Privacy Policy - July 2022
Nationwide School Uniforms Limited, part of the Moschatel Group, is one of the most trusted garment decoration specialists in the UK. We are registered in England under Company No: 13382638 and our registered office is Vale Road, Spilsby, Lincolnshire, United Kingdom, PE23 5HE. We are registered with the Information Commissioner’s Office under registration No: ZB304869.
We will do everything possible to protect data entrusted to our care and to ensure the security of all contact information we hold. We will never give or sell your personal details to a third party except where we have your permission, are obliged to do so by law, or when we need to share with another party to fulfil your order.
Below we explain why we need your information, how we use it, with whom it is shared and how we keep it safe.
Why we need your information
We need your personal information to allow us to offer our goods and services to you and to comply with our legal and fiduciary duties.
Personal information may be collected and processed for the following purposes:
- Recruitment, Human Resources, Payroll & Finance
To comply with employment legislation and ensure that all employees and workers employed within the organisation are qualified, competent, vetted, kept safe and receive ongoing training. We also maintain driver records where company vehicles are utilised.
- Customer relationships and orders
We will use the information you share with us to respond to enquiries, manage and fulfil orders placed for school uniforms and personalisation of garments or to supply other products. Financial records are kept for billing and tax purposes. If you create an account using our online portal, in addition to capturing your contact and order details we shall capture details of your router IP and device MAC address, approximate geographical location and device and browser details.
- Business relationships
We maintain a list of prospects, suppliers and clients together with contact namesin order to maintain a working relationship with them, identify new contacts and for marketing purposes. We also process contact details of our professional contacts and advisors such as Accountants and Solicitors.
- Marketing
Contact details for clients, contacts and parents will be maintained to allow us to keep them informed of new products and services. We will use public domain information such as the internet, newspapers and LinkedIn to identify parties who may be interested in our products, and for professional networking purposes.
- Security
To keep our staff and visitors safe, we manage a CCTV system with our sister company Moschatel.
What information we capture
We will only collect the minimum amount of information necessary to allow us to provide our goods or services to you or to fulfil our legal responsibilities. The information we collect will include:
- Employment and recruitment
We will collect all personal information required to comply with employment and health and safety legislation, such as name, address, contact details, information on next of kin and children, work history, evidence of right to work in the UK, references, financial records, accident and health and safety/welfare forms. For drivers we will also capture details of driving qualifications, and maintain a drivers record detailing motoring offences, accidents, and insurance claims, if any.
To keep our ICT network safe and secure we will screen all emails for viruses and monitor access to websites, and where necessary block unsuitable consent. A log of these activities will be held.
Where necessary we will capture sensitive information, for example, medical information to make reasonable adjustments, equality and diversity information and for safeguarding purposes we will perform a criminal record search. We will maintain employee records relating to performance, sickness and disciplinary or grievance matters, and to prevent discrimination and ensure diversity, we may request, on a purely voluntary basis, information about religion, sexuality and ethnicity.
- Customer relationships and orders
To fulfil orders, and deal with enquiries, we require name, contact details, financial information and product details. Whilst we do not target children, and never knowingly ask a child to reveal personal information, our products do relate to children, and so it will be necessary at times for parents or schools to share names of children to allow us to service the order.
Customers who wish to be kept informed about our services can voluntarily sign up for our newsletter, and to send this we will require full name, email and postal address. An IP or MAC address together with geographical location may also be captured by electronic forms.
- Business relationships
We will maintain client and prospect records including contact names and job positions for commercial and academic institutions as well as details of supplier and partner organisations. A record of all enquiries, correspondence and interactions, together with financial transactions will be maintained. We may be given details of other employees who work within these organisations, or identify them from public domain information.
- Website
By visiting our website, we will be able to see your IP address, the pages you visit, your system or device type, geographical location, and date and time of visit. Your information is anonymous until you log in as a user.
- Marketing
We shall hold name and contact details, including email address and phone numbers, together with type of contact, for example private individual or commercial contact, and details of products purchased or enquired about. Where email broadcasts are sent, we may include web beacons or tracking pixels to inform us what emails have been sent and which links within the email have been clicked, this will allow us to better understand your preferences and improve our service.
