Privacy Policy

IWS External Privacy Notice

This Privacy Notice (“Privacy Notice”) sets out how the Industrial Workspace Specialists Limited and its group companies (see below) (together "IWS Group") processes your personal data in connection with its business including the provision of the specific IWS Group website at https://iws.group/ and all other websites of the IWS Group entities (together the “Sites”), and provision of our services and products, including from other locations from where goods and services are offered e.g. IWS Group offices, and/or warehouses (together “Services”).

1 Purpose of this privacy notice

This Privacy Notice explains our approach to any personal data that we might collect from you or which we have obtained about you from a third party and the purposes for which we process your personal data. This Privacy Notice also sets out your rights in respect of our processing of your personal data.

When we talk about “personal data”, we mean any information which relates to an identified or identifiable living individual. Individuals might be identified by reference to a name, an identification number, location data, an online identifier (such as an IP address) or to other factors that are specific to them, such as their physical appearance.

This Privacy Notice informs you of the nature of the personal data about you that is processed by us and how you can request that we delete it, update it, transfer it and/or provide you with access to it.

This Privacy Notice is intended to assist you in making informed decisions when using the Sites and our Services. Please take a moment to read and understand it.

This Privacy Notice only applies to the use of your personal data obtained by us, whether from you directly or from a third party. It does not apply to personal data collected by third parties during your communications with those third parties or your use of their products or services (for example, where you follow links to third party websites over which we have no control, or you purchase goods or services from those third parties).

2 About us

The Sites and our Services are made available by various companies in the IWS Group of companies (each a “Group Company”).

Where this Privacy Notice refers to IWS Group, “we”, “us, “our”, this means one or more of the particular Group Companies that provide the particular Site or Service to you.

Except as stated otherwise, each Group Company is an independent controller of your personal data.

  • IWS Group Limited (company no: 09488082) is a company established under the laws of England and Wales with its registered office at Unit 3 Maidenbower Business Park, Three Bridges, West Sussex RH10 7NN
  • Beaverswood Supply Co. Limited (company no: 01784234) is a company established under the laws of England and Wales with its registered office at Unit 8 Metro Centre, Toutley Road, Wokingham, Berkshire RG41 1QW
  • Brandsafe Protection Ltd (company no: 07112068) is a company established under the laws of England and Wales with its registered office at Unit 4, Io Centre Fingle Drive, Stonebridge, Milton Keynes MK13 0AT. Brandsafe is responsible for:
  • Brandsafe Protection Ltd (Europe Office (Germany))
  • The Rack Group Limited (company no: 01617900) is a company established under the laws of England and Wales with its registered office at Unit 3 Shawfield Road, Carlton Industrial Estate, Barnsley, South Yorkshire S71 3HS.
  • Anco Storage Equipment Ltd (company no: 03344169) is a company established under the laws of England and Wales with its registered office at C/O Roxburgh Milkins Limited, Merchants House North, Wapping Road, Bristol, BS1 4RW

3 How to contact us

If you have any questions about this Privacy Notice or want to exercise your rights set out in this Privacy Notice, you can contact us by:

Company Contact information
IWS Group E: info@iws.group
Beaverswood https://www.beaverswood.co.uk/
Units 8-10 Metro Centre, Toutley Road,
Wokingham, Berkshire RG41 1QWT: +44 (0)118 979 6096
E: sales@beaverswood.co.uk
Brandsafe https://www.brandsafeprotection.com/
Unit 4 IO Centre, Fingle Drive, Stonebridge,
Milton Keynes, MK13 0ATT: +44 (0)1525 850 222
E: sales@brandsafeprotection.com
Rack Group https://www.therackgroup.com/
Unit 3, Shawfield Rd, Carlton Industrial Estate,
Barnsley, South Yorkshire, S71 3HST: +44 (0)1226 78 44 88
E: info@therackgroup.com
Anco Storage Equipment Ltd https://www.ancostorage.co.uk/
Daux Road, Billingshurst, West Sussex, RH14 9TF
T: +44 (0)1403 785985
E: sales@ancostorage.co.uk

 

4 How we collect and receive personal data

We collect and receive personal data using different methods:

  • Personal data you provide to us

You may give us your personal data directly. This will be the case when, for example, you contact us with enquiries, complete forms on our Sites, subscribe to receive our marketing communications or provide feedback to us

  • Personal data we collect using cookies and other similar technologies

When you access and use our Sites, we will collect certain technical information about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies (see the “Our use of cookies and similar technologies ” section below).

