Tapeswitch Ltd privacy statement and fair processing notice

Your guide as to how we handle personal data (information that could identify you).

Overview

The data controller is Tapeswitch Ltd.

We handle and share data only for the purposes necessary to operate our business and provide our products and services or as required by law. Where we do share data, the organisations we share it with have agreed to use it only for these purposes.

To ask us what personal data we hold on you, to delete your personal data if we no longer need the data, or to object to the processing of your data where we are relying on the legal basis of legitimate interest, email info@tapeswitch.co.uk

Electronic data is kept on our own UK servers, which have appropriate security measures in place. Paper-based data is kept securely.

If you have any complaints about how we have treated your personal data, contact the UK information Commissioner.

What data we collect and how we use it depends on who you are. We have grouped people into the following categories:

  • Visitors to the Tapeswitch Ltd website
  • Customers
  • Business contacts, enquirers, and potential suppliers
  • Customers and prospective customers
  • Suppliers
  • Employees, workers and sub-contractors
  • Job applicants

Read on for information about each category.

Visitors to the Tapeswitch Ltd website

We collect data about website visits. This may include IP addresses as well as device used, location and details about how the visitor found and explored the site. We collect this data to help us understand how people use the site so that we can improve it. To collect the data we use cookies.

Cookies are files sent by web servers (where the website sits) to web browsers (the software you use to view websites). Cookies usually don’t contain information that identifies the user but there might be links between the personal data we hold on someone and the information cookies provide.

Data is shared with Google who use it in accordance with their privacy policy.

You can disable cookies in your web browser. The help menu in the browser will tell you how to do this.

Business contacts, enquirers, and potential suppliers

Legal basis for handling personal data for business contacts, enquirers, and potential suppliers

The legal basis on which we handle personal data for enquirers, business contacts, and potential suppliers is legitimate interest. The legitimate interests are those of responding to enquiries and marketing our business and of researching suppliers we might want to use. We will only use legitimate interest as a basis where we have checked that your rights and freedoms do not override our interests.

Data we may hold

  • Names of contacts within the business concerned
  • Business addresses of contacts
  • Telephone numbers for contacts
  • Email addresses for contacts
  • Photographs and video recordings (for example, from trade shows)
  • Trade references (for potential suppliers)
  • Information given in business emails

Where we collect data from

We collect data from individuals at the organisations concerned. We also collect data indirectly from publicly available sources including social media and from trade referees (for potential suppliers). We may also collect data from third party contacts who tell us about others who might be interested our products and services or who recommend suppliers to us.

How we use the data

We use business contact, enquirer, and potential supplier personal data to provide information about our products and services, to enquire about products and services we might want to buy, and to communicate in relation to working together. We respond to enquiries and may also contact people directly to introduce new products we think might be of interest. We may use trade references as part of our due diligence in researching potential suppliers. With your permission, we may use photographs and video recordings to promote our products and services.

Who we share personal data with

We may also share personal data with organisations who provide services to us including cloud-based software providers. The list of providers is subject to change. To find out current details, email info@tapeswitch.co.uk.

How long we keep personal

We keep personal data for as long as we think you might be interested in our products and services or we might be interested in yours.

Customers and prospective customers

Legal basis for handling personal data for customers and prospective customers

Where you are buying products or services from us, or you have asked us to do something before entering into a contract (for example, give you a quote), the legal basis for our use of personal data is that of contract. We may also rely on the basis of legitimate interest if we are contacting you in relation to prospective business. The legitimate interest is that of marketing our products and services. We will only use legitimate interest as a basis where we have checked that your rights and freedoms do not override our interests.

Data we may hold:

  • Names of contacts within the business concerned
  • Invoice address
  • Business address(es) of contacts
  • Delivery address
  • Telephone numbers for contacts
  • Email addresses for contacts
  • VAT numbers
  • Company credit reports and trade references
  • Company registration number
  • Photographs and video recordings
  • Recordings of telephone conversations
  • Information given in business emails

We don’t store payment card details.

