Privacy Policy

Neu Water Limited-Privacy Policy

To comply with the requirements of the General Data Protection Regulation (GDPR), Neu Water Limited has prepared the below Privacy Policy to safeguard your privacy and protect your data in a transparent, legal and secure manner.

Introduction:

  • Neu Water respects your privacy and treats your personal information/data as confidential, privileged information and as such takes the protection of this data as a serious legal obligation.
  • This policy applies to commercial transactions, professional collaborations, website, software, purchases, subscriptions, normal day-to-day business operations and trading, marketing and promotional activities, research and development (including customer surveys), recruitment, sponsorship, third-party related transactions, company legal matters etc. This is not a fully exhaustive list.
  • Please contact our Data Protection Officer, (details below) if you have any questions or concerns about our privacy practices.

Who we are:

Neu Water Limited, Company Number: 11016806

Registered office address: Neu-Water Limited. 5 Oak Tree Court, Cardiff Gate Business Park, Cardiff, CF23 8RS

Email: info@neu-water.co.uk.

Neu Water Limited has, on a voluntary basis, appointed a Data Protection Officer (“DPO”) to ensure data protection. If you have any questions about how we process your personal data or to enforce any of your rights as described further down, please contact; info@neu-water.co.uk.

What information do we collect?

The personal or company information/data we may collect includes any information relating to an identified or identifiable natural person (‘data subject’). It can include any type of data that allows for identifying a person. Examples include names, user-name, password, email addresses, phone numbers. It can include ordering information provided as a part of the commercial contract between ourselves, customers and or suppliers. It can include personal preference information given for example as part of a customer survey, ‘contact form’ messages, newsletter registration, or via direct email correspondence.

Personal or company financial information/data will be collected and retained as a part of our accounting practices, for HMRC purposes such as VAT, financial accounts preparation and auditing purposes, future order processing.

No personal or company information/data is collected by us from third parties.

No personal or company information/data collected by us is shared with third parties, unless as a part of a commercial transaction which necessitates the provision of certain information to complete that transaction such as with a courier or delivery company.

Where purchases are made through or involving third party platforms such as Amazon, Ebay, Paypal, or distributors, these companies may collect your personal data as a part of that commercial transaction process. Any third party involved is responsible for your data protection and privacy under their own policies.

Personal or company information/data may also be collected for the following purposes;

  • personalisation of content, business information or user experience
  • account set up, financial information and administration
  • delivering marketing and events communication
  • carrying out polls and surveys
  • internal research, new product development and business development purposes
  • providing goods and services
  • legal obligations, taxation, regulation, employment (e.g. prevention of fraud)
  • meeting internal audit requirements
  • handling customer complaints and customer feedback
  • food safety and traceability
  • quality management systems and audits (internal or external)

We do not collect sensitive personal information/data on race, ethnicity, political opinions, religious beliefs or sexual orientation.

We may be in possession of certain sensitive personal information/data if we receive specific enquiries, questions, or complaints relating to allergen intolerances or health issues for example. We do not actively collect sensitive information/data.

 

How do we use personal information?

 

We may process personal or company information/data to be able to fulfil or enter into an agreement with you. If you have concluded an agreement with us regarding the sponsorship of an event, manufacturing of products or other professional collaboration, you have provided us with personal data such as your contact details (e.g. name, address, phone number, position, and employer). We use such data to be able to fulfil our agreement with you.

If you have applied for a job at Neu Water Limited, you have provided us with personal data such as your contact details (e.g. name, address and phone number) and possible other personal information (e.g. photos, family relations) in your application. We use this information to evaluate your application and suitability for employment, i.e. in order to take steps at your request prior to entering into a contract. This information/data may be held for future job opportunities.

If you are or become an ambassador/agent/distributor for our company, you have provided us with personal or company information/data such as contact details (e.g. name, address, phone number), name on social media, clothing size and potential photos. We process this data to be able to fulfil our agreement with you, e.g. by sending products to you, or to cooperate on participation or organisation of events and other types of marketing.

