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Privacy Policy/GDPR Regulations
V1.0-2018-05-24
© Copyright 2023 – This Document is the exclusive property of LOCKBOX®. Not to be reused, copied, duplicated or used on other websites, apps, or electronic platforms.
- Introduction to this Privacy Policy
LOCKBOX®understands that your personal information is important and it is our legal responsibility to use it only with the legitimate interest of providing you information regarding our storage or removals services.
In brief:
- If you are enquiring about our services we will only use your information to contact you regarding our services. We will securely store your details on our system for up to 24 months so we can if necessary follow up with you to ensure everything was handled and responded to properly.
- We will not pass your personal information onto other third parties.
- You can contact us at any time to ask us what information we are holding on you.
- You can also request that we delete your information at any time
- If you use our services, we will securely store your details while using our services and up to 24 months afterwards for the purposes of managing the account and providing you with enquiries and mangement information.
- Information is stored securely. Access is via SSL encrypted links and passwords are encrypted.
LOCKBOX NI Ltd is registered in the UK, with a registered office address at 30 Glenlough Road, Ballymoney, County Antrim, Northern Ireland BT53 7HB
Please read this Privacy Policy carefully and ensure you understand it.
- What is Personal Data
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, and it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
3. What Are My Rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
- a) The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details below.
- b) The right to access the personal data we hold about you.
- c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete.
- d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have.
- e) The right to restrict (i.e. prevent) the processing of your personal data.
- f) The right to object to us using your personal data for a particular purpose or purposes.
- g) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
- h) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above please contact us at privacy@LockboxStorage.co.uk
Further information about your rights can also be obtained from the Information Commissioner’s Office.
4. What Data Do We Collect?
The following types of personal data we hold are listed below. LOCKBOX®will not hold any sensitive personal data (as outlined under GDPR).
- Name
- Organisation
- Address
- Email addresses
- Telephone numbers
- Job title/role – if supplied
- Your requirements if enquiring about a property
- Login username and password (encrypted) for account holders
5. How Do You Use My Personal Data?
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for the performance of a contract with you, because you have consented to our use of your personal data, or because it is in our and your legitimate business interests to use it. Your personal data may be used for one of the following purposes:
- Providing and managing your Account
- To provide you with information that you have requested or which we think may be relevant regarding a service or product in which you have demonstrated an interest;
- To initiate and complete commercial transactions with you, or the entity that you represent, for the purchase of products and/or services;
- To fulfill a contract that we have entered into with you or with the entity that you represent;
- To ensure the security and safe operation of our websites, storage depots and underlying business infrastructure;
- To manage any communication between you and us.
- Providing and managing your access to our site
- Supplying our services to you. Personalising and tailoring our services for you
- Communicating with you. This may include responding to emails or calls from you
- Supplying you with information by email and/or post, that you have opted-in to (you may unsubscribe or opt-out at any time by contacting us at privacy@LockboxStorage.co.uk)
With your permission AND/OR where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email AND/OR telephone AND/OR text message AND/OR post with information, news, and offers on our services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out. LOCKBOX®will not contact you with marketing materials unless we have your explicit consent to do so.
We will not use any automated systems for decision making or profiling using your personal data.
We may occassionally contact you regarding the following:
- Sending you information we think you may find useful or which you have requested from us about our products and services.We send you information about services you use because it is in our legitimate interest to do so. We will only send you notifications regarding promotional information where we have your consent to do so, or, where you have not objected to being contacted for these reasons (as applicable). Please see below for further information.
- Conducting surveys and collecting feedback about our Services.We do this to pursue our legitimate interests to understand if the Services are helpful to you and to evaluate the effectiveness of any updates we provide.
6. How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary.
- If you are enquiring about our services we will only use your information to contact you regarding our services.
- We will not pass your personal information onto other third parties.
- We will securely store your details on our system for up to 24 months so we can if necessary follow up with you to ensure everything was handled and responded to properly.
- You can contact us at any time to ask us what information we are holding on you.
- You can also request that we delete your information at any time
- In exceptional circumstances we may refuse to provide the information; this includes requests that may be deemed frivolous or vexatious, and we reserve the right to refuse them. If answering requests is likely to require additional time or occasions unreasonable expense (which you may have to meet), we will inform you.
- If you use our services, we will securely store your details while using our services and up to 24 months afterwards for the purposes of managing the account and providing you with enquiries and management information.
- Information is stored securely. Access is via SSL encrypted links and passwords are encrypted.
We generally retain your information only as long as reasonably necessary to provide you the Services or to comply with EU applicable law.
