that that any amends to our Privacy Policy will posted to this page, for updates to our policy please navigate to this page.


Customer Data
In order to provide the best possible products and services to our customers we need to process certain information. BOLA Manufacturing Limited only ask for details that will genuinely help us to deliver these products and services, such as your name, job role, and contact details; including but not limited to: Telephone number, email address, first and last name, job title. Where BOLA Manufacturing Limited are required by you to process payments for goods and services by way of debit or credit card we will also process these details, but only for this purpose.

Supplier Data
We collect a minimum amount of data from our suppliers to ensure that we can easily process transactions. BOLA Manufacturing Limited will collect contact details for the main contact and any associate contacts within the business that assist us in processing any number of transactions. We also need other information such as your bank details so that we can pay for the services you provide (if this is part of the contractual arrangements between us).

Sub-contractor data
We collect and store information required so that we can process contractual obligations between us. These details include personal and business email addresses, telephone numbers, address details, bank account details, qualifications and insurances.

End-user data
Where we are obligated to carry out work for a third party contractor we reserve the right to obtain and process data including site addresses, email addresses and telephone numbers, this enables BOLA Manufacturing Limited to fulfil our contractual obligation to you and our customer.


Customer Data
We collect customer data in the following ways:
1. Directly from you
2. From websites
3. From social media platforms
4. From your work colleagues
5. From exhibitions or events attended by BOLA Manufacturing employees

Supplier Data
We collect supplier data in the following ways:
1. Directly from you
2. From your work colleagues
3. From your website

End-user data
We collect end-user data in the following ways:
1. Via website enquiry form or telephone enquiry
2. Via orders from re-sellers of our products when we deliver on their behalf

Website Users
We collect your data automatically via cookies when you visit our website, in line with cookie settings in your browser. We will also collect data from you when you contact us via the website, for example by using the contact forms. Further details can be found in the Website Users section of this Policy.
How do we use your personal data?

Customer Data
There are two main reasons for using your personal details. Firstly details will be used to help BOLA Manufacturing Limited process any ongoing request that you have made of us, i.e. raising a quote or processing an order, through to delivery of that order and potentially requesting feedback (in the form of a Customer Satisfaction Survey). BOLA Manufacturing Limited will also store and process data for the purposes of direct marketing, via email and post. Review the section below; How can I unsubscribe from all or individual types of direct marketing, should you wish to opt out of any form of direct marketing from BOLA Manufacturing Limited.

Supplier Data
The main reasons for storing and processing your personal data is to ensure that we can complete the contractual arrangements between us and comply with any legal and binding requirements.

End-user Data
The main reason that we process end user data is to ensure that we can contractually deliver on products and services which have been requested either directly or via a third party.
Who do we share your personal data with?

Customer Data
We may share your personal data with suppliers (carriers mostly) but only where it is necessary for them to deliver a contractual obligation such as delivery or installation of our products or service. Customer details that are being used for the purposes of e-marketing will be uploaded to a secure in-house e-marketing system.

Supplier Data
By way of a referral we may share your personal data with potential customers who would also benefit from your products and services.

End-user Data
When entering in to a contractual agreement with BOLA Manufacturing Limited we will pass on the minimum amount of your personal data as deemed appropriate for a supplier or subcontractor of BOLA Manufacturing Limited to carry out their contractual obligation to us.

Website User
No details obtained from our website will be processed outside of BOLA Manufacturing Limited. Any data used to process and target specific information to you will be done so using a BOLA Manufacturing Limited managed system.


We care about protecting your information. That’s why we put in place appropriate measures that are designed to prevent unauthorised access to, and misuse of, your personal data.
Those processes include but are not limited to; encrypted server access, password protection on all computers, all antivirus and gateway security settings are up to date and monitored.

How long do we keep your personal data for?

Data stored and processed in our CRM system
Our products last for an average of twenty years but if we have not had meaningful contact with you for a period of fifteen years, we may remove your personal data from our systems unless we believe another processing requirement, such as legal or contractual regulation requires us to retain it.

Printed and digital archived project information
Due to the nature of our business we deem it appropriate to store user information for up to 40 years, this allows us the ability to recall previous product information should you the customer require it.

Right to object
If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with you if certain limited conditions apply.

Right to erasure
In certain situations you have the right to request us to “erase” your personal data. We will respond to your request within a maximum of 30 days and will only disagree with you if certain limited conditions apply. If we do agree to your request, we will remove your data. We will assume that you would prefer us to keep a note of your name on our system as a person who would prefer not to be contacted by BOLA Manufacturing Limited as this will ensure that we can minimise the future risk of your data being resubmitted and used in the future. If you would prefer that this is not the case please let us know.
Any data within the e-marketing system will be moved to a suppressed list and be unable to be resubmitted for direct marketing use without prior agreement from you.