If you visit our website and accept our cookies, or our social media platforms such as Facebook, you have agreed to our collecting potential personal data in the form of online behaviour (e.g. your IP address, click history, previously visited websites, etc.) as described in our Cookie Policy. We may analyse this information for statistical purposes, optimisation of our website or social media platforms to market our products and trademarks by analysing what parts of our website or social media platforms are most often visited.

What legal basis do we have for processing your personal data?

The legal basis for our processing of this personal or company information/data relating to you is that the processing is necessary to enter into or fulfil a contract with you. This may mean that we need to terminate the agreement if you ask that we erase data or otherwise limit our processing of your data.

We may process your personal or company information/data to be able to fulfil our legal requirements (e.g. obligations to keep records) and at the instruction from public authorities (e.g.  HMRC). We may also be legally required or in the public interest compelled to process personal data relating to product issues in order to trace product for recall or traceability purposes and monitor potential health risks.

We may process your personal or company information/data to be able to fulfil commercial contract(s) or transactions.

We may process your personal or company information/data to be able to fulfil our food safety and traceability obligations under the Food Safety Act or any other applicable legislation.

We may process your personal or company information/data to be able to fulfil our legitimate interests in the maintenance of our Quality Management System, food traceability, due diligence and auditing, commercial activities such as those described previously.

We may process your personal or company information/data by consent through our website and social media platforms.

When do we share personal data?

Personal or company financial information/data will only be shared under controlled conditions and circumstances where necessary, such as;

  • completion of commercial transactions, contracts, conduct of business operations
  • providing goods and services
  • legal obligations, taxation, regulation, employment (e.g. prevention of fraud)
  • meeting external audit requirements
  • handling customer complaints
  • food safety and traceability

We only work with responsible suppliers, sub-contractors or organisations who operate their own policies for data protection. All suppliers are subject our own approval procedures.

Where do we store and process personal data?

Personal or company financial information/data will be stored within the UK on our company IT systems and external back up servers which may be cloud based.

How do we secure personal data?

We secure personal or company financial information/data for the following reasons;

  • to protect data against accidental loss
  • to prevent unauthorised access, use, destruction or disclosure
  • to ensure business continuity and disaster recovery
  • to restrict access to personal information
  • to manage third party risks, through use of contracts and security reviews

Personal or company financial information/data is protected by the use of password protected IT systems including hardware and software, the use of secure online ordering and processing systems such as Paypal for example, and the use of secure encrypted back-up servers.

How long do we keep your personal data for?

 

The GDPR requires that data be retained for no longer than reasonably necessary. Below is our guide to the periods that personal or company information/data may be held for;

  • personalisation of content, business information or user experience-3 years
  • account set up, financial information and administration-6 years
  • delivering marketing and events communication-3 years
  • carrying out polls and surveys-3 years
  • internal research, new product development and business development purposes-6 years
  • providing goods and services-6 years
  • legal obligations, taxation, regulation, employment (e.g. prevention of fraud)-6 years
  • meeting internal audit requirements-7 years
  • handling customer complaints and customer feedback-7 years
  • food safety and traceability-7 years
  • quality management systems and audits (internal or external)-7 years

These periods may change if legislative, regulatory or food safety requirements change.

Electronic data will be permanently erased for all our IT and back up systems. Paper copies of documents will be disposed of in a safe and secure manner.

Your rights in relation to personal data

Under the GDPR, we respect the right of data subjects to access and control your personal information/data. You have a legal entitlement to request disclosure of your personal or company information/data we are in possession of. Your legal rights include;

access to personal information

correction and deletion

withdrawal of consent (if processing data on condition of consent)

restriction of processing and objection

data portability (transferring your data from one provider to another)

lodging a complaint with the Information Commissioner’s Office

You may exercise your rights for subject data requests by contacting us as detailed in the section below.

Data subject rights may be limited in certain circumstances such as, if fulfilling the data subject request may expose personal data about another person, or the deletion of information/data conflicts with our legal obligations.

How to contact us

If you have any questions or concerns about how we process your personal data or to enforce any of your rights in relation to the General Data Protection Regulation (GDPR), please contact us by email on; info@neu-water.co.uk, or in writing to the company’s registered office address at;

Neu-Water Limited. 5 Oak Tree Court, Cardiff Gate Business Park, Cardiff, CF23 8RS