Privacy Policy

1. We may collect the following information about you:

Information you give to us - You may provide us with personal information by filling in a form, contacting us by phone/e-mail or in person. This includes information you provide us with if you complete an account form on behalf of a business, if you complete an application form or otherwise apply for a job here, either directly, or via a third party.

The information you give us depends on the reason for you contacting us, but may include your name, job title, address, date of birth, e-mail address, phone number, financial and debit card information, personal identification documents or data relating to access.

Information we collect about you - We use cookies to automatically collect information about individuals who visit our website.

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

TG uses cookies to improve the performance of this website on your device. Without cookies, website features such as shopping baskets and members' areas could not work as they do now.

These cookies are stored only in the browser and are not accessed by or shared with any other service or third party.

You have the option to opt-in or opt-out of receiving cookies:

Users who opt-in will continue to let the browser store the aforementioned cookies.

Users who opt-out will have the browser delete all the cookies stored under the thomas-graham.co.uk domain.

Information we receive from other sources - We work closely with other organisations, such as business partners, sub-contractors, analytics providers, search information providers, and we may receive information about you from them. For example, we could gain access to your business contact details via recognised business data providers who collate information from sources including publicly available information such as Companies House. We may also be given your contact details by our primary contact at your organisation, if they think that you would benefit from receiving services from TG or benefit from engaging in our activities.

The categories of information we receive from these sources may include your name, address, date of birth, e-mail address, phone number, financial and debit card information, personal identification documents, data relating to access or dietary requirements and political opinion.

2. Use of your information

We need to obtain, store and use information about you for legitimate business purposes - namely so that you can enjoy and benefit from our services. We may use information we hold about you in the following ways:

• To confirm your identity
• To notify you on updates to your order
• To administer the trade account of your company/organisation
• To let you know about other relevant services; both ours and those of other parties whose products and services we have agreed should be made available to you (see the section below on 'Contacting you' for more information about this)
• To update and correct our customer records
• To carry out statistical and market analyses, including benchmarking exercises, to enable us to understand you better and improve our services
• To develop, test and improve our systems
• To notify you about changes to our services
• To administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes
• To improve our website to ensure that content is presented in the most effective manner for you and for your computer
• We record CCTV footage for both the security and well-being of visitors to any of our premises

We may combine information we receive from other sources with information you give to us for the purposes set out above (depending on the types of information we receive).

3. Contacting you

An important part of our work is communicating with our customers and suppliers, telling them about our activities and how we are supporting their interests, and updating them on changes to their orders and services. To do so, we use personal information to keep in touch with individuals within our customer and supplier base, as well as partners and other individuals.

We will use the contact information you have given us to send you important information. This may be by post, email, text message or telephone.

We may also use the information we hold about you in order to provide you with information about other products or services we feel may interest you.

Because we operate primarily with businesses rather than individuals, we do not generally seek your consent to send you marketing communications. We believe that such communications are both in our legitimate interests, to raise awareness of our work and promote our services, and in your interests. However, you do have the right to ask us to stop sending you marketing communications. If you would like to stop receiving these, please visit the preferences page or contact DPO@thomas-graham.co.uk to update your preferences.

4. Sharing your information

We may share your information with selected third parties including:

• Our software and website developers
• Online service providers such as payment gateways, marketing systems and survey tools
• TG's payroll and benefits providers, as well as building management (internal staff only)

We may also share your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect our rights, property, or safety of our customers, or others.

5. Our legal basis for collecting, holding and using your information

Data protection law sets the lawful legal bases (or ‘conditions’) which allow us to collect, hold and use your personal information. For TG, these are:

• For the purposes of our own legitimate interests. We believe that we have a legitimate interest in being able to provide our services to our customers and suppliers. As set out in this notice, this sometimes requires us to collect and use personal information about individuals. We only use this legal basis where these interests are not overridden by your interests and fundamental rights or and freedoms.
• Where we have entered into a contract with you. In these circumstances, we may need to process your personal information in order to fulfil the contract. For example, this may apply if you purchase a product from one of our branches.
• Where we are under a legal obligation to process personal information. For instance, we are required to collect certain information in accordance with our obligations under equalities legislation.

6. Security and storage of your personal information

Of the information about you that we collect, we will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

• We will generally keep personal information about you no longer than is needed for us to carry out the functions described in section 2 of this notice.
• We will usually delete personal information that we collect related to our events after three months. However, we may retain some information (such as attendance records) for longer where it is in our legitimate interests to do so.

We will keep personal information held as part of our accounts records, however, we will only keep this in line with legal requirements. If the account is ever closed then we will delete the majority of records and only retain the minimum information necessary to deal with any future issues.

7. Your rights

You have the right to request access to your own personal information. This is sometimes known as a 'subject access request'.

You also have the right to ask us not to process your personal data for direct marketing purposes.

You can exercise this right by contacting DPO@thomas-graham.co.uk, by following the links at the bottom of this privacy policy, or by following the link included in each communication you receive from TG.

From 25 May 2018, you will have additional rights to request from us that:

• Any inaccurate information we hold about you is corrected
• Your information is deleted
• We stop using your personal information for certain purposes
• Your information is provided to you in a portable format
• Decisions about you are not made by wholly automated means
• Many of the rights listed above are limited to certain defined circumstances and we may not be able to comply with your request. We will tell you if this is the case.

If you choose to make a request to us, we will aim to respond to you within one month. We will not charge a fee for dealing with your request.

If you are dissatisfied with how we are using your personal information or if you wish to complain about how we have handled a request, then please contact our Data Protection Officer and we will try to resolve any issues you may have.

You also have the right to complain to the Information Commissioner's Office, which is the statutory regulator for data protection law. Find details of how to complain to the ICO.