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Privacy Notice 


Privacy Notice 
Beijer Ref UK & Ireland (‘we’ or ‘us’ or ‘our’) (incorporating 3Dplus, Beijer Ref Academy, Beijer Ref Refrigerants, Dean & Wood, DWG Refrigeration Wholesale, Easyairconditioning.com, HRP, RW Refrigeration Wholesale and Ref Creations) is committed to protecting your privacy. This Privacy Notice explains how we collect and use your personal data and which rights and options you have in this respect. 

Who is responsible for your personal data? 
Data controller – Dean & Wood Ltd, 15 Bruntcliffe Avenue, Leeds 27 Industrial Estate, Morley Leeds, LS27 0LL 
We are registered with the Information Commissioner for each subsidiary of Beijer Ref UK: 
3Dplus ZA398790 
Beijer Ref Academy ZB202673 
Beijer Ref Refrigerants ZB560087 
Dean & Wood Limited ZA330945 
Easyairconditioning.com ZA853350 
HRP Limited ZA330739 
RW Refrigeration Wholesale ZA329565 
Ref Creations ZB560083 
For Beijer Ref Ireland: 
DWG Refrigeration Wholesale Registered in Ireland under company number 308722 

How we use your personal data? 
For each activity mentioned below (Activities 1-5), we note the purpose for which we use the personal data, the categories of personal data being used, the legal bases we rely on, the source from where we received the personal data, for how long we keep the personal data and with whom we might share the personal data. Please note that no processing activities include automated decision-making. 

The provision of personal data is not a statutory or contractual requirement (unless specified otherwise). It is also not necessary to enter into a contract with us. You are not obliged to provide personal data. As a general principle, you will provide us with your personal data entirely voluntarily; there are generally no detrimental effects for you if you choose not to consent or to provide personal data. However, there are circumstances in which Beijer Ref UK & Ireland cannot take action without certain of your personal data, for example, because this personal data is required to process your instructions or orders and deliveries, provide you with access to a web offering or newsletter. In these cases, it will unfortunately not be possible for us to provide you with what you request without the relevant personal data, and we will notify you accordingly. 

Your rights 
As a data subject, you have a number of rights. You can: 
  • access and obtain a copy of your data on request; 
  • require us to change incorrect or incomplete data; 
  • require us to delete or stop processing your data, for example, where the data is no longer necessary for the purpose of processing; 
  • object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing; and 
  • ask us to stop processing data for a period if data is inaccurate or there is a dispute about whether your interests override our legitimate grounds for processing data. 
If you would like to exercise any of these rights, please contact Rachel Wenman or Shailesh Mate at [email protected] or Beijer Ref UK & Ireland, Unit B, Imperial Park, Randalls Way, Leatherhead, Surrey, KT22 7TA. 

If you believe that the Data Controller has not complied with your data protection rights, you can complain to the Information Commissioner (UK only) or Data Protection Commissioner (Ireland). 

Information Commissioner’s Office 
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF 
www.ico.org.uk, tel. 0303 123 1113, email [email protected] or [email protected] 

Data Protection Commissioner 
Canal House, Station Road, Portarlington, R32 AP23 Co. Laois, Ireland 
Tel. +353 0761104800, email [email protected] 


ACTIVITY 1 – GENERAL BUSINESS 
Purpose 
  • Provide sales of goods or other services you may have requested, as instructed or requested by you or your organisation; 
  • Manage and administer your or your organisation’s business relationship with us, including opening a credit account, processing payments, accounting, auditing, invoicing and collection, and support services; 
  • Manage and administer delivery and call-out services, including providing a delivery update service via SMS text messaging 
  • Compliance with our legal and regulatory obligations and requests (such as record keeping obligations); including reporting to and / or being audited by our group financial auditor; 
  • Provide training programmes and certification; 
  • Organise events and travel arrangements; 
  • Operate a cylinder management service; 
  • Analyse and improve our services and communications to you; 
  • Protect the security of and manage access to our premises; 
  • For insurance purposes; 
  • Respond to and defend against legal claims; 
  • For any other purpose for which your personal data was provided to us; and 
  • For monitoring and assessing compliance with our policies and standards 

Type of personal data being used 
  • Contact information – such as your name, title, account number, business name, registration number, VAT number, account address, delivery address, home address (where you have provided this to us), telephone number, mobile phone number and email address; 
  • Date of birth details; 
  • Identification (for example, passport, utility bills); 
  • Payment data, such as data necessary for processing payments and fraud prevention, including bank account information and / or payment card, and other related billing information; 
  • Details of purchases made by you; 
  • FGas registration number; 
  • Information about health and safety incidents / accidents; 
  • Human images obtained via CCTV when you visit our premises; 
  • Correspondence with you (e.g. feedback, complaints, requests, enquiries and comments from you via telephone, email, or records of any online, paper or in-person correspondence and interactions with you); 
  • Information collected from publicly available resources, integrity data bases and credit agencies 

