Data Protection and Privacy Policy – version May 2018

How we protect your information

Thank you for following our link to find out more about what BOSS CONTROLS Ltd is doing to look after your personal information.

BOSS CONTROLS Ltd is an independent Limited Company registered in England and Wales Company No 07308594.BOSS CONTROLS was established on 8th July 2010 and we work hard to optimise Building Energy Management Systems (BEMS) within buildings to help organisations reduce energy consumption, save money, improve well-being and mental health and increase productivity.

We know that when you pass your personal details to us, you are trusting us to keep them safe, and we will do everything within our power to do this. We promise to do everything within our power to protect your data to protect it from internet hackers, fraudsters and such like. We operate in accordance with the General Data Protection Regulations (GDPR).

To offer our clients incredible service we do share your information with carefully selected service providers including our UK-based dedicated server, our accounts and book-keeping package, our e-marketing platform. We are very careful who we accept as partners. To become an official partner of  BOSS CONTROLS Ltd, our partners must prove that they have the best interests of you in mind, and that they are honest and ethical. Only if they pass our checks will we share your information once you have given BOSS CONTROLS Ltd permission in the first place. We believe in transparency and you can also ask us to stop sharing your information at any time.

BOSS CONTROLS Ltd is committed to protecting and respecting your privacy. This policy (together with our terms of use and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

Please read the following privacy policy carefully to understand our policies regarding your personal data and how we will treat it. We keep some basic information when you visit our website and recognise the importance of keeping that information secure and letting you know what we will do with it.

For the purpose of the Data Protection Act 1998 (the Act), the data controller is BOSS CONTROLS Ltd and this privacy policy applies to www.bosscontols.co.uk. If you leave our site via a link or otherwise, you will be subject to the policy of that website provider.

Please note that we have no control over other website policies and terms. It is important that you check other such website policies before continuing to access the site.

Disclosure of your information

We may disclose your personal information to third parties:

• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
• If we are working with a trusted partner to improve our website or software, they may ask for our passwords which will give them access to our accounts which may include your information.
• In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.

We will collect personal information about you, including your personal details and your marketing preferences. We do this by capturing the information you give us, by analysis of traffic on the website, mobile marketing technology (SMS opt in), cookies, and by capturing information on our email marketing opt-in forms.

BOSS CONTROLS Ltd and its carefully selected partners will have access to some of your information, so that we can provide you with excellent customer service, and see sales stats, which are shown at an aggregate level. If you have opted in to receive communications, We will be able to access your data for this purpose, and you can unsubscribe at any time.

Cookies

Cookies are pieces of tracking information that are stored on your computer’s hard drive by your web browser. When you first visit our website you will be given the opportunity to allow or disallow cookies; cookies are a great mechanism to allow you to get the very best interactivity from our website. On revisiting our website we may recognise the cookie, giving us information about your last visit. Most browsers accept cookies automatically, but usually you can alter the settings of your browser to prevent automatic acceptance. You are able to block or restrict the cookies set by BOSS CONTROLS Ltd from within your browser settings, however doing so may affect the site functionality although you may still use most of the features of the website.

Some cookies are essential for our website to work, and others voluntary. We use cookies for recognition purposes at logon through the use of a persistent cookies placed on your hard drive, and standard cookies to track activity around the site. This standard cookie is deleted at the end of each session/visit. We may also use cookies to track any click-through from promotional emails sent by BOSS CONTROLS Ltd and/or our selected partners. We do not use cookies to obtain any personally identifiable information from yourself.

Analysis

We have already mentioned that we use analytics tools to understand how people use our website.

When visitors use our website, we use Google Analytics to collect standard internet log information and details of visitor behaviour patterns.

Google allows us to understand things like the number of visitors we are getting and which parts of the site they are visiting.  If you would like to know more about these demographic and interest reports from Google you can discover more about them here:  https://support.google.com/analytics/answer/2700409?hl=en }

This analytical information is processed in a way which does not identify anyone and we promise we will never share your identity with any third parties, including Google.

From time to time and only where appropriate we may provide anonymous aggregate statistical information about our services, competitions, clients, traffic patterns and other site information to third parties, but again I would stress that these statistics will not include any information that could identify you personally.

