At Prima Systems we are committed to protecting and respecting your privacy.
This policy explains when and why we collect personal information, how we use it and how we keep it secure. It also sets out your rights in respect of such personal data.
We may update this Policy so please check this page occasionally to ensure you are happy with any changes.
- Your rights
- Website visitors & contacting us
- Business customers
- Individual / domestic customers
- Job applications
If you wish to contact us, our details are on the contact page here. If you feel we are not being fair with you, please tell us, we would like to correct this. You may complain to the UK regulator, Information Commissioner's Office (www.ico.org.uk).
Your rights concerning your personal data are summarised below. You can find out more on the Information Commissioner's Office website www.ico.org.uk
Right to be informed
Right of access
You can ask to see the personal data we hold about you and we will show you. This will usually be free of charge.
Right of rectification
We will update your personal information if you tell us it is inaccurate or incomplete.
Right to erasure / be forgotten
You can request we delete your data where:
- Your data is no longer necessary in relation to the purpose it was collected
- There is no overriding legitimate interest or legal obligation to continue processing your data
- If you have withdrawn consent
- If the personal data was unlawfully processed
Right to restrict processing
You can request we restrict processing of your data where:
- You have contested its accuracy
- The processing of your data is unlawful
- You wish for the data to be deleted but we have declined for legitimate grounds or legal reasons.
Right to data portability
You have the right to receive personal data that you have provided to us in a clear and usable format that can be transmitted to another IT environment.
Right to object
You have the right to object to our processing of your data based on legitimate interests and marketing.
Rights relating to automated decision making and profiling
You have the right not to be subject to a decision when it is based on automated processing. Prima Systems do not conduct any profiling in our decision making.
Website visitors & contacting us
Prima Systems is committed to respecting and protecting the privacy of information we collect from visitors to our website.
What information do we collect and how do we collect it?
A cookie is a token that a server gives to your browser when you access a web page. Cookies help provide additional functionality, making a visit to our websites more efficient for the visitor.
If you contact us via the website form, we will ask for your name and contact details so we can respond to you.
How your data is used
Information provided to us via the Website contact form will not be shared with any third parties but it will be distributed to the relevant department within Prima Systems. We will not contact you for any other reason except in response to your query unless you explicitly request us to do so.
All cookies are temporary and will be deleted once your visit to the website. The information we collect is used by Google Analytics to provide us vital information about how our website is being used.
Why do we collect information?
The legal basis for processing your data is 'legitimate interest'. By using cookies, we can improve the website experience for all by using analytics to see how our website is being used.
Contacting us through the website
The legal basis for processing your data is 'legitimate interest'. Your initial contact to us could lead to a working relationship, therefore we would want to process your data so we can respond to you and remember you in future.
What information do we hold and how do we collect it?
We will collect personal information from LLP & Ltd companies who contact us with a view to working together (e.g. a tender request) and once we have agreed to a contract. Personal Information is collected from various sources such as:
- Tender documents
- Minutes from meetings
- The contract or order received from you
- Contacting your office and requesting information
- Providing information yourself verbally or in writing
- Public information on your company website
Information we hold will mainly consist of:
- Phone number(s)
We will also record any marketing preferences you have told us about.
How your data is used?
We will primarily use your data in order to fulfill our obligations in completing a contract with you or responding to queries from you.
Storage & Retention
We will keep the data for as long as we believe that it is accurate & up to date, and that it reflects your preferences. Your information may be stored in the following ways
- Emails through correspondence with our team
- Our accounting software that holds project and transactional data
- Salesforce (GDPR Link)
- Drawings / Contracts and Documentation on Google Drive & Internal Server(GDPR Link)
All employees at Prima Systems will have access to our contacts because it may be relevant for various members of our team to contact you throughout different stages of a project.
For example, our estimating team will need to contact you at the start of a project and our accounts team will need your information when it comes to sending invoices.
If requested, and where it is required and permitted by law, we may provide information to:
- Official bodies, such as government agencies, local authorities, regulators and the police, who are authorised to request Information where it is necessary for their lawful purposes
- Prima Systems advisors, including legal, insurers, accountants and auditors.
Post Contract / Marketing
The aim is to facilitate marketing that is relevant to you, and helps you in your professional role. You may not actually want it, but you should at least understand why it was sent to you.
We do not send regular marketing emails but we may occasionally contact you in a professional capacity regarding services and schemes that we feel would be of interest to you.
We want to respect your wishes about how and if you are contacted. We record how you prefer to receive direct marketing, whether by post, by phone or by email.
All our correspondence will provide you with details on how to opt out of receiving marketing emails.
Why do we collect information?
The legal basis for processing your data is legitimate interest. We need to hold your data so we can respond to your enquiry and it would be beneficial to keep you data so we know who you are if you contact us again in future.
Once a contract is agreed
The legal basis for processing your data is 'contract'. We will need to hold your details in order to fulfill our obligations to you in completing the contract.
After project completion
The legal basis for processing your data is 'legitimate interest'. We may want to contact you regarding queries on prior projects or future projects which may be of interest to you. It will also assist us in verifying and responding to you if you contact us.
We do not regularly send marketing correspondence, but from time to time we may mail you news of services we provide that we think would be of interest to you.
On all our correspondence of this type, we will make it clear how you can opt-out of future marketing emails.