  • Personal data received from third parties

From time to time, we will receive personal data about you from third parties. Such third parties may include analytics providers, payment providers and third parties that provide technical services to us so that we can operate our Sites and provide our Services.

 

5 Who we collect personal data about

We collect and process personal data from the following people:

  • Site visitors

If you browse our Sites, register on our Sites, contact us with an enquiry through our Sites, submit a complaint through our Sites or use any Services available on our Sites, we will collect and process your personal data in connection with your interaction with us and our Sites.

  • Customers

If you buy products or services from us, we may collect and process your personal data in connection with the supply of goods or services to you.

  • Personnel that work for our partners and suppliers (including subcontractors)

If you (or your organisation) supply products or services to us or otherwise partner with us, we may collect and process your personal data in connection with our receipt of those products and services and/or partnership. This may include personal data included in any email or telephone communications or recorded on any document relating to an order for the products or services.

6 Personal data we collect and how we use it

We use your personal data for the following purposes:

  • Fulfilment of our Services

We collect and maintain personal data that you submit to us for the purpose of supplying Services that you have requested from us via our Sites, over the telephone or by email. We may collect and process your personal data whether you are interacting with us on your own behalf or on behalf of any organisation you represent.

The personal data we process may include your name and contact information (such as email address, postal address, and telephone number) and your payment information (where applicable). We process this information so that we can fulfil the supply of Services, maintain our user databases and to keep a record of how our Services are being used.

Our legal basis for processing

It is necessary for us to use your personal data to perform our obligations in accordance with any contract that we may have with you, or it is in our legitimate interest or a third party’s legitimate interest to use personal data in such a way to ensure that we provide our Services in an effective, safe, and efficient way.

  • Use of our Sites

We collect and maintain personal data that you submit to us during your use of our Sites in the following ways

  • Registering and accessing customer/partner/reseller accounts

Services provided through our Sites may enable or require you to register an account with us. In the course of registration you may be required to complete a registration form, providing a username, email address and password as well as other identifying information that is relevant.

We will use your personal data in order to register your account. Once you are registered, if applicable we will process your username and password to identify you when you login to your account. We will also process your login information so that we can administer your account and contact you about your account.

Your access to and use of our Sites, including any secure customer, partner and/or reseller areas, is subject at all times to our specific terms and conditions, which can be found on each respective Site.

Our legal basis for processing

It is necessary for us to use your personal data to perform our obligations in accordance with any contract that we may have with you for the relevant Services, or it is in our legitimate interest or a third party’s legitimate interest to use personal data in such a way to ensure that we provide the relevant Services requested by you and others in a secure and effective way.

  • Linking to social media sites and interacting with our social media pages

If you click on one of the social media links on our Sites or otherwise interact with our social media pages such as on LinkedIn (including interacting with any ‘like’ or similar embedded features on our Sites or social media accounts) we and the relevant social media platform may receive information relating to such interaction and may share your personal data in connection with this purpose.

Please note that the relevant social media platform may also be a controller in respect of the personal data that is collected via your use of our social media pages and may use that personal data for additional purposes. For details of how the relevant social media platform uses your personal data, please see the privacy policy of the relevant social media platform.

Our legal basis for processing

It is in our legitimate interest or a third party’s legitimate interest to use personal data in such a way to ensure that we provide the Site and our Services in an effective way and to promote our Site and our Services via social media.

  • Customer service and general enquiries

Our Sites feature a “Contact Us” page which invites you to submit general enquiries about our Sites and our Services by email, telephone or via a message function built into the Site.

You may also be able to submit specific enquiries on other pages of our Sites in relation to particular Services offered via those pages.

When you make an enquiry, we will collect and process your name, contact information (including email address and/or telephone number) and any other personal data that is relevant to your enquiry. We use this information to manage and respond to your enquiry.

Our legal basis for processing

It is in our legitimate interest to use your personal data in the ways described above to ensure that we are able to help you with your enquiry and provide a good standard of service to you.

  • Surveys and feedback

From time to time, we may invite you to provide feedback about us, our Sites, or our Services in the form of online surveys. If applicable we will collect and process your name and contact details, and any other personal data you choose to volunteer in your survey response or other feedback.