On our website search terms are captured anonymously for analysis purposes.

Information

We may collect and process the following data about you:

• Information that you provide by filling in forms on www.bosscontrols.co.uk.
• Details of your visits to www.thebrandsurgery.co.uk including, but not limited to, weblogs, operating system, browser usage, traffic data, location data and other data
• This includes information provided at the time of registering to use our site, subscribing to our service or requesting further services.
• If you complete our surveys.
• We will keep a record of correspondence if you contact BOSS CONTROLS Ltd.

We use information collected about you to help us (a) develop the design and layout of the website to ensure that it is as useful and enjoyable as possible and (b) provide the products and services which interest you. Sometimes this information may also be used by us and our associated companies to inform you about changes to the website, new services and products or offers that you might find interesting. If you do not wish to receive this information, you can simply use the ‘Unsubscribe’ function at any time.

Right to know and amend information

At any time you have a right to ask us what information we hold about you. You can also, if you wish, obtain a copy of this information, all you have to do is ask. We will just need to check your identity.

We have a plan in place to ensure that the information we hold on you is regularly reviewed and kept accurate and up-to-date. If it becomes apparent that the information we hold on you is inaccurate or factually wrong, we will correct it as swiftly as possible. You have a right to ask us to stop processing your details at any time as long it does not affect any contract agreement in place. This falls as part of your”generally applicable rights”

Sharing of your information

General Emails. You will receive emails from us advising you of deals and offers which we believe will be of value to you.

If you would like more information on what information we share, then please do not hesitate to get in touch with sales@bosscontrols.co.uk

Of course, there are certain situations when we have no choice but to pass on your information, for example if asked by the police investigating a crime, but we will only do so when legally obliged to do so. There are other occasions when we may share your personal information, such as, for example, to printers or couriers who need to deliver your brochures or other printing we have design.

None clients

If you are not a client but wanted to hear more about our services, then this bit is for you.Your data, is stored securely on servers within the the UK and EU. We will use this data to fulfil your request to receive information from us. Our lawful basis for this process is “generally rights”.

Your data will be deleted two years after you opened the last email from us. You can unsubscribe from our e mails at any time, using the unsubscribe option present on every e mail.

Security

When you entrust your personal information to us we take as much care of it as if it were our own. BOSS CONTROLS ensures that the personal details you entrust to us are protected from loss, misuse and abuse. We constantly monitor our infrastructure for vulnerabilities and ensure that all IT systems, patches and anti-virus software are up-to-date.

Your information is stored on secure servers based within the UK and EU and we have some pretty impressive physical and electronic security to keep it safe and sound. We also take regular encrypted backups in case of a problem.

The safety of your data is very important to us and we train our key staff in Data Protection to ensure that they both understand, and comply, with their obligations under the Act. We carefully control who has access to your information, and ensure that it is only used in the way you would expect.

How do we keep your information secure?

We take all reasonable precautions to keep your personal information secure and require any third parties that handle or process your personal information for us to do the same. Access to your personal information is restricted to prevent unauthorised access, modification or misuse and is only permitted among our employees and agents on a need-to-know basis.

Data retention and deletion

Your data, as part of our contract with BOSS CONTROLS, is stored securely on servers within the EU. We will use this data to ensure you receive great customer service, and to analyse sales trends. Our lawful basis for this process is “contract”.

Please get in touch

We hope that you now appreciate that when you pass your personal details to us we will keep them safe, secure and only use them in a way that you would expect. BOSS CONTROLS is fully committed to its customers, and our reputation for honesty, integrity and transparency is reflected throughout our privacy policy.

If you have any comments, suggestions or feedback, be that positive or constructive regarding how we are using your personal data, if you believe the information we hold on you is out-of-date or you would like to unsubscribe from our mailing list, please contact us by emailing sales@bosscontrols.co.uk or by calling 01403 886508.

Complaints

If you have any complaints about the way we use your personal information e please contact us by emailing sales@bosscontrols.co.uk or by calling 01403 886508 and we will try to resolve the issue. If we cannot resolve your complaint, you have the right to complain to the data protection authority in your country (the Information Commissioner in the UK).