Omnia Machinery is committed to protecting your privacy when you use our website, e-mail, telephone or social media services. The following privacy policy explains:
- What personal data we collect
- How we collect personal data
- Why we collect personal data
- What control you have over how your personal data is used
Due to our continued commitment to use your personal data in the most appropriate way, we regularly update our privacy policy. This occurs when we make changes to products or services featured on our website, e-mail and social media platforms. To stay up to date with the latest amendments to our privacy policy please refer to this page regularly.
Should you have any questions regarding our privacy policy, please send your query to [email protected].
AGREEMENT TO PRIVACY POLICY
By using any page of our website or social media platforms you agree unconditionally to the terms stipulated in this privacy policy. By contacting us through equipment selling sites that we use for advertising purposes such as Autoline, Machinio, and Machinery Zone, you agree unconditionally to the terms in set out in their privacy policy and subsequently to ours.
WHAT PERSONAL DATA DO WE COLLECT
Website / E-mail / Telephone Enquiries
When you enquire on a machine listed for sale through our website you must submit the following personal data:
- Name
- Company Name (if relevant)
- Telephone number
- E-mail address
- Media
Third Party Advertising Enquiries
We advertise machines that are currently available for sale on equipment selling sites such as Machinio, Autoline, Machinery Zone and Otomoto. In order to submit an enquiry, you are required to provide the following personal data:
- Name
- Company Name (if relevant)
- Telephone Number
- E-mail Address
- Media
This information is sent to us from the equipment selling site in the form of an e-mail enquiry. From this point onwards, your data is processed by us the same as any other direct website enquiry we receive.
The GDPR’s terms state that an image of a person, such as a still photograph, can be considered to be personal data if it is possible to identify the individual directly from the image or when the image is referred to alongside other available information. An example of the latter could be the presence of the staff member’s name and/or position next to the image.
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website. If an image/photo contains a person, and it’s possible to identify that person from the photo, please obtain a signed disclosure from that person to display the photo.
Social Media Enquiries
Should you enquire via telephone / social media we may collect the following personal information:
- Name
- Company Name
- Telephone
- Social Media Profile
HOW DO WE USE YOUR PERSONAL DATA?
The small amount of personal data we collect when you enquire on a machine (name, e-mail, telephone number) will be used in the future to offer new products and services. For example, we regularly send out marketing e-mails showing our latest offers on equipment. We may send out marketing e-mails focused on other services we provide such as shipping. Furthermore, we may use your personal information to contact you directly when we have a product that we feel is particularly relevant to you. We may send you marketing content providing more general information on Omnia Machinery. Lastly, information such as your phone number may be used to analyse customer demographics, so we can identify trends in sales on a larger scale.
By enquiring through our website, external equipment selling sites, e-mail, social media platforms or by telephone you are giving consent for us to collect and store your personal data. You are also giving consent for us to contact you vie e-mail/telephone with marketing related information. This data will be used only for the purposes listed earlier in this section and will not be shared with any third parties. It is stored and subsequently used in the legitimate business interest of both Omnia Machinery and the customer.
Should you not wish to be contacted with marketing related information, or should you wish for your details to be removed from our systems, please send an e-mail stating your request to [email protected].
WHERE IS YOUR PERSONAL DATA STORED?
Upon making an enquiry through any of our advertising platforms your e-mail address is added to our mailing list stored on the Benchmark e-mail marketing service. Benchmark itself is GDPR compliant. The only information stored on Benchmark is your e-mail address and this data is never shared with third parties.
We also hold the following personal information on our secure database stored on the Dropbox Server. Dropbox itself is GDPR compliant.
- Name
- E-mail Address
- Telephone Number
Your personal information will never be shared with any third party. The sole purpose of storing this information is so that we contact you directly by phone or e-mail should we have a machine available that we think you might be interested in.
We also hold the following personal information on the Pipedrive sales management system. Pipedrive itself is GDPR compliant.
- Name
- E-mail Address
- Telephone Number
- Company Name
This information is never shared with any third party. It is stored on Pipedrive so that if you make a sales enquiry on a machine that we currently have available for sale we can deal with your enquiry in a timely and effective manner.
DO WE EVER SHARE YOUR PERSONAL INFORMATION?
Omnia Machinery will never sell, rent or share personal data without your consent. Should we seek to share your personal data we will contact you directly by phone or e-mail and obtain your written consent prior to doing so. The sharing of this data is for the sole purpose of fulfilling contracts we hold with you as the customer/supplier. For example, we may be organising the shipment of a machine you have purchased from us. After seeking your consent, we would pass your contact information to the delivery service so they can contact you directly to pass on arrival information / documentation. This is all aimed towards providing the best level of service to our customers and suppliers.
We perform thorough checks on all companies that we partner with. Any company we share your personal data with will be confirmed as GDPR compliant prior to doing so. As previously stated, we will also obtain your written content before any of your data is shared.
All advertising platforms, social media platforms, products and services we use have been thoroughly checked and comply with the GDPR.
Our website contains links to or from the websites of third parties. We are not responsible for the content displayed on those websites and therefore they do not come under the remit of our privacy policies. You should always check the privacy notice of these websites before proceeding to use them.
