Privacy Policy

Our  Privacy Commitment
We have endeavoured to take all precautions necessary under the EU General Data Protection Regulations (GDPR) in order to protect the data which we process.

Who Are We?

‘We’ are Seating Matters and/or Paragon Health, companies registered at 131 Carnamuff Road, Limavady, Northern Ireland, BT49 9JG.

Confidentiality

Our companies practice a high degree of confidentiality in regards to commercial, personal and customer information. We employ a range of measures to ensure the integrity of our data, the availability of relevant information to serve our customers and to fulfil lawful demands from third parties. We have regular training, during induction of new staff and on an ongoing basis for current team members regarding updates to GDPR and the use of our data processing systems and services;

 

Visitors to our websites

When someone visits www.seatingmatters.com, paragonhealth.eu or other websites controlled by our companies, we use a third-party service, Hubspot to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow, Hubspot to make any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be upfront about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

By using our website and providing your personal data to us, you agree to our transfer, storage and processing of that data. We do our utmost to ensure that all reasonable steps are taken to make sure that your data is stored securely. Unfortunately, the sending of information via the internet is not totally secure and on occasion, such information can be intercepted. We cannot guarantee the security of data that you choose to send us electronically, sending such information is entirely at your own risk.

Use of cookies

Cookies are small text files that a website transfers to a site visitor’s hard disk or browser for added functionality, or for tracking website usage. We do not use cookies to gather personal information such as a person’s name or email address. In order to measure the effectiveness of our online presence, we may use cookies to identify repeat visitors to our site and to determine the path visitors take on our site. Any information gathered by the use of cookies is compiled on an aggregate, anonymous basis.

Use of cookies is an industry standard and many websites use them. If you do not wish to receive cookies, or want to be notified of when they are placed, you can set your web browser to do so, if your browser so permits.

Social Media

We use the following social media platforms; Facebook, Twitter, LinkedIn and YouTube. When you contact us through these platforms, including via private message, you should be aware that these platforms may collect your data. Please refer the individual service providers’ Privacy Policies (linked) for more information.

People Who Call Us

When you call our offices, we do not automatically record calls or caller identification details, however, we may on occasion do this – we will let you know if this is the case.

Website & Security Performance

We use a third-party service to help maintain the security and performance of our website. To deliver this service it processes the IP addresses of visitors to our website.

People Who Email Us

Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.

Any information you provide to us, including in any footer or attachments, in an email may be used in conjunction with any of our stated business purposes. If you do not intend this to happen, you must make clear to us your expectations. We do not encrypt emails as a matter of policy.

People Who Make A Complaint To Us

We take any complaints we receive very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. When we receive a complaint, we make up a report containing the details of the complaint, which we sometimes term a ‘non-conformance’. This normally contains the identity of the complainant and any other individuals involved in the complaint. We will only use the personal information we collect to process the complaint and to check on the level of service we provide.

We will keep personal information related to complaints for 3 years.

Job Applicants, Current & Former Employees

When individuals apply to work with us, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau, we will not do so without informing them beforehand unless the disclosure is required by law.

Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed; it will then be destroyed or deleted. We may retain anonymised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.

Your Rights

You have fundamental rights over the data you share with us. These are explained in detail on the Information Commissioner's Website, and we are committed to making it as simple as possible for you to exercise them.

• You may exercise your right to access, erasure, rectification or portability by contacting us to make a request. We encourage you to make the request in a clear, legible format.

• You have the right to request copies of your data, which we will provide in a suitable format.

• You have the right not to be subject to an automated decision which may have a significant impact on you.

• You have the right to object to our processing your data, and if you are unsatisfied with our response, complain to the ICO.

Our Purpose For Collecting Data

We have to hold the details of the people who contact us in relation to our products and services in order to provide them. However, we only use these details to provide the service the person has requested and for closely-related purposes. Any personal data relating to you will be used and recorded by us in accordance with current data protection legislation and this privacy statement.

For example, we might use information about people who have purchased our products/services to carry out a survey to find out if they are happy with the level of service they received.

Emails submitted on our live chat may be used for marketing purposes unless directed not to by the customer. 

If we intend to do anything else with your data, we will inform you at the point of consent.

The lawful basis upon which we will collect and store your data is:

• Explicit Consent – You have agreed that your personal data will be processed in line with this Policy and that you have been informed of the uses of this data. You have the right to withdraw this consent at any time. Your consent is recorded and is auditable.

• Contractual Necessity – Your personal data will be processed because it is necessary in order to enter into or perform a contract with you.

• Compliance with Legal Obligations – Your personal data will be processed on the basis that we have a legal obligation to perform such processing.

To protect your data we have put in place security precautions which include but are not limited to:

• Physical and administrative security measures at our offices.

• Firewalls and continuously updated antivirus programmes.

• Encrypted storage.

Our company data is stored in the following locations:

• On servers in our office in Northern Ireland.

• Across several sites connected by a secure communications system.

• By a secure cloud storage provider with data centres in the United States.

For the purposes of GDPR, we are resident in the United Kingdom, and regulated by the Information Commissioner’s Office. We do not carry out any data processing outside of the EEA; if that changes, we will inform you.

We do not share data with third parties, other than those whose services we use for payroll, marketing, and IT. Where we transfer any data to a third party, we have put in place all necessary controls to ensure the protection of privacy. If data were to be transferred outside the EU, we will ensure legal safeguards are in place to legitimise such transfers of personal data.

Your data, including the records of any transaction you make with us, will be stored in accordance with our retention policy, and depending on the nature of the record. For example, financial records will be retained for 7 years as this is common practice.

If you have any questions about us or how we handle your data, please contact us at accounts@seatingmatters.com.

Revisions

We commit to regular testing of these processes to enable us to assess and evaluate the effectiveness of the measures mentioned in this document. Where opportunities for improvement, or further compliance with the law are found, these will be enacted as soon as practicable.

Privacy Notice

We have endeavoured to take all precautions necessary under the EU General Data Protection Regulations in order to protect the data which we process.

Seating Matters reserves the right to modify or amend this Statement at any time. The effective date will be displayed at the end of this statement. To keep visitors informed, Seating Matters will notify users of changes to our Privacy Statement by prominently identifying the modification date at the end of this statement.

Last modified 20 Oct 2020