Types of information we collect and use
In this policy, “personal information” or “personal data” means any information about an identifiable individual that is protected by law in the jurisdiction in which the individual resides. In some jurisdictions, “personal information” or “personal data” does not include business contact information.
The website collects information by various means and for various purposes, as described below. If you choose to register on one of the websites to receive updates from us, manage your account or use our self-service portal, we will ask you to provide your contact information (name, address, telephone number, email address, login ID and password). We use this information in our legitimate business interests to provide you with services or to communicate with you about services in which you have expressed an interest on our site.
Websites may also automatically collect technical data about your visit (such as browser type, Internet service provider, platform, IP address, referring or exit page, operating system, date and time). We use this information to compile reports on the websites and to analyse usage trends. In addition, it allows us to detect problems with our server, administer the sites, track users’ movements, and use and collect broad demographic information. See “Methods of Collecting Cookies and Other Digital Indicators” below for more information.
You may also choose to provide us with demographic information (type of business, business size, address, etc.). We use this demographic information to understand your needs and interests and to provide you with a more personalized experience on our site. This information is used by the Group to process your orders, to enable you to participate in our promotions (subject to your marketing preferences) and to provide our services to you.
When we speak with you by telephone, you may provide us with personal data during the call. Such calls may be recorded for training and quality control purposes. You will be informed at the beginning of the call whether it will be recorded, giving you the chance to hang up if you are not comfortable with such recording.
If you visit one of our CCTV centres, we may record images of you.
What we do with the information we collect
On the Websites, you can order products and services, request information or register to receive marketing or general information. To enable you to purchase our products and services, we will ask you for certain information which will be used to fulfil contracts. You will be required to provide us with contact information (name, email address and shipping address) and financial information (credit card number, billing address and expiration date). The financial information we collect is used solely for billing purposes for the products and services you purchase.
If we collect credit card information, we use it only to process payments and prevent fraud. Credit card information and similar confidential personal data may not be used for any other purpose by the Group without your explicit consent. Once the transaction has been completed, we do not retain your credit card information unless you authorise us to do so for future purchases.
Under applicable laws, we may be required to share information with a third party. For example, we may be required to disclose information pursuant to a court order, subpoena or warrant. In addition, subject to applicable law, we may voluntarily provide information to assist law enforcement in an investigation or when disclosure is necessary to protect our systems, our business, or the rights of others.
We may also use your contact information to send you information about other group products and services, including meeting rooms, offices, virtual offices, back-up offices, coworking spaces and subscriptions, provided we have obtained your consent in accordance with applicable laws. If you do not wish to receive this promotional information on an ongoing basis, you may request that we update your preferences (see “Your preferences and opt-out options” below).
Once you have registered, we will send you a welcome email to verify your login and password. We will also answer your questions, provide you with the services you have requested and manage your account. We will communicate with you by email or telephone and make every effort to respect your preferences.
In accordance with the marketing preferences you provide, we will also send you information about new products, services, special offers or promotions, and general information. If you do not wish to receive these communications, you may unsubscribe from future messages (see “Your Preferences and Opt-Out” below).
If you wish to subscribe to our newsletter, we will use your name and email address to send them to you. You can subscribe to our newsletter from our registration page. You can unsubscribe at any time (see “Your Preferences and Opt-Out” below). If necessary, we will send you non-promotional information related to our services. If you do not wish to receive this information, you can deactivate your account on the website.
Please note that we do not provide your email address to our business partners. However, we may send you offers on behalf of these partners (see “Types of Information We Collect and Use” above for more information). You may opt out of receiving these email offers as described below.
Information sharing and cross-border transfers
We use external suppliers and service providers to provide all of the products, services and customer solutions described above. We may share your data with these third parties for the purpose of providing certain products, services and solutions to you at your request. In addition, we may share your personal data with other members of our group for the purposes of data consolidation and storage, simplified customer information management, reporting and other internal uses, which may include the transfer of data from the European Economic Area and Canada to the United States and other countries.
We will only share your personal data in the ways described below and in accordance with data protection laws.
Methods of collecting cookies and other digital indicators
We automatically collect information using cookies and other digital indicators. Cookies and digital indicators are small computer files that may be stored on your computer’s hard drive or embedded in our web pages that allow us to identify you and track your visit to the site. For example, we routinely log data programmatically, and we may reference certain information. We may use third party services to collect and process personal information using cookies and other digital indicators on our behalf. You can disable cookies by changing your preferences or options settings in your browser. If you choose to disable cookies, you may not be able to access certain areas of the website.
We are committed to protecting the privacy of children and encourage parents and guardians to take an active role in their children’s online activities and to look after their children’s interests. We do not intentionally collect information from children under 13 and do not target children under 13 on our websites.
Your preferences and opt-out options
We offer you the choice of whether or not to receive a variety of information to complement our product and service offerings. You may sign up to receive specific information about certain products and services as well as marketing communications about our group as a whole. Such communications may include information about new products, special offers or invitations to participate in market research. If you wish to unsubscribe from our newsletter or promotional communications, you may opt out of receiving them by following the instructions in each newsletter or promotional communication, or by sending an email to firstname.lastname@example.org
Access to your data, accuracy of your information and other rights
In some regions, including the UK and the European Economic Area, and in certain circumstances, the following rights may apply to your data: right of access, right of rectification, right of erasure, right to restrict processing, right of portability and right of objection. These rights may be limited if, for example, the response to your request discloses the personal data of others or infringes on the privacy of others, or if you ask us to delete information that we are required by law to retain or that we are required to retain for legitimate interests. To exercise any of these rights, write to email@example.com If you have any unresolved issues that concern you, you have the right to complain to the data protection authority in the place where you live or work, or in the jurisdiction where you believe a breach has occurred.
Protection of your data
We cannot provide an absolute guarantee as to the security of our servers or assure you with certainty that the information you provide to us through the website will not be intercepted during transmission over the Internet. We implement technical standards that are widely accepted in our industry to protect personal data sent to us by our customers, both during transmission and when we receive and store it. For example, we use SSL to encrypt confidential data (including credit card information) that you enter on our registration or order forms. We process your personal data for marketing purposes and with your consent as long as you do not ask us to stop processing it. Processing continues for a short period after your request to enable us to respond to your request. We also keep a record of your request to stop direct marketing communications or processing of your data for an indefinite period of time so that we can continue to comply with it in the future. Where we process personal information in the performance of a contract or service, or for a competition, we will retain this information for six years (except for financial information which we will retain for ten years) from the date of your last interaction with us. We retain your call records and CCTV records for a relatively short period of time in accordance with our procedures from time to time.
If we are subject to a transfer of ownership, such as a merger or acquisition by another company, or a sale of all or part of our assets, your personal information is likely to be one of the transferred assets.
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