We use this information to help us to monitor and improve our Sites, and Services to assist with the selection of future product and service lines, and to train our personnel.

Our legal basis for processing

It is in our legitimate interest to use the personal data provided by you so that we can improve our Services and provide them in an effective way.

  • Insight, analysis, and retargeting through Cookies

We use cookies, web beacons, pixel tags and other similar technologies (which we generically refer to as “Cookies”) to collect data from the device(s) that you use to access our Sites and emails that you receive from us. The data that is collected may include the following:

  • an IP address to monitor Site traffic and volume;
  • a session ID to track usage statistics on our Sites;
  • information regarding your personal or professional interests, demographics, experiences with our Sites and our Services, including the products and services you have purchased or viewed]; as well as information regarding your contact preferences.

Please see our cookie section below for further information.

We and our third-party partners may use this data, in combination with your contact information and other information that we have collected about you, for the following purposes:

  • to analyse how you use, and the effectiveness of, our Sites and Services, including:
    • to count users who have visited our Sites or opened an email and collect other types of information, including insights about our visitors’ browsing habits, which helps us to improve our Sites, Services, and the effectiveness of our emails;
    • to measure the effectiveness of our content;
    • to learn what pages of our Sites are most attractive to our visitors, which parts of our Sites are the most interesting and what kind of features and functionalities our visitors like to see; and
    • to help us with the selection of future product and service lines, website design and to remember your preferences

Our legal basis for processing

Where your data is collected through the use of Cookies we rely on consent to collect your data.

However, we may rely on other legal basis when we use your personal data that has been collected via the use of Cookies for the purposes described in this section.

Where we use this personal data to analyse how you use our Sites and Services, it is in our legitimate interest to use your personal data in such a way to improve our Site and our Services.

  • Advertising and Marketing activities

We may carry out the following marketing activities using your personal data:

  • Email and SMS/MMS marketing

We use your name and email address to send you (or the organisation you represent) marketing communications by email. We use your mobile telephone number to send you marketing communications by SMS/MMS. Our email and SMS/MMS marketing communications will include information about general information about our organisation, our Sites, the Services we provide and the events and promotions we offer.

Our legal basis for processing

Where data that we process is anonymised, we do not require a legal basis to use it as the information does not constitute personal data. However, our collection and use of such anonymised information may be subject to other laws where your consent is required.

Where your personal data is not in an anonymous form (for example, your email address), it is in our legitimate interest to use your personal data for postal marketing purposes.

We will only send you marketing communications by email where you have consented to receive such communications, or where we have another lawful right to send such communications to you.

  • Receipt of services from suppliers

If we have engaged you or the organisation you represent to provide us with products or services (for example, if you or the organisation you represent provide us with materials for our products or financial or legal advice), we will collect and process your personal data in order to manage our relationship with you or the organisation you represent, to receive products and services from you or the organisation you represent and, where relevant, to provide our Services to others.

The personal data we collect from you may include your name, job title, contact information (including email address, telephone number and postal address), bank account or other payment details and any other personal data you volunteer which is relevant to our relationship with you or the organisation you represent.

Our legal basis for processing

It is necessary for us to use your personal data to perform our obligations in accordance with any contract that we may have with you or it is in our legitimate interest to use personal data in such a way to ensure that we have an effective working relationship with you or the organisation you represent and are able to receive the services that you or your organisation provides, and provide our Services to others, in an effective way.

  • Security

We have security measures in place at our registered offices, which may include CCTV and building access controls. Where CCTV is in operation there are signs in place and the images captured are securely stored and only accessed on a need-to-know basis (e.g. to look into an incident). CCTV recordings are typically automatically overwritten after a short period of time unless an issue is identified that requires investigation (such as a theft).

Our legal basis for processing

It is in our legitimate interests to process your personal data so that we can keep our registered offices secure and provide a safe environment for our personnel.

  • Business administration and legal compliance

We use your personal data for the following business administration and legal compliance purposes:

  • to comply with our legal obligations;
  • to enforce our legal rights;
  • to protect the rights of third parties; and
  • in connection with a business transition such as a merger, reorganisation, acquisition by another company, or sale of all or a portion of our assets.

