John Grose Group Limited
PRIVACY POLICY
September 2023
This policy describes how we use your personal data when you use our website, buy our goods or when we provide services to you, or if you enquire or apply for a job opportunity with us. We have provided this policy to ensure that you understand what personal data we may collect and hold about you, what we may use it for and how we keep it safe. You have legal rights to access the personal data that we hold about you and to control how we use it which are also explained.
You can read, print and save this whole policy. We use sub-headings to help you find specific information that you may be looking for more easily, including information about:
Who we are and how you can contact us
We are John Grose Group Limited, a limited company with registered number 01491537. Our registered and head office address is at Whapload Road, Lowestoft, Suffolk NR32 1NN.
You can contact us in writing at John Grose Group Limited, Ransomes Europark, Ipswich, Suffolk, IP3 9BE or if you would like to speak to us please call us on 01473 270707.
Please refer to the section “Our Data Protection Officer” below for further contact information.
Our Data Protection Officer
We have appointed a Data Protection Officer who oversees our handling of personal data and acts as our primary point of contact for any questions or concerns you may have regarding our handling of your personal data.
You can contact our Data Protection Officer in writing at John Grose Group Limited, Ransomes Europark, Ipswich, Suffolk, IP3 9BE or by email at dataprotection@johngrose.co.uk
What personal data we collect about you
We collect:
What we use your personal data for
We use your personal data in the following ways:
Personal data that you provide to us is used to:
Personal data about your use of our website is used to:
Cookies
Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our website. For detailed information on the cookies please see our Cookie Policy on our website https://www.johngrose.co.uk/site/nd-cookies-policy/ for the use and the purposes for which we use them.
Consent and other legal grounds for processing your personal data
Whilst we always want you to be aware of how we are using your personal data, this does not necessarily mean that we are required to ask for your consent before we can use it. In the day to day running of our business we may use your personal data without asking for your consent because:
Categories of personal data used | Purpose | Legal Basis |
Name, contact details and where relevant, employer and job title. | To respond to your enquiries regarding our goods and services. | Legitimate interest (in growing our business and developing new customer relationships) and/or contractual necessity. |
Name, date of birth, contact details, vehicle information, driver’s licence number, financial information, transaction history and where relevant job title and employer. | To provide you with the goods and services you wish to buy from us and to collect money owed to us. | Contractual necessity and/or legitimate interests (to recover monies due to us). |
Categories of personal data used | Purpose | Legal Basis |
Name and contact details, financial information, transaction history. | To manage our relationship with you e.g. to keep your details up to date and notify you of any changes to our contractual documents or privacy policies. | Contractual necessity and/or legitimate interests (to keep our records updated and understand how our customers use our goods and services). |
Name and contact details, transaction history, details of your interests and preferences, technical data about your use of our website, your marketing preferences. | To send you appropriate marketing communications in accordance with your marketing preferences. | Consent and/or legitimate interests (to grow and develop our business). |
Name and contact details, transaction history, technical data about your use of our website. | To manage and administer our business and website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data). | Legitimate interests (to run our business, provide administration and IT services, ensure network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercises) and legal obligations. |
Name and contact details, transaction history, details of your interests and preferences, technical data about your use of our website, your marketing preferences. | To develop and improve our website, products/services, and our customer relationships and experience. | Legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business, to improve our products and services and to inform our marketing strategy). |
CCTV images | To keep our staff, customers, goods, equipment and premises safe. | Legitimate interests – for security reasons. |
Job title, name, contact details, employer, qualifications and work experience. | To assess your suitability for a role within our organisation. | Legitimate interest (to run and grow our business). |
Personal Data you are legally obliged to provide:
You are not under a legal obligation to provide us with any of your personal data but please note that if you elect not to provide us with your personal data, we may be unable to provide our goods or services to you.
Your rights to know what personal data we hold and to control how we use it
Unless otherwise provided by law:
You have a legal right to know what personal data we hold about you - this is called the right of subject access. You can exercise this right (or any of the other rights described below) by sending us a written request at any time. Please mark your communication “Data Subject Request” and send it to us by using the details above in the “Who we are and how you can contact us” section
You also have rights to:
We undertake automated decision making for the following purposes:
Consumer Credit Applications
We use profiling to assist us in determining whether we can provide you with credit facilities. The automated decisions that we make may affect you in establishing both the suitability and affordability of any credit facilities that you may require.
You are entitled to ask that we do not make automated decisions about you or use your personal data for profiling purposes. Please refer to the section on “Your rights to know what personal data we hold and to control how we use it” above for details on how to exercise your rights.
When we will share your personal data with others
We share your data with business partners in the day to day running our business:
We may also share your personal data with our manufactures, for further details on how these companies use your data please visit their website via the links below:
We may also share your personal information with third parties on a one-off basis, for example, if:
How we keep your personal data safe
We take every care to ensure that your personal data is kept secure. The security measures we take include:
Unfortunately, sending information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of personal data sent to our website; you send us personal data at your own risk. Once we have received your personal data, we will use strict procedures and security features (some of which are described above) to try to prevent unauthorised access.
How we use your personal data for marketing
We will add your details to our marketing database if:
When we will send your personal data to other countries
Your personal data may be transferred to, and stored at, a destination outside the European Economic Area ("EEA") by us or by our sub-contractors. Where we, or our sub-contractors, use IT systems or software that is provided by non-UK companies, your personal data may be stored on the servers of these non-UK companies outside the EEA. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy.
How long we keep your personal data
We only keep your personal data for as long as we actually need it. In practice this means that we will keep your personal data for no longer than six years. Should you make a request to have your personal data deleted, where the law does not require us to retain your data, we will arrange for its deletion.
We may keep your data for longer than the above stated time periods where we are required to do so by law.
Please note that we may anonymise your personal data or use it for statistical and training purposes. We keep anonymised and statistical data indefinitely but we take care to ensure that such data can no longer identify or be connected to any individual.
If you have any questions about our data retention practices, please contact us using the details in the “Who we are and how you can contact us” section above.
How you can make a complaint
If you are unhappy with the way we have used your personal data, please contact us to discuss this using the contact details set out in the “Who we are and how to contact us” section above.
You are also entitled to make a complaint to the Information Commissioner’s Office which you can do by visiting www.ico.org.uk. Whilst you are not required to do so, we encourage you to contact us directly to discuss any concerns that you may have and to allow us an opportunity to address these before you contact the Information Commissioner’s Office.
How we keep this policy up to date
We will review and update this policy from time to time. This may be to reflect a change in the goods or services we offer or to our internal procedures, or it may be to reflect a change in the law.
The easiest way to check for updates is by looking for the latest version of this policy on our website or you can contact us (see “Who we are and how to contact us” above) to ask us to send you the latest version of our policy.
Each time we update our policy we will update the policy version number shown at the end of the policy and the date on which that version of the policy came into force.
This is policy version 4 which came into effect in September 2023.