+44 (0)1553 691472
Polar Systems Limited (Polar Systems, we, us, our) is committed to protecting your personal data when you are using our services. Personal data is any information relating to an identifiable living person who can be directly or indirectly identified in particular by reference to an identifier such as a name, postal address, email and ISP addresses and cookies.
This privacy notice relates to our use of any personal data that we collect from you whether in the course of the supply of our Products, Services or other associated products and services, recruitment and employment.
We will comply with data protection law which requires that personal data we hold about you is:
Used lawfully, fairly and in a transparent way,
This privacy notice will, therefore, inform you as to who we are, what personal data we collect, the purposes for which we use it, for how long we retain it and how we keep it secure, your rights in relation to your personal data and how you can contact us to discuss, query or obtain details of the personal data we hold about you.
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Polar Systems Limited is registered in England and Wales and has its registered office at Oldmedow Road, Hardwick Industrial Estate, King’s Lynn, Norfolk, PE30 4LA
Polar Systems Limited is a data controller.
Polar Systems Limited manufactures and supplies machinery and delivers services.
How to Contact Us
We can be contacted directly about your personal data on the details below:
GDPR Processor
Polar Systems Ltd
Oldmedow Road
Hardwick Industrial Estate
King’s Lynn
Norfolk
PE30 4LA
Telephone: +44 (0)1553 691472 (Monday to Friday 09:00 to 16:30)
Email: GDPR@polar-systems.co.uk
Web: www.polar-systems.co.uk
We collect and process personal data about our:
• customers,
• suppliers and service providers,
• advisers, consultants and other professional experts,
• employees and prospective employees and
• enquirers and complainants.
We collect and process personal data:
• with your consent and/or
• to perform the contract we have entered with you (or discharge other contractual obligations) and/or
• to comply with our legal obligations and/or
• to pursue our legitimate interests (and your rights do not override our interests).
We can collect personal data from any number of sources including:
• Publicly available information such as Companies House, LinkedIn and search engines such as Google; and
• Third-party providers such as debt recovery/ Government agencies, contractors and business introducers.
You can request a free hard copy of this privacy notice by contacting us using the details set out above.
Where we obtain your personal data indirectly, for example from a business contact or website, we will inform you where you can access this privacy notice on request.
We will not use your personal data for any purposes other than those set out below without first informing you. Changes made to this privacy notice will be updated on our website.
We collect personal data with the overall aim of providing a better service to all of our customers and industry partners.
We will not collect sensitive personal data from you. For example, we will never ask for or process data relating to race, religion or ethnicity.
The personal data categories identified below are relevant and specific for the products and services that we offer or obtain. The listing also describes how and why we process them.
6.1 Name, address and contact details (including company details, contact names, telephone numbers and email addresses)
This data allows us:
• To carry out our obligations arising from any contracts entered into between you and us including delivery of product, invoicing and reporting; and
• To provide you with information on products and/or services you specifically request from us or which we believe may be of interest to you.
If you are an existing customer, we will only contact you by email with information about products and/or services similar to those which we have previously supplied to you and/or if you have given us consent to do so.
If you are a new customer, and where we permit selected third parties to use your data, we (or they) will contact you by email and only with your consent.
On occasions, we will share your contact details with our agents (such as third-party suppliers) who may need to contact you to arrange, for example, the delivery of your orders or the supply of other associated products and services on our behalf.
Most contact details will be provided by you at the point that you make an enquiry or request or provide a quotation. In some cases, we may need to obtain alternative contacts who may be best suited to assist us should we have a specific query. Where we have no contact details, we may sometimes take proactive steps to collect data using desktop research (such as internet searches).
There may be an impact on the level of service we provide should we have only limited or inaccurate contact details.
6.2 Employment and education details
This data allows us to carry out recruitment. We will dispose of all unsuccessful candidates` data securely unless we are asked to retain it.
6.3 Bank and payment details
This data may be provided to us at the start of or at any time during our business relationship with you.