Our legal basis for processing

Where we use your personal data in connection with a business transition, to enforce our legal rights or to protect the rights of third parties, it is in our legitimate interest to do so. For all other purposes described in this section, we have a legal obligation to use your personal data to comply with any legal obligations imposed upon us such as a court order.

We will not process any special (or sensitive) categories of personal data or personal data relating to criminal convictions or offences except where we are able to do so under applicable legislation or with your explicit consent.

7 If you fail to provide your personal data

Where we are required by law to collect your personal data, or we need to collect your personal data under the terms of a contract we have with you, and you fail to provide that personal data when we request it, we may not be able to perform the contract we have or are trying to enter into with you. This may apply where you do not provide the personal data we need in order to provide the Services you have requested from us. In this case, we may have to cancel your application or the provision of the relevant Services to you, in which case we will notify you.

8 Our use of cookies and similar technologies

We may use cookies on our websites to allow us to provide a persistent state as you move from a page to another page. It is our commitment to you that no cookies that we set will ever contain any personal data. Cookies aid us in providing you with a secure and safe experience.

We only allow cookies over https and all information inside our cookies is encrypted.

What information do you store in Cookies?

  • We never store any personal data in our cookies, instead we store randomly generated strings (we call them “IDs”). We use these IDs to lookup in our secure databases so that we can personalise and tailor the pages that we serve to you.
  • Refusing and Disabling Cookies - you can choose to refuse or disable cookies that we send to you by configuring your browser to do so. Please consult the documentation for your browser for information on how to do this.

If you’re using our websites and disable some (or maybe all) of the cookies that we require, you may have difficulty using parts of our websites. We may rely on certain cookies to provide a complete user experience.

Third-Party Cookies

  • Google Analytics
    • We use Google Analytics on our Websites to assess the performance and analytics of our content and traffic sources. For instance, where users come from, which pages are most popular, which sites provide most traffic, or how our marketing efforts impact the number of visits we receive.
    • No personal data is passed to Google Analytics. Instead, meta information (such as the pages you visited, type of device you’re using or which browser you’re using) is used to understand how people are using our websites.
    • To disable Google Analytics, you can decline the third-party cookie notice on our websites.
    • We respect “Do Not Track” and we will never use the Facebook Pixel if you have this setting enabled.
  • Facebook Pixel
    • We may use the Facebook Pixel on our websites to measure the effectiveness of their advertising and to allow them to build audiences based on the actions people take on our websites. For instance, we can stop showing you Facebook adverts to sign up to our websites if you’ve already completed the signup process. Or our websites could show you ads on Facebook that they think will be relevant to you because you’ve got an account on our websites.
    • The Facebook Pixel also allows Facebook’s ad system to better understand your interests so it can show you ads from advertisers that are relevant and useful. For instance, you may see more ads for beauty products if you have an account on our websites.
    • Facebook’s ad system prioritises what ad to show you without us or any other advertisers knowing who you are. Facebook doesn’t sell any individual data that could identify you, such as your name.
  • How do I disable the Facebook Pixel?
    • To disable the Facebook Pixel, you can decline the third-party cookie notice on our websites.
    • We respect “Do Not Track” and we will never use the Facebook Pixel if you have this setting enabled.
    • You can control how Facebook uses data from partners in your "Do Not Track" If you set your browser to enable it’s “Do Not Track” feature then we will respect your choice and will not include any third-party cookies.

9 Sharing personal data

We will only share personal data with others when we are legally permitted to do so. When we share personal data with others, we put contractual arrangements and security mechanisms in place to protect the personal data shared and to comply with our data protection, confidentiality and security standards and obligations.

When processing your personal data, we may need to share it with third parties (including other entities within our group of companies) as follows:

  • Third-party organisations that provide applications/functionality, data processing or IT services:

    We share personal data with third parties who support us in providing our Services and help provide, run, and manage our internal IT systems. Such third parties may include, for example, providers of information technology, cloud-based software as a service provider, identity management, website hosting and management, data analysis, data back-up, security, and storage services. The servers powering and facilitating that cloud infrastructure are located in secure data centres around the world, and personal data may be stored in any one of them. We also share your personal data with third-party service providers to assist us with insight analytics.

  • Payment providers and banks:

    We share personal data with third parties who assist us with the processing of payments and refunds.

