PRIVACY POLICY

About this Site
The gateguys.co.uk website is operated and maintained by gateguys Ltd.

For more information about Gate Guys Ltd, including our company registration number, VAT number and more, see the terms & conditions page.

Introduction
Gate Guys Ltd is committed to protecting the privacy of our customers and visitors. Any information submitted to us will be handled in accordance with this privacy policy.

Your information will not be passed onto a third party unless:

specifically stated below in the What Information we Process section; or
we have your express permission beforehand; or
we are required to disclose it:
by or under any UK enactment;
by any rule of common law; or
by an order of a court or tribunal in any jurisdiction.
GateGuys Ltd may change this privacy policy from time to time by updating this page. Please revisit our Privacy Policy regularly in order familiarise yourself with it, and keep abreast of any changes.

Any minor amendments (such as spelling or grammar corrections, clarifications or additional links) will be highlighted on this page. Any significant changes to what data we collect or how it is handled will be highlighted prominently across the website prior to – and for a reasonable duration after – changes are made.

Any changes will be highlighted as soon as, and for a reasonable duration after, changes are made.

This is version 1.1.0 of the GateGuys.co.uk Privacy Policy. It was last revised on 10th October 2019.

Scope
This privacy policy sets out what information GateGuys Ltd collects when you use the various functions of the GateGuys website, as well as how we use and handle this information.

This privacy policy applies to GateGuys.co.uk only.

What Information we Process
What Data we Collect What we use this data for How long is this data retained? What is our lawful basis for handling and holding the data? Is this data ever passed onto a third party?
Marketing Data
GateGuys Ltd uses a number of methods to keep previous and potential customers informed about our latest offerings and services.

Email Marketing
Gate Guys Ltd maintains several email marketing lists across its various websites.

At the very least, the Marketing Data in these lists consists of your email address, as well as when and to which marketing list you signed up to.

Depending on the email list you opt-in to, additional information such as your name, company name, customer group and industry may be included in our Marketing Data.

When you sign up for an email marketing list, we will always make it clear what information is being added to our marketing list.

This data will not be used in combination with any other information we hold about you without your express permission (see Personalisation section).

Personalisation
In some instances, the information in our Email Marketing Lists may be combined with other information we hold about you (such as your previous Order Details or Cart Contents) in order to provide you with more personalised and relevant product recommendations.

Personalisation is always provided strictly on an opt-in basis, and we will always provide you with concise information about what information is provided for this purpose.

We use the Marketing Data you provide to give you regular updates about our latest products, services and offers via email.

If you opt-in to personalisation, we will provide you with tailored product recommendations, either via email or on our website.

The Marketing Data you provide to us for Email Marketing is stored for as long you stay subscribed to our marketing lists.

The information that is used for personalisation is retained for the periods set out in the Order Details section.

Consent: If you opt-in to email marketing or personalisation, you have given clear consent for us to process your personal data for a specific purpose. This data is shared with our email marketing provider, MailChimp. Mailchimp is operated by The Rocket Science Group LLC.
Google Analytics Data
Gate Guys Ltd uses Google Analytics to analyse how visitors use our site.

If you opt-in to Google Analytics, a cookie is stored on your computer that contains a unique, anonymised ID. This unique ID is a random collection of letters, numbers and symbols, and does not contain any other personally-identifiable information which you may provide to us in another context. The client ID is used to differentiate you from other visitors, as well as determine whether you are a first time or returning visitor.

When Google Analytics is enabled, various details about your computer, browser and visit behaviour are passed on to Google. This information may include, but is not limited to:

Your IP Address
An estimate of what browser and operating system you are using to visit our site
What pages you visit and how long for
Your IP address is collected by the Google Analytics service purely for the purpose of determining the approximate geographic location of visits. Google does not share your IP address with us, and only provides us with an anonymous, approximated geographic location. Gate Guys Ltd employs Google Analytics’ optional IP Anonymization feature. This features removes the final set of digits of your IP address, in order to provide a more anonymised and less accurate estimation of your location.

The techniques that Google employ do not collect personal information such as your name, email address, postal address, or telephone number.

We will not link, or seek to link, any of the above information with any personally identifiable information we hold about you.

The information we collect via Google Analytics is used to help us optimise and improve the way our website works, and ensure our users are able to easily find all the information and services we offer. We have set Google Analytics to remove all data related to an individual client ID 50 months after the final visit to this site (after opting in to analytics). Consent: If you opt-in to Google Analytics, you have given clear consent for us to process your personal data for a specific purpose. This data is passed on to Google Analytics in order to provide us with insights about our website and visitors. Google Analytics is operated by Alphabet Inc.
Raw Access Logs
Gate Guys Ltd uses various technologies to log traffic across our websites. The majority of this data is anonymous, and is not linked to any IP addresses or other personally identifiable information.

