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Westcoast Limited collects, uses and is responsible for certain personal information about you.
When we use your personal data we are regulated under the UK General Data Protection Regulation (UK GDPR) which applies in the United Kingdom and we are responsible as ‘controller’ of that personal data for the purposes of the UK GDPR. Our use of your personal data is subject to your instructions, the UK GDPR, other relevant UK legislation and (where applicable) our contractual duty of confidentiality.
We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.
It would be helpful to start by explaining some key terms used in this policy:
| Westcoast, we, us, our | Shall mean Westcoast Limited |
| Our Privacy Compliance Officer | Emily Garvey (data.protection@westcoast.co.uk) |
| Personal data | Any information relating to an identified or identifiable individual |
| Special category personal data | Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership Genetic and biometric data Data concerning health, sex life or sexual orientation |
We may collect and use some or all of the following personal information about you:
This personal information is required to provide our products and services to you, for the safeguarding and administration of our business, and for any other purpose that we specifically notify to you. If you do not provide personal information we ask for, it may delay or prevent us from providing our products or services to you or disrupt those other purposes.
We collect most of this personal information directly from you—in person, by telephone, text or email and/or via our website and apps. However, we may also collect information:
If you provide personal data to us, we will collect that information and use it for the purposes for which you have provided it and in accordance with this privacy policy.
Under data protection law, we can only use your personal data if we have a proper reason for doing so, eg:
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
The table below explains what we use (process) your personal data for and our reasons for doing so:
What we use your personal data for | Our reasons |
|---|---|
| During the registration process on our website | For the performance of our contract with you or to take steps at your request before entering into a contract, Once you register you are no longer anonymous to Westcoast Limited |
| To fulfil orders, provide distribution and sales services and product delivery to you | For the performance of our contract with you or to take steps at your request before entering into a contract |
| Conducting checks to identify our customers and verify their identity Screening for financial and other sanctions or embargoes Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business | To comply with our legal and regulatory obligations |
| Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies | To comply with our legal and regulatory obligations |
| Ensuring business policies are adhered to, eg policies covering security and internet use | For our legitimate interests or those of a third party, ie to make sure we are following our own internal procedures so we can deliver the best service to you |
| Operational reasons, such as improving efficiency, training and quality control | For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service for you at the best price |
| Ensuring the confidentiality of commercially sensitive information | For our legitimate interests or those of a third party, ie to protect our intellectual property and other commercially valuable information. To comply with our legal and regulatory obligations. |
| Updating and enhancing customer records | For the performance of our contract with you or to take steps at your request before entering into a contract. To comply with our legal and regulatory obligations. For our legitimate interests or those of a third party, eg making sure that we can keep in touch with our customers about existing and new services. |
| Statutory returns | To comply with our legal and regulatory obligations |
| Ensuring safe working practices, staff administration and assessments | To comply with our legal and regulatory obligations. For our legitimate interests or those of a third party, eg to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you. |
Marketing our services and those of selected third parties to:
| For our legitimate interests or those of a third party, ie to promote our business to existing and former customers |
| Credit reference checks via external credit reference agencies | For our legitimate interests or a those of a third party, ie for credit control and to ensure our customers are likely to be able to pay for our services |
The above table does not apply to special category personal data, which we will only process with your explicit consent.
We may use your personal data to send you updates (by email, text message, telephone or post) about legal developments that might be of interest to you and/or information about our services, including exclusive offers, promotions or new services or products.
We have a legitimate interest in processing your personal data for promotional purposes (see above ‘How and why we use your personal information’). This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.
We will always treat your personal data with the utmost respect and never sell OR share it with other organisations outside the subsidiaries of the Westcoast Group holding company, Westcoast (Holdings) Limited for marketing purposes.
You have the right to opt out of receiving promotional communications at any time by:
We routinely share personal data with:
We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on service providers relating to ensure they can only use your personal data to provide services to us and to you.
We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
We may also need to share some personal data with other parties, such as potential buyers of some or all of our business or during a re-structuring. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations.
Save as noted above, we will not share your personal data with any other third party.
Information may be held at our offices and those of our group companies, third party agencies, service providers, representatives and agents as described above (see ‘Who we share your personal data with’).
Some of these third parties may be based outside the UK. For more information, including on how we safeguard your personal data when this occurs, see below: ‘Transferring your personal data out of the UK’.
We will keep your personal data after we have finished our contractual arrangements you. We will do so for one of these reasons:
We will not retain your data for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of data. Further details on this are available and can be obtained by writing to data.protection@westcoast.co.uk.
When it is no longer necessary to retain your personal data, we will delete or anonymise it.
We will share personal information with law enforcement or other authorities if required by applicable law.
We may have cause to transfer your personal information outside the UK from time to time. However, should such transfer occur, we shall ensure that either the UK Government has made a positive finding of adequacy for transfer to such a country or that any transfer of your personal information will be subject to a UK approved contract or binding corporate rules (as permitted under Article 46(2) of the UK GDPR) – such approved mechanisms being designed to help safeguard your privacy rights and give you remedies in the unlikely event of a misuse of your personal information.
If you would like further information please contact us at data.protection@westcoast.co.uk (see ‘How to contact us’ below). We will not otherwise transfer your personal data outside of the UK or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.
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Under the UK GDPR you have a number of important rights free of charge. In summary, those include rights to:
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the UK GDPR.
If you would like to exercise any of those rights, please:
If you would like to unsubscribe from any email newsletter you can also click on the ‘unsubscribe’ button at the bottom of the email newsletter.
It may take up to 20 working days for this to take place.
We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Please keep in mind that whenever you voluntarily disclose personal information online – for example on message boards, through email, or in chat areas – that information can be collected and used by others. In short, if you post personal information online that is accessible to the public, you may receive unsolicited messages from other parties in return.
Ultimately, you are solely responsible for maintaining the secrecy of your passwords. Please be careful and responsible when you are online.
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
We hope that this Privacy Policy can resolve any query or concern you raise about our use of your information.
The UK GDPR also gives you right to lodge a complaint with the supervisory authority in the UK, which is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.
This privacy policy was published on 16/05/2018 and last updated on 30.09.2021.
We may change this privacy notice from time to time. You should check this policy occasionally to ensure you are aware of the most recent version.
Please contact our Privacy Compliance Officer if you have any questions about this privacy notice or the information we hold about you.
If you wish to contact our Privacy Compliance Officer, Emily Garvey, please send an email to data.protection@westcoast.co.uk, write to WESTCOAST LTD, ARROWHEAD PARK, ARROWHEAD ROAD, THEALE, READING, RG7 4AH or call 0118 912 6000.
If you would like this notice in another format (for example: audio, large print, braille) please contact us at data.protection@westcoast.co.uk
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