We, Comex Services (also referred to as “we”, “us”, or “our”) are a registered company in England (Company no. 16143227). Our registered address is Unit 5/6 Citygate, Blantyre Street, Manchester, M15 4JJ.
For any questions or concerns relating to this Privacy Policy or our data protection practices, or to make a subject access or any other request regarding the information we hold, please contact us by:
Post: Compliance Department at Comex Services, Unit 5/6 Citygate, Blantyre Street, Manchester, M15 4JJ
Email: enquiries@comexservices.co.uk
Phone: 0330 202 0202
The Purpose of This Notice:
In accordance with the General Data Protection Regulation and related UK data protection legislation, we are committed to protecting the confidentiality and security of the information that you provide to us. This Notice is designed to help you understand what kind of information we collect in connection with our products and services and how we will process and use this information. In the course of providing you with products and services we will collect and process information that is commonly known as personal data.
This Notice describes how we collect, use, share, retain and safeguard personal data. This Notice sets out your individual rights; we explain these later in the Notice but in summary these rights include your right to know what data is held about you, how this data is processed and how you can place restrictions on the use of your data.
What is Personal Data?
Personal data is information relating to an identified or identifiable natural person. Examples include an individual’s name, age, address, date of birth, their gender and contact details. Personal data may contain information which is known as special categories of personal data. This may be information relating to an individual’s health, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic and biometric data, or data relating to or sexual orientation. Personal data may also contain data relating to criminal convictions and offences. For the purposes of safeguarding and processing criminal conviction and offence data responsibly, this data is treated in the same manner as special categories of personal data, where we are legally required to comply with specific data processing requirements.
Personal Data We Collect
In order for us to arrange business services, for you we will collect and process personal data about you. We will also collect your personal data where you request information about our services, customer events, promotions and campaigns. We may also need to collect personal data relating to others in order to arrange business services. In most circumstances, you will provide us with this information. Where you disclose the personal data of others, you must ensure you are entitled to do so. You may provide us with personal data when completing online quote or contact forms, when you contact us via the telephone, when writing to us directly via post, email or SMS or where we provide you with paper-based forms for completion or we complete a form in conjunction with you. We also share personal data with authorised third parties, this is necessary where we are required to do so by law, where we need to administer our business, to quote for, source, place and administer your business service. Some examples follow:
Utility Providers; water, energy.
Payment providers
Broadband and telecoms providers
Premium finance providers;
Credit reference agencies;
Debt recovery agencies;
Claims handling companies;
Insurance brokers;
Regulators.
With your consent we may also share your personal data within our group of businesses to offer you products and services that may be of interest to you. We will collect your personal data when you visit our website, where we will collect your unique online electronic identifier; this is commonly known as an IP address. We may also record your visit to our website via online tracking software using JavaScript. Users are selected at random for this visualisation behavioural monitoring for the purpose of generating an exceptional user experience on our website.
We will also collect electronic personal data when you first visit our website where we will place a small text file that is commonly known as a cookie on your computer. Cookies are used to identify visitors and to simplify accessibility, and to monitor visitor behaviour when viewing website content, navigating our website and when using features. For more information, please see our Cookie Policy.
We may record your communications with us when contacting our customer service, complaints and other customer focused functions.
Where we collect data directly from you, we are considered to be the controller of that data i.e., we are the data controller. Where we use third parties to process your data, these parties are known as processors of your personal data. Where there are other parties involved in setting up your business services they may also process your data in which circumstance we will be a joint data controller of your personal data. A data ‘controller’ means the individual or organisation which, alone or jointly with others, determines the purposes and means of the processing of personal data. A data ‘processor’ means the individual or organisation which processes personal data on behalf of the controller.
As a provider of business multi services, we will process the following categories of data:
• Personal data such as an individual’s name, address, date of birth, gender, and contact details.
We will not collect any special category data as part of process. If you object to the collection, sharing and use of your personal data we may be unable to provide you with our products and services.
For the purposes of meeting the Data Protection Act 2018 territorial scope requirements, the United Kingdom is identified as the named territory where the processing of personal data takes place. If you require more information about our multi services or further details on how we collect personal data and with whom we share data with, please contact our Team by e-mailing enquiries@comexservices.co.uk.
Why Do We Need Your Personal Data?
We will use your personal data for the performance of our contract with you, to quote for and provide you with multi-services, to administer our business, to respond to any requests from you about services we provide and to process complaints.
We will also use your personal data to manage your account, perform statistical analysis on the data we collect, for financial planning and business forecasting purposes and to develop new and market existing products and services.
In purchasing our products and services you should understand that you are forming a contract with us. If you contact us for a quote or request details on the services we provide, we consider ourselves as having a legitimate business interest to provide you with further information about our services. In some situations, we may request your consent to market our products and services to you, to share your data or to transfer your data outside the UK and European Economic Area.