Legal basis for the use of your personal data 
  • Comply with our legal obligations (e.g. for tax purposes); 
  • Pursue our legitimate interest 
  • For the performance of a customer or supplier instruction(s) or other contract with you or your organisation; 
  • Necessary for purposes of our legitimate interest or those of any third party recipients that receive your personal data, provided that such interests are not overridden by your interests or fundamental rights and freedoms; 
  • To provide professional services to our customers and consumers and, where relevant, receive professional services from them; 
  • To communicate effectively with business partners and representatives, respond to their questions, comments, complaints or other communications, including any queries relating to our products; 
  • To monitor activities and communications with business partners and representatives, to record correspondence with them, including to ensure service quality, compliance with procedures and for internal training purposes of our employees 
  • In addition, the processing may be based on your consent where you have expressly given that to us 

Source 
  • You (data subject) 
  • When you or your organisation offer to provide or provide services to us 
  • When you attend a seminar or another Beijer Ref UK & Ireland event 
In some circumstances, we collect personal data about you from a third party source. For example, we may collect personal data from your organisation, other organisation with whom you have dealings, government agencies, a credit reporting agency, and information or service provider or from a publicly available record. 

How long do we store your personal data? 
  • As a general rule, we will keep your personal data for 7 years from the day of the last interaction with you 
  • Where we need to comply with our legal obligations, we will keep your personal data for 7 years 

Sharing your personal data with third parties and its transfer to a third country 
  • We may share your personal data with third parties such as general business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you, general business management vendors, contractors and investors, service providers to fulfil orders and deliveries, payment services, etc. 
  •  We may transfer your personal data to third parties located outside the UK, EU and European Economic Area – Australia. ClickSend for SMS test messaging is located in Australia. ClickSend is protected by extensive network and security monitoring systems. 



ACTIVITY 2 – WEBSITE USE & MANAGEMENT 
Purpose 

Types of personal data being used 
  • Contact, other ID and personal information, such as – name, email, social media accounts, phone number; 
  • Work-related information (job title, details of the organisation where you work); 
  • Payment data, such as necessary for processing payments, including payment card, and other related billing information; 
  • Details of purchases made by you; 
  • Correspondence with you (e.g. any feedback, complaints, requests, enquiries and comments from you via telephone, email or records of any online, paper or in-person correspondence and interactions with you); 
  • Information about digital interactions with you (e.g. use of chat rooms, contact forms or other interactive forums); 
  • Cookies by means of which the personal data is used: 
  • Technical information (e.g. user ID (password and username), login information, browser type, time zone setting, browser plug in types and versions, operation system and platform); 
  • Information about visits to our websites and apps (e.g. the full Uniform Resource Locators (URL) clickstream to, through and from our website (including date and time), your Interest Protocol (IP) address, products a website visitor viewed or searched for, pages a website visitor accessed, page response times, download errors, lengths of visits to certain pages, page interaction information (such as scrolling, clicks and mouse-overs), and methods used to browse away from the page); 
  • Geolocation data. 
Cookies also include strictly necessary cookies for the operation of the website and delivery of its services. 

Legal basis for the use of your personal data 
  • Pursue our legitimate interest – to manage and administer our website and to provide you with the content and services on our website 
  • Some of our cookies require that we obtain your prior consent. For further information please see our Cookies Policy. 

Source 
  • You (data subject) (device) 

How long do we store your personal data? 
  • As a general rule, your personal data will be deleted on your request 
  • For cookies specifically, please see our Cookie Policy 

Sharing your personal data with third parties and its transfer to a third country 
  • We may share your personal data with third parties such as general business management vendors, contractors and investors, third party experience enhancement, measurement, and strictly necessary cookies providers and contractors. Your personal data is first disclosed to these third parties at the moment of their collection 
  • We do not transfer your data outside of the UK and the European Economic Area 


ACTIVITY 3 - MARKETING 
Purpose 
  • Provide business partners with information (by email or other messages) about products and services that we offer; 
  • Customer surveys, marketing campaigns, market analysis, contests or other promotional activities or events; 
  • Evaluate the effectiveness of our marketing interactions with you, in particular, to analyse: 
  • Whether our emails are opened and verify any clicks through to links within the email; 
  • Which of our emails are more interesting to you; 
  • How you interact with our emails, our employees and / or our internet-based resources over time 

Type of personal data being used 
  • Contact information – such as your name, address and email; 
  • Marketing preferences (e.g. details of your marketing and communication preferences and information we collect to help determine what products and services may be of interest to you); 
  • Survey information (e.g. your responses to market surveys that we conduct); 
  • Correspondence with you (e.g. feedback, complaints, requests, enquiries and comments from you via telephone, email, or records of any online, paper or in-person correspondence and interactions with you); 
  • Analytics of marketing interactions - information obtained via email web beacon pixels as to whether our emails are opened and whether there have been any clicks through to links within the email 