Right to lodge a complaint
You have the right to lodge a complaint, details of which can be found at https://ico.org.uk/make-a-complaint

How can you access, amend or take back the personal data that you have given to us?
If we are holding or using your personal information, you may change your mind at any time by writing to BOLA Manufacturing Limited, 6 Brookfield Road, Cotham, Bristol, BS6 5PQ or emailing us at info@bola.co.uk and we will process the restriction of use in our marketing communications or removal of your personal information within 10 days, sometimes sooner. Please note that we may keep a record of your communications to help us resolve any issues which you raise.

Email Marketing
All e-marketing communications sent by BOLA Manufacturing Limited will contain an unsubscribe button, on clicking to unsubscribe you will be requested to submit your email address in order to authenticate your permission to suppress the email address. Any emails sent to you using one of our outlook email addresses can be directly replied to or you can forward the email to info@bola.co.uk in order to request you are removed from future direct marketing email communications.

Telephone Marketing
A request can be made with the person whom you are directly on the phone with at the time, and they will process this request. If you are unsure as to whether you are registered on our systems for telephone marketing and wish to remove your details you can contact us either on email at info@bola.co.uk or by phone on 0117 9243569. Your details will be updated within 5 working days or sooner.

Postal Marketing
If you would like to remove your personal details to prevent receiving postal marketing communications you can email your request to info@bola.co.uk or telephone 0117 9243569. Your details will be updated within 5 working days or sooner.

Customer Data

We may share your personal data with suppliers or sub-contractors but only where it is necessary for them to deliver a contractual obligation such as delivery or installation of our products or service. Customer details that are being used for the purposes of e-marketing will be uploaded to a secure internal system. If prior agreement is provided by you we will pass your details on to alternative companies who we believe will be able to fulfil your requirement when BOLA Manufacturing Limited cannot.
If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by emailing us at info@bola.co.uk and we will always include a clear way to 'opt out' in all of our communications to you.
We will not sell, distribute or lease your personal information to third parties unless we are required by law to do so.
You may request details of the personal information which we hold about you. If you would like a copy of the information held please write to BOLA Manufacturing Limited, 6 Brookfield Road, Cotham, Bristol, BS6 5PQ. As long as we receive suitable proof of identity you will receive this information within 30 days of your request. This service is free of charge.
If you believe that any information we are holding on you is incorrect or incomplete, please contact us as soon as possible at the above address. We will promptly correct any information found to be incorrect.

Website Visitors

BOLA Manufacturing Limited is committed to ensuring that your privacy is protected whilst visiting our website and that our usage of your details is transparent. Should we ask you to provide certain information by which you can be identified when using our website, it will only be used in accordance with this Privacy Policy.

What data do we collect from our website?
We may, with your consent, collect the following information via our website enquiry forms:
• Your name, organisation and job title
• Your contact information including telephone number and email address
• Demographic information such as postcode, preferences and interests
• Other information relevant to customer surveys and/or offers
• Your IP address through our Google Analytic Cookies
What are Cookies?
• Cookies are small, harmless files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website.
• If you agree to our cookies when you visit our website we collect your IP user address and information about the pages you accessed and how long you stayed on these pages as part of our Google Analytics.
• If you wish to block the use of cookies on your hard drive, you can select ‘cookie settings’ under the privacy settings in your browser options and add our domain name (www.bola.co.uk) to the list of websites you deny access.

Why do we collect your personal details from our website?
We collect the personal details submitted via our website enquiry forms in order to respond to your enquiry and obtain an understanding of your requirements.
The information collected from Google Analytics helps us better understand how our site is being used accessed. For further information, you can read Google’s privacy policy which can be found at http://www.google.com/privacy.html

How do we store details from your online enquiry?
We are committed to ensuring that your information is stored securely. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect via our website.
Our website enquiry forms are transmitted electronically from the website to an internal MS Outlook email address - info@bola.co.uk and the appropriate member of staff will respond to your enquiry, either by phone or email.
Once dialogue has been initiated your personal details will be transferred from the enquiry form and stored on our secure database which is only accessible via login by BOLA Manufacturing Limited’s employees.
Enquiry forms may occasionally be stored as hard copies. Staff are made aware of their commitment to data protection and any hard copies are stored in secure cabinets for the appropriate retention period.
Google Analytics does not store, save or collect personal information and provides it to us in an anonymised format (general summary rather than individualised) in the form of a monthly report.

Links to other websites
Our website may contain links to associated websites which may be of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and view the privacy statement applicable to the website in question.