Where we collect data from

We collect data from individuals at the customer organisation and from publicly available sources including social media. We may also collect data from referencing and credit check agencies and from third party contacts who tell us about others who might be interested our products and services.

How we use the data

We use customer and prospective customer data to communicate in relation to providing our products and services and to collect payment. We may also contact people directly about follow-up and repeat orders and to introduce new products we think might be of interest. With permission, we may use photographs and video recordings for promotional purposes.

Who we share personal data with

We may also share ersonal data with third party organisations who provide services to us including our accountant, our bank, and cloud-based software providers. The list of providers is subject to change. To find out current details, email  info@tapeswitch.co.uk

How long we keep personal data

If you do business with us we will keep your personal data for 7 years to meet tax and finance reporting regulations. We may in any case keep personal data for as long as we think you might be interested in our products and services.

Suppliers and prospective suppliers

Legal basis for handling personal data for suppliers

Where we are buying products or services from you, or we have asked you to do something before entering into a contract (for example, give us a quote), the legal basis for our use of personal data is that of contract. We may rely on the basis of legitimate interest if we are contacting you in relation to prospective purchases. The legitimate interest is that of researching suppliers for our business. We may also use the basis of legitimate interest to keep details on file for possible future use once contractual obligations end or pass details on to others who ask us about your products or services. We will only use legitimate interest as a basis where we have checked that your rights and freedoms do not override our interests.

Data we may hold:

  • Names of contacts within the business concerned
  • Invoice address
  • Business address(es)
  • Telephone numbers for contacts
  • Email addresses for contacts
  • VAT numbers
  • Company registration number
  • Bank account numbers
  • Trade references
  • Photographs and video recordings (for example, from trade shows)
  • Recordings of telephone conversations
  • Information contained in business emails

Where we collect data from

We collect data from individuals within supplier organisations and from publicly available sources such as websites. We may also collect data from third party contacts who recommend suppliers to us.

How we use the data

We use supplier data to communicate in relation to buying products and services and to make payment. With permission, we may use photographs and video recordings for promotional purposes.

Who we share personal data with

We may share supplier personal data with other companies within the Tapeswitch group who might be interested in the product or service. We may also share ersonal data with third party organisations who provide services to us including our accountant, our bank, and cloud-based software providers. The list of providers is subject to change. To find out current details, email info@tapeswitch.co.uk.

How long we keep personal data

If we do business with you, we will keep data for 7 years to meet tax and finance reporting regulations. We may in any case keep personal data for as long as we think we might be interested in your products and services.

Employees, workers and sub-contractors

Legal basis for handling employee, worker and subcontractor personal data

Data we may hold:

  • Name
  • Emergency contact name and number
  • Email addresses
  • Date of birth
  • Salary information
  • Bank account details
  • NI number
  • Sickness, maternity and paternity leave records
  • Data on disabilities and health conditions
  • Holiday records
  • Application letters, forms and CVs
  • Criminal record information
  • Performance, disciplinary and training records
  • Education and past employment records
  • Photos and video recordings
  • Information contained in business emails
  • Recordings of Tapeswitch Ltd business telephone conversations

Where we collect data from

We collect data directly from employees, workers and subcontractors, customers and other business contacts who work with the individual, and indirectly from publicly available sources including social media. We may also collect data from background check providers, other employers and referees, and other people who work for us.

How we use the data

We use employee, worker and subcontractor personal data to:

  • Enter into employment and subcontractor contracts and meet our obligations under those contracts
  • Meet our legal obligations as employers and respond to any legal claims
  • Manage our workforce
  • Operate our business
  • Keep essential records up to date
  • Provide references

With permission, we may use photographs and video recordings for promotional purposes.

Who we share personal data with

We share job applicant personal data with the people and organisations we collect data from (as above) We may also share personal data with third party organisations who provide services to us including cloud-based software providers. The list of providers is subject to change. To find out current details, email info@tapeswitch.co.uk.

How long we keep personal data

Job applicant data may be held indefinitely.

What happens if you don’t provide personal data

Without the data we ask for, we can’t assess your suitability or make a job offer.