6.4 Telephone call recordings
We may record external telephone calls for training, security and auditing purposes.
6.5 Electronic and hardcopy correspondence and other documentation
We may collect and process electronic and hardcopy correspondence and other documentation (such as emails, invoices, contracts, tenders and letters) as part of either a contractual obligation or a wider legitimate interest.
When you contact Polar Systems Limited for any reason, we may keep a record of our communication to help us deal with any queries and/or to support our customer service delivery operation.
6.6 IP addresses and cookies
When you access our website we may collect data relating to your computer including its IP address. Such data is anonymous in its form and only allows us to carry out statistical analysis of browsing behaviour.
Our website uses cookies such as Google Analytics to collect information about how you use our website. A cookie is a small text file that is placed on your hard disk by a web page server. Cookies are uniquely assigned to you and can only be read by a web server in the domain that issued the cookie to you.
The cookies provide us with anonymous information showing us the number of visitors to our website, the device used to access it and which web browser they are viewing it on. This data allows for statistical analysis and helps us understand our customer behaviour better and optimise your online experience. Cookies, also, provide a convenience feature to save you time. As an example, if you personalise a web page or navigate within a site, a cookie helps the site to recall your specific information on subsequent visits. This simplifies the process of delivering relevant content and eases site navigation.
For further information visit www.aboutcookies.org or www.allaboutcookies.org
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.
We may share your personal data with:
• Regulatory authorities (such as Trading Standards), Government departments (such as HMRC) or the police in order to comply with any legal obligations or to assist in fraud prevention and detection;
• Credit agencies (for the purpose of credit risk management), and professional advisors to enforce or apply the terms of any contracts between us and you;
• Third party suppliers where we have subcontracted to them the performance of any or all of our obligations under our contract with you;
• The buyer and its professional advisors should we wish to sell any or all of our business and/or our assets in which case personal data we hold about our customers will potentially be one of the assets we sell; and
• Other third parties where we reasonably believe that such action is necessary to comply with a legal obligation, or to protect our rights and property, or act in urgent circumstances to protect the personal safety of our staff or agents, users of our products or services or members of the public.
Polar Systems Limited takes all reasonable steps to ensure that appropriate safeguards are in place to protect your personal data. We have policies in place dealing with information security (both physical and digital) and data breaches. We ensure that our staff are properly informed so that they can process data securely and safely.
Risk Assessments are conducted and reviewed by senior management as part of our Data Protection Impact Assessments which sets out how we aim to preserve the confidentiality, integrity and availability of personal data we hold.
Your personal data will be retained by us for as long as there remains a valid lawful basis for retaining it. We will keep data retention under regular review.
Accounting information (such as invoices) will be retained for at least 6 years in line with current tax legislation. Contractual documentation will be held for at least 6 years.
To ensure fair and transparent processing it is important that we inform you of your rights with regards to how your personal data is processed. Where you wish to exercise a right, we have signposted the best contact details for you to get in touch with us. Naturally, we will need to confirm your identity before your request can be processed.
10.1 Your right to be informed
This is our privacy statement which informs you of who we are, why we are processing your personal data, with whom we share your personal data and how we have collected it. These details are set out above.
Our privacy statement can be found on our website and is signposted on our website. Our staff are trained to provide this notice in hard copy and soft copy on request.
If you would like to discuss this privacy notice or suggest ways in which we could improve the content or its communication then please contact a member of staff on 01553 691472 who will put you in contact with the (GDPR) data processor or email GDPR@polar-systems.co.uk
10.2 Your right to access
As a data subject, you have the right to access the personal data we hold about you and check that we are lawfully processing it.
To make a Data Subject Access Request (DSAR) is free and can be done in writing by emailing us at GDPR@polar-systems.co.uk or alternatively writing to us at:
Data Processor
Polar Systems Ltd
Oldmedow Road
Hardwick Industrial Estate
Kings Lynn
Norfolk
PE30 4LA
You can also speak to a member of staff on 01553 691472 who will put you in contact with the (GDPR) Data Processor.
