Privacy Policy

PRIVACY AND COOKIES POLICY

We want everyone who works with us to feel confident and comfortable with how any personal information you share with us will be looked after or used. This Privacy Policy sets out how we collect, use and store your personal information (this means any information that identifies or could identify you). The Comfy Workplace’s (TCW) Privacy Policy may change so please remember to check back from time to time. We are committed to treating you with respect and openness.

1. Who we are TCW is committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner. We are a “data controller” for the purposes of the Data Protection Act 1998 and (from 25 May 2018) the EU General Data Protection Regulation 2016/679 (“Data Protection Law”). This means that we are responsible for, and control the processing of, your personal information. For further information about our privacy practices, please contact our Data Protection Officer by: • Writing to The Comfy Workplace, Metropolitan House, Longrigg, Gateshead, NE16 3AS • Emailing to melanie@comfyworkplace.co.uk

2. How we collect information about you Everything we do, we do to ensure that we can provide first class products and services to support businesses and individuals in the workplace and at home with any ergonomic concerns and their office furniture needs. We want to make sure you receive the communications that are most relevant to you, be it through visiting our website or receiving emails, post or phone calls. We want to make sure you receive the best attention when you contact us, become a customer, contractor or supplier. We may collect information from you in the following ways: When you interact with us directly: This could be if you ask us about our products and services, register with us for mailings, ask a question about our services, purchase something, apply for a job or otherwise provide us with your personal information. This includes when you phone us, visit our website, make a purchase from us, or get in touch through the post, or in person.

When you interact with us through contractors or suppliers working on our behalf: This could be via our installation and delivery contractors or with one of our suppliers acting on our behalf.

When you interact with us through third parties: This could be if you pay via a third party or engage with us via a third party.

When you visit our website: We gather general information which might include which pages you visit most often and which products or services are of most interest to you. We may also 2 track which pages you visit when you click on links in emails from us. We also use “cookies” to help our site run effectively. There are more details below – see ‘Cookies’. We use this information to personalise the way our website is presented when you visit to make improvements and to ensure we provide the best service and experience for you. Wherever possible we use anonymous information which does not identify individual visitors to our website. From other information that is available to the public: In order to tailor our communications with you we may collect information about you from publicly available sources or through third party subscription services or service providers.