We will retain your information for 24 months after you stop using our services. We may also retain copies of information about you and any transactions or Services in which you may have participated for a period of time that is consistent with EU law, applicable with statute of limitations or as we believe is reasonably necessary to comply with applicable EU law, regulation, legal process, or governmental request, to detect or prevent fraud, to collect fees owed, to resolve disputes, to address problems with our Services, to assist with investigations, to enforce our Terms & Conditions or other applicable agreements or policies, or to take any other actions consistent with applicable law.
- If at any time you wish to be removed from our database, please contact privacy@LockboxStorage.co.uk
7. How and Where Do You Store or Transfer My Personal Data?
We will only store or transfer your personal data within the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the GDPR or to equivalent standards by law.
All of our websites are hosted within the UK and are accessed only by our Northern Ireland-based staff.
- Our online customer relationship management systems, marketing and accounting systems are EU-based.
- We use a number of Cloud Service Providers (CSPs) as part of our processing environment. The CSPs that we use, utilise EU-located processing facilities.
- Our online payment processors are based in the EU, and comply with strict EU privacy laws.
- We operate a data retention policy in respect of all data, whether digital or paper-based or digital.
8. Do You Share My Personal Data?
We do not share your personal data with other third party companies for use in services and we only share your information with clients with your consent
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
9. How Can I Control My Personal Data?
9.1 In addition to your rights under the GDPR, set out in section 3, when you submit personal data, you may be given options to restrict our use of your personal data. In particular, we aim to give you strong controls on our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails OR at the point of providing your details and by managing your Account).
9.2 You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.
- The right to object
You have the right to object to our processing of your data where
- Processing is based on an illegal interest;
- Processing is for the purpose of direct marketing;
- Processing is for the purposes of scientific or historic research;
- Processing involves automated decision-making and profiling.
10. Can I Withhold Information?
You may access certain areas of our website without providing any personal data at all. However, to use all services provided by us you may be required to submit or allow for the collection of certain data.
You may restrict our use of Cookies. For more information, see section 12 on our Cookie policy.
11. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 14.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within 1 month and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
Please see section 14 of this policy for contact details.
12. Cookies
“Cookie” means a small text file placed on your computer or device by our site when you visit certain parts of our site and/or when you use certain features of Our site. Details of the Cookies used by Our site are set out in below; and
“Cookie Law” means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003
Our Site may place and access certain first-party Cookies on your computer or device. First-party Cookies are those placed directly by us and are used only by us. We use Cookies to facilitate and improve your experience of our site and to provide and improve our services. The cookies we use do not retain personal information and are not used for advertising purposes. All Cookies used by and on our site are used in accordance with current cookie law.
In order to ensure that each visitor to any of our websites can use and navigate the site effectively, the following web analytic data and information may be collected:
- Technical information, including the Internet Protocol (IP) address used to connect your device to the Internet;
- Your browser type and version, time zone setting, browser plug-in types and versions;
- Operating system and platform;
- Information about your visit, including the Uniform Resource Locators (URL) clickstream to, through, and from our site.
- Our cookies policy, which can be viewed from the home page of each of our web sites, describes in detail how we use cookies.
You can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third-party Cookies. By default, most internet browsers accept Cookies, but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.
You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access our website more quickly and efficiently including, but not limited to, login and personalisation settings.
It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.
13. Online Security Measures
We have what we believe are appropriate security controls in place to protect personal data. Risk assessment, including assessing risks to the rights and freedoms of data subjects, is at the heart of our Privacy Policy. We do not, however, have any control over what happens between your device and the boundary of our information infrastructure.
You should be aware of the many information security risks that exist and take appropriate steps to safeguard your own information.
Your device or network may be hacked, you may choose to use unsecure, shared WiFi hotspots, you may download files from emails, apps or other sources, you may use apps or visit websites which are not secure – all of these activities expose your data to risk.
We accept no liability in respect of breaches that occur beyond our sphere of control.
14. Contact Us
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details.
Email address: privacy@LockboxStorage.co.uk
Telephone number: 028 2723 8008
Postal Address:
LOCKBOX®NI Ltd
30 Glenlough Road
Ballymoney
Co Antrim
Northern Ireland
BT53 7HB
For any complaints, please contact the Information Commissioners Office.
15. Changes to this Privacy Policy
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be immediately posted on our site and you will be contacted to notify you. You will be deemed to have accepted the terms of the Privacy Policy on your first use of our site following the alterations. We recommend that you check this page regularly to keep up-to-date.
Last updated: 24 May 2018
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