WHAT NON-PERSONAL DATA DO WE COLLECT AND HOW DO WE USE IT
Usage Information
When you visit our website we automatically collect information such as your IP address, what type of web browser you use and from which web site did you connect to us from. This is stored on our secure cloud-based server and is not connected to any personal data we have collected from you, meaning it is not possible to identify you personally from this information.
We never share this information with third parties. It is used by us to analyse the demographics of users visiting our website, thus allowing us to make the user experience more effective and relevant.
Cookies
Cookies are pieces of data that are transferred to your hard drive when you visit a website. Most browsers accept cookies automatically as they allow increased functionality and remember the personal preferences of a user. Should you wish, you are able to change the settings of your web browser so that cookies are not stored automatically on your computer. Cookies are specific to the server that generated them and cannot be accessed by other servers, meaning they can’t be used to track your movements around the web. The cookies that we generate to store on your computer are not connected to any of your personal data – they are associated only with your IP address – and are used for the sole purpose of improving your experience when you visit our website.
- To identify your IP address and access your account information
- To keep track of website traffic, visitor patterns and user demographics
- To ensure that you are not asked to input personal information more than once
- To ensure you are shown a variety of advertisements / latest offers
- To track user preferences and ensure our website is set up accordingly
Transaction Information
To transact with Omnia Machinery, we require information on your company. This is not personal data and therefore GDPR does not apply. Customer information is stored on the secure Sage One Accounting Software and is not shared with any third parties. This includes but is not limited to the following –
- Company Name
- Company Address
- VAT Number (if EU based)
Digital copies of Pro Forma and Sales Invoices are kept on our secure Dropbox server while hard copies are kept in a locked filing cabinet. These are kept on file until no longer relevant (i.e. request to be removed, company ceases to exist) after which they are shredded according to government guidelines.
When purchasing something from our suppliers, we would require information such as account number, sort code, IBAN number etc to process a transaction, which is typically provided on via an invoice. All purchase invoices are stored electronically on our secure Dropbox server, while hard copies are stored in a locked filing cabinet and disposed of in an appropriate, timely manner.
SECURITY
Omnia Machinery place huge importance on the security of both your company and personal data. We regularly review our privacy notice and policies to ensure we are in keeping with best practice and regulations. The databases listed previously in which we store your personal data are hosted by secure servers with password authentication. Only a limited number of employees at Omnia Machinery have access to this protected server. We ensure we run the latest antivirus software to protect against our servers being exposed to any potentially dangerous malware. Our staff receive regular training as to how to be vigilant against scam / phishing e-mails.
LEGAL BASIS FOR PRCOESSING DATA
Under the GDPR any companies processing the personal data of individuals must establish a legal basis for doing so. When you enquire on a machine we have available for sale you provide legal consent for us to process your personal data. Without doing so we would be unable to respond to your enquiry, and thus you would be unable to purchase a machine from us.
We then store this data for future uses, such as –
- Sending you relevant information on our latest products and offers
- Providing an efficient customer service
- Sending invoices/payments
Your data is only ever used for legitimate business purposes. We document all types of data we hold on record and the servers/databases on which it is stored. These are regularly reviewed and updated in accordance with the GDPR. We ensure the personal data we hold on record is either –
- Consistent with the level of consent you have provided or
- Necessary for fulfilment of contracts or
- Required due to legal obligations or
- In the legal/business interest of the data subjects or
- Necessary in the public interest or
- Necessary for the businesses’ legitimate interests
YOUR RIGHTS UNDER THE GDPR
Compared to the Data Protection Act, EU citizens have several new rights as to how their personal data is handled.
Right to control and access your information
You have the right to learn exactly what personal data we hold on you and where this information is stored. You also have the right to stipulate exactly what personal information you want us to store. For example, you may be happy for us to store your e-mail address to receive marketing e-mails but not your phone number to receive direct calls.
Data Retention
We will store your data for as long as you require us to do so. Unless you request your data be removed from our databases, we reserve the right to continue to send you marketing information, unless we deem unnecessary.
Right to Rectification
You have the right for any personal data we hold from you to be rectified if incorrect and completed if incomplete
Right to Erasure
You have the right for some or all of your personal data to be deleted safely and securely from the servers/databases on which it is stored.
Right to Portability
The right to data portability allows individuals to obtain and reuse their personal data for their own purposes across different services. It allows individuals to copy or sharer their personal data safely and securely from one IT environment to another.
Any requests acting on the above detailed Rights must be submitted to the Data Controller using the contact information provided below. We will comply with your request within the 30-day period set out by the GDPR.
To report a data breach concerning Omnia Machinery and your personal data, please write to our Data Controller at the address below.
If you have any general questions or requests relating to our privacy policy, please write to our Data Controller at the address below.
OMNIA MACHINERY UK LTD
BELASIS BUSINESS CENTRE
COXWOLD WAY
BILLINGHAM
TS23 4EA
VAT NO.: 263607208
COMPANY NO.: 10569464
TELEPHONE: 01642 332612
E-MAIL: [email protected]
DATA PROTECTION OFFICER
SAMUEL CHRISTOPHER BROWN
TELEPHONE: 07934 850070
E-MAIL: [email protected]
Appointed: 22nd May 2018