Privacy Policy

The purpose of this Privacy Notice is to tell you what information Links Furniture (the “Company”), acting as a data controller collects from you, how and when it may be collected and what happens to it. For the purpose of this Privacy Policy, “we” and “us” refers to the Company. It applies to the personal data of our Suppliers, Clients, website users and Employees. Use this link for our GDPR Compliance.

Personal Information is any personally identifiable information, such as your email address, name, home or work address, telephone number, bank details or tax codes, which can directly or indirectly identify you. We refer to it as “Personal Information” here.

1. What information might we collect about you?

When you interact with us in the different ways described below, we may ask you for the following information:

Suppliers

  • contact details to enable the provision of your services to us and the fulfilment of our contract obligations, this may include names, email addresses and telephone numbers;
  • bank details and any other details required to enable payment for the services supplied

Clients

  • contact details or those of individuals at your organisation (such as names, telephone numbers and email addresses) to enable the provision of services and to facilitate our relationship with you, including relevant marketing

Website users

  • information we collect via cookies or similar technology stored on your device (find out more about cookies and how we use them in our Cookie Policy
  • your IP address;
  • information from social media activity (such as likes, shares and tweets) when you interact with us on social media;
  • information you provide if you report a problem with our website or service;
  • additional information which you provide voluntarily and/or which we may ask from you to better understand you and your interests

Employees

  • personal and contact details (for example your name, email address, date of birth, gender);
  • personal and contact details of your emergency contact and referees;
  • during pre-employment vetting we will request details from you including, your name, your work history, qualifications, contact details (such as email, telephone number and home address), your right to work documents, details required for equality and discrimination legislation checks and your personal preferences, choices and requirements specific to particular requests or services;
  • details of your education, employment history, bank details and national insurance number, references, right to work and other information you tell us about yourself (e.g. the information contained within your CV);
  • information from social media activity (such as likes, shares and tweets) when you interact with us on social media;
  • additional information which you provide voluntarily and/or which we may ask from you to better understand you and your interests

We may also collect Sensitive Personal Information about you (including details of your physical or mental health, racial or ethnic origin, criminal allegations or offences, trade union membership and/or other Sensitive Personal Information that you may choose to provide to us voluntarily from time to time.

2. How, when and why do we collect your Personal Information?

Suppliers and Clients

How and when do we collect your Personal Information?

We may collect your Personal Information when required in the course of our business relationship with you.

Why do we collect your Personal Information?

We collect and use your Personal Information because it is necessary to obtain certain details including Personal Information from you:

  • to offer services to you or to obtain support and services from you;
  • to perform certain legal obligations;
  • in the performance of our contract with you;
  • to help us to target appropriate marketing campaigns;
  • in transmitting Personal Information between our offices or functions for internal administrative purposes;
  • in hosting and maintaining our websites;
  • in ensuring network and information security; and/or
  • in carrying out direct marketing.

However we will only collect, use and handle your Personal Information when:

  • it is necessary for our legitimate interests in connection with carrying out our business, as long as, in each case, these interests are in line with applicable law and your legal rights; and/or
  • where you have consented;
  • in the performance of our contract with you; and/or
  • it is necessary for legal obligations which apply to us.

Employees

How and when do we collect your Personal Information?

We collect your Personal Information when you come to work with us from:

  • your application to us; and
  • the information you provide when you complete the necessary forms required by our Human Resources team.

Why do we collect your Personal Information?

We collect and use your Personal Information because it is necessary to obtain certain details including Personal Information from you as part of the employee/employer relationship:

However we will only collect, use and handle your Personal Information when:

  • it is necessary for the performance of our contract with you
  • where you have agreed; and/or
  • where this is necessary for legal obligations which apply to us

3. How we use the Personal Information that you provide to us

General

Where necessary and appropriate for our business purposes and also in accordance with regulatory requirements, and where if required we have an appropriate processing agreement in place, we may use your personal data for:

  • The performance of our contracts with clients and suppliers;
  • Third party professional advisers such as lawyers, auditors and accountants and third-party service providers and consultants performing technical services for us (such as IT support functions, testing and development work and external consultants);
  • Where necessary in using technology systems and document storage; and
  • In using marketing services platforms

Marketing Opt-Out: you can opt-out from receipt of marketing communication at any time free of charge by using the “unsubscribe” option included in any marketing e-mail or other marketing material received from us.

