- Introduction
This Privacy Notice explains in detail the types of personal data Cozia Systems Ltd – which we’ll refer to as Cozia – may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.
We know that there’s a lot of information here, but we want you to be fully informed about your rights, and how Cozia uses your data.
We hope the following sections will answer any questions you have but if not, please do get in touch with us.
It’s likely that we’ll need to update this Privacy Notice from time to time. Check our website for the latest version of the Privacy Policy.
- The legal bases we rely on
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:
Consent – In specific situations, we can collect and process your data with your consent e.g. when you tick a box to receive email newsletters, free quote.
When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service.
Contractual obligations – In certain circumstances, we need your personal data to comply with our contractual obligations e.g. when you order from Cozia we need to collect your personal details to set up an account and to process your payment. Your personal data is also needed to make deliveries and to notify you of the progress of your order.
Legitimate interest – In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests e.g. we will use your purchase history to send you or make available personalised offers and also use your address details to send you direct marketing information by post, telling you about products and services that we think might interest you.
- When do we collect your personal data?
- When you visit our website and place an order, create an account or amend an existing account When you place an order via email or telephone.
- When you opt-in to our newsletter using Twitter, Facebook or by emailing info@cozia.co.uk When you engage with us on social media.
- When you contact us by any means with queries, complaints etc.
- When you enter prize draws or competitions. When you book any kind of appointment with us or book to attend an event, for example a training course.
- When you choose to complete any surveys we send you.
- When you comment on or review our products or services.
- When you’ve given a third party permission to share with us the information they hold about you.
- When we carry out a credit check prior to offering a line of credit.
- What sort of personal data do we collect?
If you have an online account with us: your first name and last name, company name, address, phone number and email address. For your security, we’ll also keep an encrypted record of your login password.
Information gathered by the use of cookies in your web browser.
To deliver the best possible web experience, we collect technical information about your internet connection and browser as well as the country and telephone code where your computer is located and the web page(s) viewed during your visit.
Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback. New account customers will have a credit check which requires (details from credit check form)
- How and why do we use your personal data?
We want to give you the best possible customer experience. One way to achieve that is to get the richest picture we can of who you are by combining the data we have about you.
We then use this to offer you promotions, products and services that are most likely to interest you.
The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service.
Of course, if you wish to change how we use your data, you’ll find details in the ‘What are my rights?’ section below.
Remember, if you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide some services you’ve asked for.
Here’s how we’ll use your personal data and why:
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- To process your order and fulfil your order working with a range of suppliers who all have a similar privacy policy to Cozia to ensure your personal data remains confidential. (If you wish to know which suppliers have access to your personal data you can request this information as outlined in Section 9 What are your rights over your personal data?)
- To keep you informed of what is happening in the trade account area, discounts available to account holders and events that may be of interest.
- To respond to your queries and complaints.
- To protect our business and your account from fraud and other illegal activities e.g. by checking your password when you login.
- With your consent, we will use your personal data to keep you informed by email and web about relevant products and services, discounts and events.
- Of course, you are free to opt out of hearing from us by any of these channels at any time.
- You are free to opt out of hearing from us at any time by using the Unsubscribe function at the bottom of any email we send. We use Mailchimp and Keap for sending marketing emails to our customers.
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- How we protect your personal data
We know how much data security matters to all our customers. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it. We secure access to all transactional areas of our websites and apps using ‘https’ technology.
Access to your personal data is password-protected, and sensitive data such as payment card information) is secured and tokenised to ensure it is protected. We regularly monitor our system for possible vulnerabilities and attacks.
- How long will we keep your personal data?
Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.
At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.
e.g. We will keep your account details for as long as your account remains active to comply with our legal and contractual obligations. If after 5 years there has been no activity for the last 2 years we will delete the account.
- Who do we share your personal data with?
We only share your personal data with trusted third parties e.g. suppliers who will fulfil your order(s) and courier companies that deliver your goods.
We apply the following policy to our trusted third parties. We provide only the information they need to perform their specific services. They may only use your data for the exact purposes we specify in our contract with them.
We check that their privacy policy is fit for purpose. If we stop using their services your data will be deleted.
The kind of third parties we work with are:
IT companies that support our website and other business systems Suppliers who fulfil an order Delivery couriers To help personalise your journey we currently use the following companies, who will process your personal data as part of their contracts with us:
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- Google Analytics (https://policies.google.com/privacy)
- Twitter (https://twitter.com/en/privacy )
- Facebook (https://facebook.com/policy.php)
- Instagram (https://help.instagram.com/519522125107875)
- Mailchimp (https://mailchimp.com/legal/privacy/)
- Worldpay (https://www.worldpay.com/uk/privacy-policy)
- Paypal (https://www.paypal.com/en/webapps/mpp/ua/privacy-full)
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- What are your rights over your personal data?
You have the right to request:
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- Access to the personal data we hold about you, free of charge in most cases.
- The correction of your personal data when incorrect, out of date or incomplete.
- For example, when you withdraw consent, or object and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end (such as the end of a warranty).
- That we stop using your personal data for direct marketing (either through specific channels, or all channels).
- That we stop any consent-based processing of your personal data after you withdraw that consent.
- You have the right to request a copy of any information about you that Cozia holds at any time, and also to have that information corrected if it is inaccurate.
- To ask for your information, please contact the Managing Director, Cozia Systems Ltd, 11 Granary Wharf, Burton Upon Trent, Staffordshire. DE14 1DU or email info@cozia.co.uk using Subject Access Request in the Subject box.
- If we choose not to action your request we will explain to you the reasons for our refusal. You have the right to withdraw consent. Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
- Where we rely on our legitimate interest.
- In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
- Direct marketing
- You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.
- Checking your identity
- To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.
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- How can you stop the use of your personal data for direct marketing?
There are several ways you can stop direct marketing communications from us: Click the ‘unsubscribe’ link in any email communication that we send you. We will then stop any further emails.
Write to Managing Director, Cozia Systems Ltd, 11 Granary Wharf, Burton Upon Trent, Staffordshire. DE14 1DU or email info@cozia.co.uk requesting communications to be stopped.
Please note that you may continue to receive communications for a short period after changing your preferences while our systems are fully updated.
- Contacting the Regulator
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1113 or go online www.ico.org.uk/concerns
- Any questions?
We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it.
If you have any questions that haven’t been covered, please contact us:
Email us at info@cozia.co.uk Or write to – the Managing Director, Cozia Systems Ltd, 11 Granary Wharf, Burton Upon Trent, Staffordshire DE14 1DU.
This notice was last updated on 14/09/21