Social Media Platforms
Our social media engagement is subject to the customs and privacy policies of the each social media platform.
While we take great care to ensure the security and safety of our followers’ personal information it is up to the individual to use the platforms with due care and caution in regard to their own privacy and personal details. BOLA Manufacturing Limited will never ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
If we use social sharing buttons which help share web content directly from web pages to the social media platform in question, users are advised before using such social sharing buttons that they do so at their own discretion. Social media may have their own tracking cookies in place.
If we do share web links to relevant web pages through our social media accounts by default some social media platforms shorten lengthy URL’s (web addresses) so that they look like this; http://bit.ly/wkDTpk18.
We do advise users to be cautious before clicking any shortened URL’s as, despite our best efforts, they can be prone to spam and hacking. BOLA Manufacturing Limited does not take any liability for damages/implications caused by visiting any shortened links.

OUR LEGAL BASES FOR PROCESSING YOUR DATA LEGITIMATE INTERESTS

• Article 6(1)(f) of the GDPR states that we can process your data where it “is necessary for the purposes of the legitimate interests pursued by [us] or by a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of [you] which require protection of personal data.”

Customer data
• We think it reasonable that if you have communicated with us in the past or we have had meaningful contact with you within the past 10 years that there is legitimate interest that you will continue to benefit from our range of solutions, and thus we will keep you updated via forms of direct marketing.
• We want to provide potential customers with the opportunity to hear about our products and services and request additional information. We therefore deem it that if you operate in a sector that regularly benefits from our products and services and your information has been made available in the public domain that we can contact you to advise you of our products and services. We will have an upfront and honest approach to this and provide you with the opportunity to opt out of any further communications from us.
• Where we are alerted by a third party relating to ongoing projects in our industry, we will deem it that you are in a position where you wish to be contacted regarding suitable products and services. We will therefore process your data for the purposes of direct marketing in order to establish if you have a requirement.
• Where you have made contact with us we will process your request in line with our business processes and in order to provide you with the requested products and services. This will include processes such as arranging and attending your site and processing information that will enable us to design, manufacture and install your solution. Information obtained will be stored on our systems now and in the future to further enable us to process your requests and to keep you updated on product, service and company updates via forms of direct marketing.
• Personal details may be used to for administrative purposes including invoicing and delivery information.

Supplier data
• We store and process the personal data of individuals within your organisation in order to facilitate the receipt of services from you as one of our suppliers. We also hold your financial details, so that we can pay you for your services. We deem all such activities to be necessary within legitimate interests.

CONTRACTUAL
• Article 6(1)(b) gives us lawful basis for processing personal data where; “processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract”
• In this context, a contract does not have to be a formal signed document, or even written down, as long as there is an agreement which meets the requirements of contract law. Broadly speaking, this means that the terms have been offered and accepted, you both intend them to be legally binding, and there is an element of exchange (usually an exchange of goods or services for money, but this can be anything of value)

Customer data
Where we and you have entered in a contractual agreement to deliver products and services we will process the appropriate and required information in order to do so. i.e. address details of the company and installation site. In order to provide a smooth and seamless service we will also deem it reasonable to process such information as appropriate to send updates on the progress of your contract with us.

End user
Where BOLA Manufacturing Limited has been requested to act as a sub-contractor to supply products and services to you as an end-user, we deem it appropriate to process any personal details provided to us in order to fulfil our contractual obligation to your supplier. We will also collect; directly from you, additional personal data in order to fulfil our processes and ensure a seamless service. We may also store and process personal data in order to provide additional services such as collections, deliveries and maintenance. Finally data may be used on job completion to request feedback in the form of a survey, this enables BOLA Manufacturing Limited to confirm satisfaction or dissatisfaction with the work we have carried out, and action accordingly.

GLOSSARY
• Customer(s) – includes companies that have previously been supplied with products or services from BOLA Manufacturing Limited. Companies are also referred to as customers if they have previously made contact with BOLA Manufacturing Limited to enquire about project and services. Customers in the context of this privacy policy also refer to the companies that BOLA Manufacturing Limited deems appropriate to direct market with information about our products and services but may not have had previous communication.
• Suppliers – refers to partnerships and companies (including sole traders), independent contractors and freelance workers, who provide services to BOLA Manufacturing Limited.
• End-user data – refers to the personal data of individuals within a business where BOLA Manufacturing Limited have been requested to carry out contractual services, as requested by the end-user via a third party supplier.
• Sub-contractors – refers to independent ltd companies or sole traders who are contracted by BOLA Manufacturing Limited to carry out services on behalf of end-users.
• General Data Protection Regulation (GDPR) – a European Union statutory instrument which aims to harmonise European data protection laws. It has an effective date of 25 May 2018, and any references to it should be construed accordingly to include any national legislation implementing it.
• Website Users – any individual who accesses the BOLA Manufacturing Limited website.
• Other terms – We refers to BOLA Manufacturing Limited the controller and processor of personal data; You refers to the customer, supplier, end-user, employee and individual who is protected by the rights and freedoms of GDPR and data protection.

Last Updated 25th May 2018