Where we require consent, your rights and what you are consenting to will be clearly communicated to you.
Where you provide consent, you can withdraw this at any time by contacting our Team by e-mailing enquiries@comexservices.co.uk. You should be aware that we use automated decision making (services/tools and techniques) to check for customer suitability to our products, for example we might perform a credit search to check an individual’s solvency and credit rating.
We also analyse data to identify products and services that customers may be interested in; this is commonly known as profiling.
You have the right to object to the use of profiling activities and the use of automated decision making (services/tools and techniques).
Please contact our Compliance Team if you object to the use of, or you have any questions relating to the use of, your data, the retention of your personal data or the use of profiling and automated decision-making services/tools and techniques.
You can opt out of receiving marketing services by e-mailing enquiries@comexservices.co.uk.
How Long Will We Keep Your Data?
We will retain your personal data at the end of any contractual agreement for a period of 7 years. Where you have requested a quote, we will retain your personal data for 7 years, where you have contacted us for details of our services and products, we will retain your personal data for 18 months. Where you or law enforcement agencies inform us about any active investigation or potential criminal prosecution, we will comply with legal requirements when retaining this data.
The retaining of data is necessary where required for contractual, legal or regulatory purposes or for our legitimate business interests for statistical analysis (profiling) and product development and marketing purposes. Sometimes we may need to retain your data for longer, for example if we are representing you or defending ourselves in a legal dispute or as required by law or where evidence exists that a future claim may occur.
International Transfers of Personal Data
We send limited data to third parties based outside of the UK to countries where data protection laws may not provide the same level of protection as the European Economic Area. This is necessary for the purposes of administering our business. We will take steps to ensure your data is adequately protected such as entering into ‘standard data protection clauses’. Such parties are not permitted to use your personal data for any other purpose than for what has been agreed with us. These parties are also required to safeguard your personal data through the use of appropriate technical and organisational data security measures and are prohibited from disclosing or sharing your data with other third parties without our prior authorisation, or unless as required by law. Please contact our Compliance Team for a list of countries and organisations your personal data is transferred to.
Your Rights
Individuals are provided with legal rights governing the use of their personal data. These grant individuals the right to understand what personal data relating to them is held, for what purpose, how it is collected and used, with whom it is shared, where it is located, to object to its processing, to have the data corrected if inaccurate, to take copies of the data and to place restrictions on its processing. Individuals can also request the deletion of their personal data. These rights are known as Individual Rights under the Data Protection Act 2018. The following list details these rights:
The right to be informed about the personal data being processed;
The right of access to your personal data
The right to object to the processing of your personal data
The right to restrict the processing of your personal data;
The right to rectification of your personal data;
The right to erasure of your personal data;
The right to data portability (to receive an electronic copy of your personal data);
Rights relating to automated decision-making including profiling.
Individuals can exercise their Individual Rights at any time. As mandated by law we will not charge a fee to process these requests, however if your request is considered to be repetitive, wholly unfounded and/or excessive, we are entitled to charge a reasonable administration fee. In exercising your Individual Rights, you should understand that in some situations we may be unable to fully meet your request, for example if you make a request for us to delete all your personal data, we may be required to retain some data for taxation, prevention of crime and for regulatory and other statutory purposes. You should understand that when exercising your rights, a substantial public or vital interest may take precedence over any request you make. In addition, where these interests apply, we are required by law to grant access to this data for law enforcement, legal and/or health related matters. The flow of data within the business multi-service sector is complex and we ask you to keep this in mind when exercising your ‘rights of access’ to your information. Where we may be reliant on other organisations to help satisfy your request this may impact on timescales. If you require further information on your Individual Rights or you wish to exercise your Individual Rights, please contact our Compliance Team by e-mailing enquiries@comexservices.co.uk or by writing to Complaints Team, Comex Services, Unit 5/6 Citygate, Blantyre Street, Manchester, M15 4JJ.
Protecting Your Data
We will take all appropriate technical and organisational steps to protect the confidentiality, integrity, availability and authenticity of your data, including when sharing your data within our business and authorised third parties.
Complaints
If you are dissatisfied with any aspect of the way in which we process your personal data please contact our Complaints Team by emailing enquiries@comexservices.co.uk. You also have the right to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office (ICO). The ICO may be contacted via its website which is https://ico.org.uk/concerns/, by live chat or by calling their helpline on 0303 123 1113.
How to Contact Us
If you have any questions regarding this Notice, the use of your data and your Individual Rights please contact our Team at Comex Services, Unit 5/6 Citygate, Blantyre Street, Manchester, M15 4JJ, or by e-mailing enquiries@comexservices.co.uk.