Legal basis for the use of your personal data 
  • Pursue our legitimate interest 
  • Provide you with information (by email or other messages) about products and services 
  • Evaluate the effectiveness of our marketing interactions with you 

Source 
  • You (data subject) 

How long do we store your personal data? 
  • As a general rule, we will keep your personal data until you unsubscribe from the service 

Sharing your personal data with third parties and its transfer to a third country 
  • We may share your personal data with third parties such as general business management vendors and contractors. Your personal data is first disclosed to these third parties at the moment of their collection 
  • We may transfer your personal data to third parties located outside the UK, EU and European Economic Area – USA. Mailchimp for email marketing is located in the USA. Mailchimp protects European data in compliance with the Privacy Shield Principles to which it has certified compliance 


ACTIVITY 4 – SOCIAL MEDIA MANAGEMENT 
Purpose 
  • Ensure that the content is relevant and presented in the most effective manner to you, and that you have a positive experience when navigating the sites and to allow you to participate in / register for interactive features of our services. Additionally, the purpose is to keep our websites safe and secure, administer our websites for internal operations, including troubleshooting, data analysis (including traffic data analysis), testing, and research, statistical and survey purposes 

Type of personal data being used 
  • Contact information, such as name, address, email, social media accounts, phone number; 
  • Work-related information (title, detail of the organisation where you work); 
  • Correspondence with you (e.g. any feedback, complaints, requests, enquiries and comments from you received through social media platforms); 
  • Information about your digital interactions (e.g. your use of chat rooms, message boards, social media pages or other interactive forums including any comments, photos, videos or other information that you post online); 
  • Photographs, videos and voice recordings (e.g. that you post online); 
  • Survey information (e.g. your responses to market surveys that we conduct) 

Legal basis for the use of your personal data 
  • Pursue our legitimate interest 
  • Manage and administer our social media pages and to provide you with the content and services on our social media site 
  • We may also use special categories of personal data that you manifestly made public, e.g., on our social media sites 

Source 
  • You (data subject) / your social media accounts 

How long do we store your personal data? 
  • Usually, personal data is stored until personal data themselves or your user account are deleted by you or by the social media provider. In any event, personal data is not stored for longer than necessary for the purpose for which they are processed. Please read the privacy statements of respective social media providers to get more detailed information as to the storage periods applied by the specific social media provider 

Sharing your personal data with third parties and its transfer to a third country 

  • When you visit our social media sites your personal data is shared with social media providers – this happens at the moment of their collection 
  • Sharing your personal data with social media providers may imply their transfer to a third party located outside the UK, EU and the European Economic Area 



ACTIVITY 5 - CCTV 
We have installed CCTV systems in our premises (visual only) which are used by staff and members of the public. 

You have the right to see CCTV images of yourself and be provided with a copy of the images. 

We operate CCTV and disclose in accordance with the codes of practice issued by the Information Commissioners Office (ICO). 

Legal basis for the use of your personal data 
  • Pursue our legitimate interest 
  • For the purposes of public and staff safety and crime prevention and detection 
  • That it is necessary to meet a legal obligation 

Source 
  • You (data subject) when you visit our premises 

How long do we store your personal data? 
  • Images captured by CCTV will be kept for no longer than 1 month. However, on occasions there may be a need to keep images for longer, for example where a crime is being investigated 

Sharing your personal data with third parties and its transfer to a third country 
  • Sometimes we need to share your information with others. We will only do this when it is necessary, or if we are required to do so by law. We do not plan to share it with anyone else or use it for anything else. When it is necessary, we may disclose footage to specific partners 
  • We may be asked to provide footage to assist the police with any criminal damage or their investigations. We may also be asked for footage from insurance companies should there be an accident or criminal damage 
  • However, there is no planned regular or scheduled sharing of CCTV footage with any external organisation. Should this situation change, this privacy notice will be updated and reissued, to keep you fully aware of how we plan to use CCTV footage which you may be captured in 
  • CCTV footage will only be processed internally by staff who are authorised to do so and any other departments where there is a legitimate and lawful reason for their involvement, such as HR colleagues in the event of an investigation 
  • Images will not be released to the media or placed on the internet for public viewing 


SPECIAL CATEGORIES DATA 
  • We may sometimes need to process sensitive personal information (known as special category data) from you. Where we collect such information, we will only request and process the minimum necessary for the specified purpose and identify a compliant legal basis for doing so. Where we rely on your consent for processing special category data, we will obtain your explicit consent through a signature / explicit mechanism. You can modify or withdraw consent at any time, which we will act on immediately, unless there is a legitimate or legal reason for not doing so.
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