In line with legal requirements, we do not have a data protection officer due to the nature and volume of our processing activities. However, we have appointed a (GDPR) Data Processor who will act in an equivalent capacity.
Once we receive your request we will ask you to verify your identity and ask you to specify the data or processing activity that you require so that we can confirm your expectations and respond within one month.
We do have the right to refuse a DSAR should it be manifestly unfounded or excessive and we can apply a reasonable fee and/or extend the time to respond should the request be complex (in which case you would be informed within 1 month).
We do have the right to charge a reasonable fee if you make numerous requests for the same information.
10.3 Your right to rectification
Where personal data is inaccurate or incomplete you have the right for it to be rectified on our systems. In such cases, we will act promptly to put things right.
So that we can quickly resolve your query we may ask you to provide some supporting evidence to show that the data needs to be altered.
If you require your personal data to be rectified you can speak to the (GDPR) Data Processor on 01553 691472 who will deal with the request or email GDPR@polar-systems.co.uk
10.4 Your right to erasure
This enables you to ask us to delete or remove personal data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to withdraw consent (see below).
Sometimes, however, we may refuse a request to erase such data in order, for example, to comply with a legal obligation.
If you require your personal data to be erased you can speak to the (GDPR) Data Processor on 01553 691472 who will deal with the request or email GDPR@polar-systems.co.uk
10.5 Your right to restricted processing
This enables you to ask us to restrict the processing of your personal data. For example, if you do not want us to erase your data you may ask us to restrict our processing activities instead. A good example would be electronic invoicing.
If you require your personal data to be restricted you can speak to the (GDPR) Data Processor on 01553 691472 who will deal with the request or email GDPR@polar-systems.co.uk
10.6 Your right to data portability
To help strengthen your control over your data, you have the right, in certain circumstances, to receive personal data from us in a format that allows you to easily access it.
We may ask you to specify what data you wish us to provide to you, or we may direct you to an existing service that we already provide where you can freely obtain the information. Where we can we will try and provide you with the data in a common format that is transferable with other data controllers.
If you wish to exercise your right to data portability you can speak to the (GDPR) Data Processor on 01553 691472 who will deal with the request or email GDPR@polar-systems.co.uk
10.7 Your right to withdraw consent
In circumstances where you may have provided your consent to the processing of your personal data for a specific purpose, you have the right to withdraw your consent for that specific processing activity at any time. To withdraw your consent you can speak to the (GDPR) Data Processor on 01553 691472 who will deal with the request or email GDPR@polar-systems.co.uk
Once we have received notification that you have withdrawn your consent, we will no longer process your data for the purpose or purposes you originally agreed to, unless we have another lawful basis for doing so such as a contractual or legal reason.
10.8 Your rights relating to automated decision making
At this time no automated decision-making activities currently exist at Polar Systems Ltd.
If you have a concern regarding how we handle your personal data then we kindly request that you inform us about it first so that we can work with you in an effort to resolve it.
You can report a concern or raise a complaint with us initially by contacting your usual contact or the Data Officer on 01553 691472 who will deal with the request
Alternatively, you can write to us by sending your letter to:
Data Processor
Polar Systems Ltd
Oldmedow Road
Hardwick Industrial Estate
Kings Lynn
Norfolk
PE30 4LA
We aim to acknowledge your complaint within two business days and provide a resolution within 28 days. If we are unable to meet this timescale, we will write to notify you in advance.
If you are not satisfied with our proposed resolution to your complaint you can raise the matter directly with the Information Commissioner’s Office (ICO). The ICO will take steps to address your concern and provide guidance and support to us to so that we can put things right.
Details as to how to get in touch with the ICO or report a concern can be found on their webpage www.ico.org.uk
Our website may contain links to other websites. This privacy statement only applies to us so when you link to other websites you should read their own privacy statement.
If you would like to discuss this privacy notice or suggest ways in which we could improve the content or its communication then please contact us on 01553 691472 or GDPR@polar-systems.co.uk