Here at Flo-Gro Systems Ltd we take your privacy seriously, and will only use your personal information to manage our relationship directly with you, to provide you with the products you have requested from us.
This document covers:
- The types of information we collect about you
- How we collect and use it
- Who we might share it with
- The steps we`ll take to make sure it stays private and secure
- Your rights to your information
For more details about anything covered in this overview, please do contact us by phone or email.
Who we are
When we say “we”, we mean Flo-Gro Systems Limited, which is a registered company in England & Wales, of St. James House, 8 Overcliffe, Gravesend, Kent, DA11 0HJ, who is the “data controller” for the information in this overview.
The information we collect
We collect information about you from different places, including:
- Directly from you.
- From website cookies (see separate Cookies policy)
We`ll only collect your information in line with relevant regulations and law, and this may relate to any of our products or services you ask us to supply, or any data we may have held in the past.
You`re responsible for making sure you give us accurate and up-to-date information. If you provide information for another person, you`ll need to tell them how to find this Privacy Notice and make sure they agree to us using their information for the purposes set out in it.
Why we`ll keep your information
We will retain your details for two specific reasons:-
- Where we legally have to keep your details: we have a legal obligation to keep invoice records for our business, to comply with HMRC`s VAT and Tax requirements. This requires that we keep copies of invoices and receipts. We will only keep the details you see on your invoice for these purposes, along with a record of transactions within our finance, order management, billing and accounting software.
- For legitimate interests: this is where it will help us to identify you when you contact us again, or to contact you proactively should a legitimate business need arise. This data will include any phone numbers, email addresses and postal addresses you have provided to us.
How we`ll use your information
We`ll use it to provide any products and services you`ve requested, and to contact you on occasion about any specific new product or service which we feel you would directly benefit from.
We`ll only use your information where we`re allowed to by law e.g. carrying out an agreement we have with you, fulfilling a legal obligation, because we have a legitimate business interest or where you specifically agree to it.
Who we can share your information with
We WILL NEVER SHARE your information with other companies or individuals without your explicit permission to do so. We WILL SHARE your information where we have a legal obligation to do so e.g. with the police and other legal authorities, or with HMRC where we have a legal compliance obligation to do so, and with any legal regulatory or insurance provider should the need arise.
How long we`ll keep your information
We`ll keep your information for as long as you have a relationship with us, and then indefinitely in order to help us to provide a better service to you were you to contact us in the future. For example, keeping records of what orders you have placed, to enable us to provide you a better service in the future. You can of course request us to remove your data from our systems, with the exclusion of data which we are required to keep for legal purposes (e.g. invoices, receipts etc. for HMRC regulatory purposes.)
How we`ll store your information
The information we keep is stored on industry-leading 3rd party cloud-based storage and systems, all of which comply with ISO27001 or similar security standards, and will never be shared with any company other than as part of storing our data for us in the most secure and safe manner. We will never share or sell your data to any other company, for any other purpose, including for marketing.
We may also keep local copies of your information on local devices (phone, laptop, computer etc.) All of these are secured with passwords and/or biometric authentication systems, as provided by Microsoft Windows, Apple OS, Androids or Apple iOS.
The only rare exception to the above is where we`ve specifically gained your permission to do so, for a specific purpose, or have a legal obligation to share your details.
Transferring your information overseas
Your information will never be directly transferred overseas, however it may potentially be stored on third-party servers which are hosted in overseas territories, over which we do not have direct control. These third-party companies will always hold ISO27001, CyberEssentials or other leading industry security certifications for their systems and processes, to ensure appropriate security for your data.
You have a number of rights relating to your information e.g. to see what we hold, to ask us to share it with another party, ask us to update incorrect or incomplete details, to object to or restrict processing of it, to make a complaint etc.
Should you wish us to remove any of your information, or have any other issues, simply contact us by phone, email or post and we will be happy to remove them (other than where we have a legal obligation to keep them) within 10 working days, and we`ll confirm with you directly once it`s been done, and provide details of any data we have a legal obligation to keep. If you have a concern about how we are handling your information, please do contact us in the first instance. You also have the right to raise your concerns with the Information Commissioners Office (ICO), by following their procedures, which can be found at www.ico.org.uk.