Website Cookies - We use cookies on our website. You can find out which cookies we use and why by viewing our Cookie Policy.

4. How and when do we share information with third parties?

Some services that we provide require the involvement of third parties. We have carefully selected these third parties and taken steps to ensure that your Personal Information is adequately protected.

5. How long do we store Personal Information for?

It is our policy to retain your Personal Information only for the length of time required for the specific purpose or purposes for which it was collected. However, on occasion we may be obliged to store some data for a longer time, for example, where a longer time period is required by applicable laws. In this case, we will ensure that your Personal Data will continue to be treated in accordance with this Privacy Policy.

6. Security and Confidentiality

We employ appropriate security measures to help protect your Personal Information and guard against access by unauthorised persons. Information storage is on secure computers in a secure environment, or in secure, locked storage in the case of hard copy information. The information is encrypted wherever possible and we undergo periodic reviews of our security policies and procedures to ensure that our systems is secure and protected. However the transmission of information via the Internet is not completely secure so we cannot guarantee the security of your information when it is transmitted to our website or from third party websites.

We acknowledge that the information you provide may be confidential. We do not sell, rent, distribute or otherwise make Personal Information commercially available to any third party, but we may share information with our service providers for the purposes set out in this Privacy Policy. We will keep your information confidential and protect it in accordance with our Privacy Policy and all applicable laws.

7. Your rights

It is important to us that you are in control of your own information. As a result, you have the following controls:

  1. Right of Access: You may request access to or copies of the Personal Information that we hold about you. If you would like to exercise this right, please contact us
  2. Right to Rectification: If you believe that any information we have about you is incorrect or incomplete, please contact us as soon as possible. We will take steps to seek to correct or update any information if we are satisfied that the information we hold is inaccurate.
  3. Right to Erasure: You may request that your Personal Information be deleted, where it is no longer necessary for the purposes for which it is being processed and provided there is no other lawful basis for which we may continue to process such information. If we do delete your data we will generally assume you would prefer us to keep a note of your name on our register of individuals who would not prefer to be contacted and we do keep a record of names of those asking for their information to be erased. If you prefer us not to do this, you are free to say so;
  4. Right to Restrict Processing: You may request that we restrict the processing of your data in certain circumstances, for example if you are concerned about the accuracy of the data or how it is being used;
  5. Right to Object to Processing: To the extent we are processing your Personal Information to meet our legitimate interests (as set out above), you may object to the processing of your Personal Information by us. If we are unable to demonstrate our legitimate grounds for that processing, we will no longer process your Personal Information for those purposes;
  6. Right to Withdraw Marketing Consent: You may withdraw your consent to receiving marketing contact at any time by contacting us;
  7. Right of Data Portability:  This only applies to information you have given us.   You may have the right to request we transfer the information you gave us from one organisation to another or give it to you;
  8. Right to Complain: If you are unhappy with the way that we have handled your data, you can make a complaint to the Information Commissioners Office (ICO) which is the UK authority responsible for data protection. Contact details are available online, or alternatively please ask us for assistance.

8. Updates to this Privacy Notice

This Privacy Notice may be updated periodically to reflect changes in our privacy practices and legal updates. We will indicate when it was most recently updated.

9. Contact Us

If you have any questions in relation to this Privacy Policy, or if you would like to contact us to exercise your rights as stated in this Privacy Policy, you may contact us at: sales@foursquarefurniture.uk / hello@allsfar.com or write to:

Aspect Gate

1 Olds Approach, Watford

WD18 9RF