However, in addition to this anonymous data, Gate Guys Ltd keeps raw access logs. These raw access logs store the following information about visitors each time a page is accessed:

IP Address
User Agent String
What resource was accessed
What time it was accessed
These raw logs do not contain any other information. The data transferred between your computer and our servers is not logged, only the page accessed.

Gate Guys Ltd keeps these raw logs in order to:

Ensure network and information security.
Ensure we can resist malicious actions that compromise the security of our systems and data, such as brute force entry, DDOS and DOS attacks.
Any data that contains personally identifiable information will be kept for no longer than one month.

However, if we believe an IP Address or range of IP addresses to be behind malicious actions that threaten the security and upkeep of our systems, they will be kept on file as long as we believe they may cause us harm, in order to prevent repeat behaviour.

Legitimate interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party unless there is a good reason to protect your personal data which overrides those legitimate interests. This data will never be passed onto a third party unless we are required to do so by law (see Introduction section).
Registration Information
The following information is collected during registration, and can be amended at any time from the account section of the website or prior to checkout:

Your name and title
Your contact information, including email address, telephone number and fax number (optional)
Your geographic information (shipping and billing addresses)
Your Registration Information is used to:

Create your Gate Guys.co.uk account / log in, which can be logged into again in future to make additional purchases.
Allow us to contact you regarding any issues with your order (only if you order or attempt to order from us, see Order Details section for more information)
To inform you of new products, offers and other promotions via email (only when opted into marketing communications)
Your Registration Information is stored on our website database indefinitely (in order to allow customers to order again with as little delay and hassle as possible) or until such a time that you ask us to remove your account.

If at any time we choose to systematically delete Registration Information, customers will be contacted beforehand in good time if they meet our criteria for removal. We will provide customers with facilities to keep their account in our system if they so wish.

Notices will be posted on our website informing customers of the time of removal, as well as the criteria we used to determine which accounts will be removed (last order date, last login, etc.).

Consent: By creating an Gate Guys.co.uk account, you have given clear consent for us to process your personal data for a specific purpose.
If you opt-in to marketing communications, your Registration Information will be passed onto our email marketing provider, MailChimp (as detailed in the Marketing Data section). Mailchimp is operated by The Rocket Science Group LLC.
When using the “Search for address” field, the postcode you enter is passed on to our address lookup service, PCA Predict. In addition, your IP address is shared with PCA Predict in order to prevent abuse and overuse of this facility. PCA Predict is the trading name and a trademark of GB Group plc. (Company registration number 02415211)
When attempting to pay for your goods, your Registration Information – in addition to your Order Details (see below for details) – are passed onto our Payment Provider WORLDPAY (UK) LIMITED (Company registration number 07316500). Additionally, if you choose to pay with PayPal, this data will be passed on to PayPal (Europe) S.à r.l. & Cie, S.C.A.
Order Details
When you complete the checkout process, the following information is stored in our database, assigned an Order Number, and associated with your Registration Information:

Items purchased
Quantity of items purchased
Prices paid for items, delivery and VAT
The above information is also stored in our database as a failed order if you are transferred to our payment provider (WorldPay) but your payment is not successful.

If you do not log into or sign up for an account when adding products to the cart, this information is not linked to any personally identifiable information.

The Order Details we collect at checkout are used in combination with your Registration Information in order to:

ensure your items reach you in a timely fashion; and
allow us to contact you regarding any issues with your order.
In order to comply with the Companies Act 2006, Gate Guys Ltd keeps accounting records for 6 years from the end of the last company financial year they relate to, or longer if:

they show a transaction that covers more than one of the company’s accounting periods; or
we are otherwise required to by HMRC (for example for compliance check purposes).
Consent: By completing the checkout process, you have given clear consent for us to process your personal data for a specific purpose.
Contract: processing this data is necessary to fulfil our contractual obligations to you.
When attempting to pay for your goods, your Order Details – in addition to your Registration Information (see above for details) – are passed onto our Payment Provider WORLDPAY (UK) LIMITED (Company registration number 07316500). Additionally, if you choose to pay with PayPal, this data will be passed on to PayPal (Europe) S.à r.l. & Cie, S.C.A.
After your order is completed, a subset of your order details (name, email address and order ID) are passed onto our review provider Trustpilot A/S (CVR no. 30 27 65 82)
If you opt-in to Personalisation, your Order Details may be combined with other Marketing Data we hold about you and passed on to our email marketing provider MailChimp in order to provide you with more relevant product recommendations. See Marketing Data section for more details. Mailchimp is operated by The Rocket Science Group LLC.
Enquiry Details
When completing our contact form, the following information is passed on to our internal technical or sales support teams:

Name
Telephone number
Email
Fax Number (optional)
Any information inputted into the message field
Invoice / Order number (optional)
The personally identifiable information we collect when filling out our contact form is used to ensure we can assist you with your enquiry in an efficient manner.
Our policies for email retention differ depending on the purpose of the email message, as well as the content of each particular message. Enquiries sent through this form will be kept at a minimum for as long as an enquiry or support case is still ongoing.

Emails may be archived for a longer period if we believe it necessary to keep the email as a record of fact (i.e. if we believe a dispute over the nature or timing of events may occur).

At most, email communications that do not need to be archived for any legal reasons (such as for accounting and VAT records, or if we believe an email may be relevant to any upcoming legal proceedings) will be kept for no longer than 2 years.

Consent: By submitting your details to our contact form, you have given clear consent for us to process your personal data for a specific purpose.
These details will never be passed onto a third party unless:

we have your express permission beforehand; or
are required to do so by law (see Introduction section).
Your Data and Your Rights
Gate Guys Ltd cares deeply about your privacy. As such, whenever we handle data, we do so in accordance with the Data Protection Act 1998, the Privacy and Electronic Communications Directive 2002, the General Data Protection Regulation, and all other applicable regulations and laws.

Under the GDPR, you have the following rights with regards to your data:

Your Right How we will comply with GDPR
The right to be informed
We endeavour to provide you easily accessible information about how and why we collect and handle your data in a concise, transparent manner.
We aim to produce all such information in clear and plain language.
We will review our privacy policies on a regular basis, and update them whenever we change what data we process or how we handle it.
The right of access
We will comply with any requests to provide an individual with any data of theirs that we hold.
Access requests will be responded to free of charge and in a timely manner (at the latest within one month of receipt).
The right to rectification If you believe that any information we are holding about you is incorrect or incomplete, we will promptly correct any such information (at the latest within one month of receipt).
The right to erasure
Whenever we are legally allowed to do so, we will erase any data we hold when requested by the individual in question. For example, we will delete any user accounts from our websites or remove email addresses from marketing lists whenever a request is made.
In instances where we have to retain data for a certain period due to legal obligations, your data will be erased as soon as the legally binding period has passed. An example of data we are required to keep is accounting records for sales, which we are required to retain for 6 years in order to comply with the Companies Act 2006.
The right to restrict processing
We will comply with requests to restrict processing in accordance with the GDPR.

The right to data portability
We will comply with requests to transmit personal data to another controller in accordance with the GDPR.

The right to object
We will comply with objections to data processing in accordance with the GDPR.

Rights in relation to automated decision making and profiling
If we ever carry out any automated decision making and / or profiling, we will:

Inform you of the logic and nature of the automated decision making and / or profiling.
Take steps to prevent errors, bias and discrimination.
Comply with your right to challenge and request a review of any decision, and to obtain an explanation of the decision.
secure personal data in a way that is proportionate to the risk to the interests and rights of the individual, and that prevents discriminatory effects.
For more information about your data rights, please visit https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

For more information about how to make a subject access request, please visit https://ico.org.uk/for-the-public/personal-information/

If you would to exercise any of the above rights (including removal, rectification and access of data) or simply have any questions, please contact us using the methods in the Contacting Gate Guys Ltd section.

Acknowledgements
Contains public sector information licensed under the Open Government Licence v3.0.

Information Commissioner’s Office, Guide to the General Data Protection Regulation (GDPR) – 22th March 2018, licensed under the Open Government Licence. Certain information in this privacy policy was reproduced and adapted from the Information Commissioner’s Office’s “Guide to the General Data Protection Regulation (GDPR)”. This guide is available for your viewing here: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/
GOV.UK, Running a limited company – Company and accounting records, licensed under the Open Government Licence. Certain information in this privacy policy was reproduced and adapted from GOV.UK’s “Running a limited company – Company and accounting records” guide. This guide is available for your viewing here: https://www.gov.uk/running-a-limited-company/company-and-accounting-records
Contacting Gate Guys Ltd
By Post
Gate Guys Ltd, 1 Alvin Street, Gloucester GL1 3JE
By Telephone
01452 642 000

By Email
info@gateguys.co.uk

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