  • Third-party email marketing and CRM specialists:

    We share personal data with specialist suppliers who assist us in managing our marketing database and sending out our email marketing communications and membership-related communications.

  • Suppliers of postal and courier services:

    We share personal data with suppliers who assist us in sending out our postal marketing communications and membership-related communications.

  • Recruitment agencies and related organisations:

    We share personal data with external recruiters, third-party providers that undertake background checks on our behalf and other entities within our group of companies.

  • Auditors, lawyers, accountants, and other professional advisers:

    We share personal data with professional services firms who advise and assist us in relation to the lawful and effective management of our organisation and in relation to any disputes we may become involved in.

  • Law enforcement or other government and regulatory agencies and bodies:

    We share personal data with law enforcement or other government and regulatory agencies or other third parties as required by, and in accordance with, applicable law or regulation.

  • Sharing with other third parties:

    Occasionally, we may receive requests from third parties with authority to obtain disclosure of personal data, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime, or to establish, exercise or defend legal rights. We will only fulfil requests for personal data where we are permitted to do so in accordance with applicable law or regulation.

This list is non-exhaustive and there may be circumstances where we need to share personal data with other third parties in order to operate our Sites and to provide our Services.

10 Transfers outside the United Kingdom (UK) and European Economic Area (EEA)

Some of our external third-party providers are based outside the UK and the EEA. This means that the data that we collect from you, or that you provide to us, may be processed and stored by us outside of the UK or at a destination anywhere within the EEA.

Whenever we transfer your personal data out of the UK or EEA, we will ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented for example:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
  • Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK or EEA.

11 How long we keep your personal data

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting, or other requirements.

12 Data security

The security of your personal data is important to us. We comply with accepted industry standards to protect the personal data submitted to us and with our obligations under applicable data protection laws in relation to the security of your personal data, including by having appropriate technical and organisational measures in place to help protect personal data against unauthorised processing and accidental loss, destruction, or damage.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

13 Your legal rights

You have the following rights in relation to the personal data we hold about you. If you would like to exercise any of these rights, please contact us using the details set out under "How to contact us" above:

  • The right to access personal data we hold about you:

    You can contact us to request a copy of the data we hold about you, as well as why we process that data, who has access to it, and where we got it.

  • The right to correct and update the personal data we hold about you:

    If the data we hold about you is out of date, incomplete or incorrect, please let us know and we will ensure that it is updated.

  • The right to have your personal data erased:

    In some circumstances if you no longer wish us to process your data, you can request that we erase it. When we receive your request, we will confirm whether the data has been deleted, or tell you the reason it cannot be deleted.

  • The right to object to processing of your personal data:

    You have the right to request that we stop processing your data. Upon receiving the request, we will contact you to tell you if we are able to comply or if we have lawful grounds to continue, for example if the data is required to allow us to provide you access to the product sampling platform and services. If data is no longer processed, we may continue to hold your data to comply with your other rights.

  • The right to data portability:

    You have the right to request that we transfer your data to another controller. Once we have received your request, we will comply where it is feasible to do so.

  • The right to complain:

    You can make a complaint to us by contacting us or to the data protection supervisory authority – in the UK, this is the Information Commissioner's Office, at https://ico.org.uk/.

  • Consent:

    If you have given us your consent to use your personal data, you can withdraw your consent at any time. This will not affect the lawfulness of our use of your information before you withdrew your consent.

If you wish to exercise any of the rights set out above, please contact us at the details set out above.

14 Your right to complain

You have the right to make a complaint at any time to the Information Commissioner's Office ("ICO"), the UK Data Protection Supervisory Authority (www.ico.org.uk) or to the relevant local Supervisory Authority in Germany. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, or the local German Supervisory Authority so please contact us in the first instance.

15 Changes to this privacy notice

We may make changes to this Privacy Notice from time to time.

To ensure that you are always aware of how we use your personal data, we will update this Privacy Notice from time to time to reflect any changes or proposed changes to our use of your personal data. We may also make changes to comply with changes in applicable law or regulatory requirements.

We will notify you by e-mail of any significant changes to this Privacy Notice. However, we encourage you to review this Privacy Notice periodically to be informed of how we use your personal data.

Review date Reviewed by Edits / changes
22/04/2022 Debra Carmichael
Head of People & Culture
-     Branding updated

-     Updated group policy for publishing on all company websites