3. Information we collect and why we use it Personal Information Personal information we collect includes details such as your name, date of birth, email address, postal address, telephone number and credit/debit card details (if you are buying a product or service or supply us with a product or service), as well as information you provide in any communications between us. You will have given us this information whilst registering with us, requesting a visit, placing an order or any of the other ways to interact with us. We will mainly use this information: • To process your payments and verify any financial transactions. • To provide the services or goods that you have requested. • To update you with important administrative messages about your order or services or goods you have requested. • To keep a record of your relationship with us. If you do not provide this information, we may not be able to recommend or provide goods and services you have requested. We may also use your personal information: • To contact you about our products and services (see section 6 on ‘Marketing’ below for further information). • To invite you to participate in surveys or research. Sensitive Personal Information If you share your personal experience or the experiences of a colleague or associate, we may also collect this information. If you provide us with any Sensitive Personal Information by telephone, email or by other means, we will treat that information with extra care and confidentiality and always in accordance with this Privacy Policy. 3 4. Profiling: making our work more unique to you We want to improve how we talk to you and the information we provide through our website, services, products and information. To do this we may sometimes use profiling and screening methods so that we can better understand our customers, contractors and suppliers, your preferences and needs to provide a better experience for you. We may carry out targeted marketing activities using profiling techniques based on the information that we hold about you. We may also work with third party organisations who provide additional insight and general information about you that is publicly available. This information can be appended to the information that you have provided which allows us to use our resources more effectively by better understanding the background of our customers, contractors and suppliers. You can of course opt out of this activity at any time. To do this, please email melanie@comfyworkplace.co.uk with the subject line ‘Please stop analysis of my data’ or by contacting Melanie at The Comfy Workplace, Metropolitan House, Longrigg, Gateshead, NE16 3AS. 5. Legal basis for using your information In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you (for example, because you have purchased or supplied goods and services). However, there are other lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’. This means that the reason that we are processing information is because there is a legitimate interest for TCW to process your information. Whenever we process your Personal Information under the ‘legitimate interest’ lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance. Some examples of where we have a legitimate interest to process your Personal information are where we contact you about our company via post, use your personal information for data analytics, conducting research to better understand who our customers, contractors and suppliers are, improving our services, for our legal purposes (for example, dealing with complaints and claims), or for complying with our legal responsibilities. 6. Marketing We will only contact you about our products and services by phone, email or text message, if you have agreed for us to contact you in this manner. However, if you have provided us with your postal address we may send you information about our company by mail unless you have told us that you would prefer not to hear from us in that way. You can update your choices or stop us sending you these communications at any time by contacting melanie@comfyworkplace.co.uk. 7. Sharing your Information 4 The personal information we collect about you will mainly be used by our staff. We will never sell or share your personal information with other organisations so that they can contact you for any marketing activities. Nor do we sell any information about your web browsing activity. We may however share your information with our trusted contractors and suppliers who work with us or on our behalf to deliver our goods and services, however processing of this information is always carried out under our instruction. We make sure that they store the data securely, delete it when they no longer need it and never use it for any other purposes. Some examples of where we may share your information are with our fulfilment partners who help to create and send information to you to reduce our costs, with our contractors who help us to fulfill your orders. Legal disclosure We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority); or, in order to enforce our terms and conditions of sale and other agreements. 8. Keeping your information safe We take looking after your information very seriously. We’ve implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss. Unfortunately, the transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site. Our website may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that web sites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites. 9. How long we hold your information for We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations (for example financial retention periods). 10. Your rights You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting Melanie Ayre at The Comfy Workplace, Metropolitan House, Longrigg, Gateshead, NE16 3AS; or by email to melanie@comfyworkplace.co.uk. You can also make a complaint to the data protection supervisory authority, the Information Commissioner’s Office, https://ico.org.uk/ 5 Right to be informed The right to be informed encompasses our obligation to provide ‘fair processing information’, typically through a privacy notice. It emphasises the need for transparency over how we use personal data. What information must be supplied? The GDPR sets out the information that we should supply and when individuals should be informed. The information we supply is determined by whether or not we obtained the personal data directly from individuals. The information we supply about the processing of personal data must be: concise, transparent, intelligible and easily accessible; written in clear and plain language; and free of charge. Right of access Individuals have the right to access their personal data and supplementary information. The right of access allows individuals to be aware of and verify the lawfulness of the processing. Right to rectification The GDPR gives individuals the right to have personal data rectified. Personal data can be rectified if it is inaccurate or incomplete. Right to erasure The right to erasure is also known as ‘the right to be forgotten’. The broad principle underpinning this right is to enable an individual to request the deletion or removal of personal data where there is no compelling reason for its continued processing. Right to restrict processing Individuals have a right to ‘block’ or suppress processing of personal data. When processing is restricted, we are permitted to store the personal data, but not further process it. We can retain just enough information about the individual to ensure that the restriction is respected in future. 6 Right to data portability The right to data portability allows individuals to obtain and reuse their personal data for their own purposes across different services. It allows them to move, copy or transfer personal data easily from one IT environment to another in a safe and secure way, without hindrance to usability. Right to object Individuals have the right to object to: processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling); direct marketing (including profiling); and processing for purposes of scientific/historical research and statistics. Rights related to automated decision making including profiling The GDPR provides safeguards for individuals against the risk that a potentially damaging decision is taken without human intervention. We must identify whether any of our processing operations constitute automated decision making and consider whether we need to update our procedures to deal with the requirements of the GDPR. 7 11. Cookies ‘Cookie’ is a name for a small file, usually of letters and numbers, which is downloaded onto your device, like your computer, mobile phone or tablet when you visit a website. They let websites recognise your device, so that the sites can work more effectively, and also gather information about how you use the site. A cookie, by itself, can’t be used to identify you. How do we use cookies? We use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you come to our website and also allows us to improve the user experience. No cookies, please You can opt out of all our cookies (except the strictly necessary ones). But, if you choose to refuse all cookies, our website may not function for you as we would like it to. If you have any questions about how we use cookies, please contact Melanie Ayre. 12. Monitoring Your communications with our team (including by telephone or email) may be monitored and/or recorded for training, quality control and compliance purposes to ensure that we continuously improve our customer service standards. To find out more about this policy and how we look after your personal information, contact Melanie Ayre