Dear Customers and Suppliers,
In compliance with the General Data Protection Regulation (GDPR) AOD Contracts Limited (AOD Contracts) who operates the AOD Contracts website is committed to protecting the privacy and security of your personal information.
Please find below details of how we collect and use personal information about you before, during and after your working relationship with us, to enable us to be complaint with the General Data Protection Regulation (GDPR).
GDPR covers data that includes the personal identifying information regarding AOD Contracts’s customers and suppliers, and the employee data they choose to share with us.
What data does AOD Contracts hold?
If you are a AOD Contracts customer, you may have provided us with the following:
• The names and contact details of people involved in the purchase and/or use of our products and services
• Invoicing and Delivery addresses for orders placed
We also retain:
• The name and contact details given of any additional people involved in the use of our products and services. This may include any email and mobile telephone contact information provided for the purposes of messaging you.
• History of Purchase Orders for the use by customer service. This includes the serial numbers of equipment to check warranty status, and the purchase dates and periods of any Support Services.
No personally identifying information beyond the initial scope of providing products or services is asked for nor retained by AOD Contracts.
If you are a supplier to AOD Contracts you will have provided us with the following:
• The name and contact details of people involved with accepting and processing orders placed by AOD Contracts, and;
• Financial details required by AOD Contracts in order to make payment for orders
Other Non-Customer Contacts
If you choose to provide AOD Contracts with identifying information such as your name, email address and/or phone number in response to direct marketing activities including trade shows, AOD Contracts and AOD Contracts websites and meetings in-person; the details provided to us are used exclusively for the transmission of relevant/requested materials directly following the show, meeting or similar.
The details given are retained for no longer than their immediate use (i.e. making contact for the purposes of discussing relevant products and solutions). The details are then discarded; not used for subsequent marketing activities.
How is my data stored and used by AOD Contracts?
Personal data as defined above is used exclusively by AOD Contracts to process and support existing business activities. This data is not shared with any third parties for the purposes of marketing. Information directly relating to the physical delivery of goods to customers’ specified locations is shared with our chosen delivery partners, who themselves are subject to GDPR legislation as data processors.
All data is held securely in an encrypted format. Data pertaining to customer accounts and purchases is stored using AOD Contracts’s chosen Customer Relationship Management (CRM) service. This data is accessible only by select AOD Contracts personnel and, as mentioned previously, is limited to information directly related to delivering products and services. No access is available externally, including by those about whom it relates.
This data is updated when subsequent orders are made by customers, or when AOD Contracts orders from our suppliers. Updated information (primary contacts, email and physical addresses, and phone numbers) replaces previously held information. No record of the previous details are held within our CRM, with the exception of any documentation generated prior to the change.
The personally identifying data described here is held indefinitely for the purposes of delivering our products and services until such time as customer/supplier relationship is terminated, or upon request by the customer/supplier. We will share your personal information with third parties only where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.
AOD Contracts Website
AOD Contracts’s websites may employ username and password protection on some content in order to restrict access to product information.
If you have registered as a user on our website, your registration will have included a contact email address. This information is not used or shared for any purpose beyond automated messaging from our website. All details are held securely in an encrypted format within the website hosting environment.
Right to be Forgotten (Right to Erasure)
As mentioned above, the personal data held by AOD Contracts is done so indefinitely until such time as relationship between us and our customer/supplier is terminated, or the customer/supplier updates their information or requests for it to be deleted.
If you would prefer AOD Contracts to delete any specific data regarding yourself or your company, please submit your request to: gdpr @ aodcontracts.co.uk (please remove spaces in email address)
If the details in question are already outside of periods in which we are legally obligated to maintain records, are not the subject of legal investigation, etc.; this information will be erased in a timely manner.
Data Protection Officer
We have appointed a data privacy manager to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact our privacy manager at gdpr @ aodcontracts.co.uk (please remove spaces in email address).
Changes to This Privacy Notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
What we collect
We may collect the following information:
- contact information including email address
- demographic information such as postcode, preferences and interests
- other information relevant to customer surveys and/or offers
What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
- Internal record keeping.
- We may use the information to improve our products and services.
- We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
- From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
Cookies in Use on This Site
Our cookies help us:
Make our website work as you’d expect
Save you having to login every time you visit the site
Remember your settings during and between visits
Improve the speed/security of the site
Allow you to share pages with social networks like Facebook
Continuously improve our website for you
Collect any personally identifiable information (without your express permission)
Collect any sensitive information (without your express permission)
Pass personally identifiable data to third parties
Pay sales commissions
You can learn more about all the cookies we use below
More about our Cookies
Website Function Cookies
Our own cookies
Determining if you are logged in or not
Remembering your search settings
Allowing you to add comments to our site
There is no way to prevent these cookies being set other than to not use our site.
Third party functions
Disabling these cookies will likely break the functions offered by these third parties
Social Website Cookies
So you can easily Like or share our content on the likes of Facebook and Twitter we may include sharing buttons on our site.
The privacy implications on this will vary from social network to social network and will be dependent on the privacy settings you have chosen on these networks.
Anonymous Visitor Statistics Cookies
Turning Cookies Off
You can usually switch cookies off by adjusting your browser settings to stop it from accepting cookies Learn how:
Doing so however will likely limit the functionality of ours and a large proportion of the world’s websites as cookies are a standard part of most modern websites
It may be that you have concerns around cookies relate to so called “spyware”. Rather than switching off cookies in your browser you may find that anti-spyware software achieves the same objective by automatically deleting cookies considered to be invasive. Learn more about managing cookies with antispyware software