Website Privacy Statement

The Purpose of this privacy statement is to explain how M Crane Securityprocesses personal data to fulfil its data protection responsibilities. This statement will be supplemented by ‘specific to client’ privacy notices when needed. The scope of this statement covers all related activities by the staff of M Crane Security referred to as MCS for the remainder of this document.

The Role of MCS in data protection terms is that of a data controller where it determines the purpose and use of personal data collected. Once received it becomes the responsibility of the MCS privacy manager (PM) to ensure that it is processed in accordance with the latest UK data protection legislation. MCS is registered with the Information Commissioner’s Office (ICO).

The PM can be contacted by email using info@mcranesecurity.co.uk or in writing to 27 Goulburn Road, Norwich, NR7 9UX.

The personal data processed by MCS will only be basic contact information for the purposes of responding to general enquiries, business development, preparing contracts and setting up invoices. Banking details will also be collected for the purpose of processing payments to creditors and arranging any related subscription services. If MCS cannot be given all of the requested information, this may result in a reduced service being provided.

MCS’ duty of confidentiality means thatMCS staff will treat clients with due respect and in confidence. It is only disclosed to those that need to know it. MCS uses reasonable organisational and technical measures to ensure personal data is kept secure. MCS also expects the same duty of confidentiality of all third parties with whom it shares personal data, including sub-contractors. Sharing is kept to a minimum and reviewed regularly.

MCS processes personal data against a lawful basis as described below:

• To respond to your general enquiries, we will use our legitimate interests
• To comply with our legal obligations
• To fulfil our contractual obligations including their prior preparation
• When processing a pre-defined purpose for which your consent has been sought and recorded prior to that processing commencing, for example, for short term use of any system passwords for technical assistance

In all cases the processing of personal data by MCS shall be:

• Processed lawfully, fairly and transparently
• Collected for specified, explicit and legitimate purposes
• Adequate, relevant and limited to what is necessary (and no more)
• Accurate and, when necessary, updated
• Kept for no longer than is necessary
• Processed in a manner that ensures appropriate security.

MCS will share personal data, but only when absolutely necessary, with some or all of the following third parties:

• The Inland Revenue (HMRC)
• Solicitors appointed by MCS
• Installation sub-contractors that are subject to a data processing agreement with MCS
• IT support company that is subject to a data processing agreement with MCS
• To equipment suppliers (address only) but only when it is necessary to have the security equipment delivered directly to the client
• Accountants appointed by MCS and only for accounting purposes
• Unspecified recipients but only when compelled to do so for legal reasons
• Payment Gateway providers
  • In order to offer you Klarna’s payment methods, we might in the checkout pass your personal data in the form of contact and order details to Klarna, in order for Klarna to assess whether you qualify for their payment methods and to tailor those payment methods for you. Your personal data transferred is processed in line with Klarna’s own privacy notice.
    
  • We also offer online card payments and use Stripe to process your card data and information. No card data is stored or transitted through our system.

MCS will process your personal data in the UK and utilises a reputable cloud service provider, based in the UK. Email is processed using a reputable web-based provider and mobile phone contacts are stored on both office IT equipment and mobile phones.

MCS follows a retention schedule to determine the length of time it holds different types of personal data. The retention schedule is shown below:

• Routine correspondence for casual enquiries in hard copy or in emails will be stored for one year
• Contract related data will be retained throughout the life of the contract plus another 7 years following the termination of the contract
• Contact data is stored indefinitely unless a valid request to erasure is received from the interested data subject
• Financial records and invoices, which may include personal data, will be retained for 6 years after the end of the current tax year of processing
• By exception, documentation that includes personal data may be retained by MCS beyond the schedule, but only for a specific purpose and only when MCS believes there is a legitimate interest or a legal obligation to do so

At the end of the retention schedule MCS will either return, destroy or delete your personal data and any associated emails or relevant documentation. If it is technically impractical to delete electronic copies of personal data, it will put it beyond operational use. It should be noted that MCS allows up to 3 months after the retention schedule to complete the action.

The MCS website uses cookies but visitors to the website are asked to consent to non-essential cookies before these are dropped – please see the separate cookie notice.

The MCS website links to appropriate business websites of interest. If these are used, you should be aware that the MCS has no responsibility for the control, content or handling of your personal data by these other websites.

The General Data Protection Regulation defines the rights that you have (although these do not apply in all situations), For convenience, these rights are shown below:

• Right to be informed as to how your personal data is being processed by MCS – this is done through this statement or specific to customer privacy notices
• Right to access your personal data held by MCS which is done by making a ‘Data Subject Access Request’ (DSAR) to the privacy manager
• Right to rectification of your personal data if you believe MCS has collected it incorrectly or it needs to be updated
• Right to erasure of your personal data for which MCS no longer has a legitimate purpose to process
• Right to restrict processing under certain circumstances, during which time your personal data but will be out of operational use until the related matter is resolved;
• Right to data portability of your personal data in a machine-readable version, as you have provided but only applicable to data provided with your consent or under contract
• Right to object to MCS processing your personal data for which it does not have a legal or contractual obligation
• Rights related to automated decision making and profiling (however MCS does not use these techniques in its decision making)

Further details on data subjects’ rights can be found on the Information Commissioner’s Office (ICO) website: https://ico.org.uk.

Raising concerns, exercising rights or making queries about MCS’ processing of personal datacan be done by contacting the privacy manager. Please be aware that we will need to determine your identity before responding fully, therefore, you may be asked for proof of ID or other material that, in context, will enable us to confirm your identity. Alternatively, you may wish to contact the ICO directly, using the details provided above.