- CCTV
In order to prevent and detect crime, and to ensure the safety of our visitors and staff, we operate a CCTV system. These cameras record footage in real-time within our shop and carpark, and are operated and controlled onsite, no monitoring or recording in any sensitive areas takes place.
- Cookies
We use cookies on this website, some are essential for the site to operate, and some are optional. We will ask for your permission before any non-essential cookies are used. Please see our separate Cookie policy for more information. Social media cookies may be utilised, in which case you will be asked for permission, if this is given it will be possible for the social media company to identify that you have visited our website when you next log into your social media account.
How we process and where we store your information
We will only use your personal information for the purpose for which it was given, we will not keep it for longer than is necessary and will destroy the information securely according to our formal retention policy, more details of which are below. Data will be stored within our internal or cloud-based servers located within the UK or EEA.
If we transfer your information to a data processor, for example, an email broadcast company to assist us in keeping you up-to-date with announcements, news and information, and they are located outside of the EEA, we shall take all reasonable steps to ensure that your information is protected as if we hosted it ourselves.
With whom we share your information
Your information shall be held in confidence and will only be shared with third parties where it is necessary for us to do so. For example, we shall share order details with Moshatel where we have asked them to personalise garments for us, and our web developers and IT support company may view some limited personal data while supporting us in their professional capacity.
Nationwide School Uniforms and Moschatel are part of the same Group of companies and share some ICT infrastructure and administrative functions. Authorised individuals from both companies have access to the information from the other company and data sharing agreements and confidentiality agreements are in place between the two legal entities to allow this.
To fulfil our legal obligations and fiduciary duties under employment legislation we also need to share personal data with third parties which include our bank, pension, insurance and occupational health company. From time to time it may be necessary to share information with our legal or professional advisers, for example, for legal or financial advice, or for debt collection purposes.
Information may be processed on our behalf by third party companies, for example with our electronic point of sale (EPOS) and credit card processing company. All card processing will be performed by the third party, and we will only have access to the payment confirmation details.
We shall share data where we are subject to a court order, or under a statutory legal obligation to do so, such as providing tax and financial records up to HMRC, or providing images from our CCTV system to the Police to investigate a crime.
If we are the subject of a merger or takeover, then your personal information will be passed to the new legal entity but will only be used for the same or similar purpose for which you gave it. You will be informed of the change and given the opportunity to withdraw consent or object to processing.
Our lawful bases for processing and retention periods
- Employment and recruitment
We will process employee and financial data according to our legal obligations, but for some information, such as using photos of employees for promotional purposes, with employee consent or NSU’s legitimate interests to monitor IT systems. Data will be held for seven years after the employment relationship ends, or financial transaction takes place, unless any legal claim is pending in which case the information will be retained until it is no longer required. Pension and insurance records will be kept for 100 years. if any medical tests have been performed these tests shall be retained for 25 years after employment ends.
Records for unsuccessful candidates for employment will be destroyed after six months of the interview process.
- Customer relationships and orders
Customer orders are processed under contractual obligation, newsletter requests with consent and financial records are kept under a legal obligation.
We retain tax records for a period of seven years following the transaction. Prospect and client records will be held for as long as the relationship is active, however in the absence of any contact or response from the individual, the data shall be archived after three years.
- Business relationships
Sourcing of information from the public domain and maintaining communications with our commercial contacts is performed under our legitimate interest. Newsletters are processed with either client consent or under our legitimate interest, and any financial records under a legal obligation.
All financial and tax records will be retained for a period of seven years following the transaction. We shall delete records of commercial contacts after 5 years of the last interaction.
- Marketing activities
We obtain information about schools from the public domain under our legitimate interests, and where individuals or corporate clients sign up to be kept informed of our products and services we do so with their explicit consent.
We shall continue to remain in touch with contacts for as long as the relationship lasts, and then for a period of three years after the last contact. Individuals have a right to change, amend or withdraw consent to receive direct marketing messages at any time by clicking on the unsubscribe option within an email or contacting us on any of the channels listed below.
- Website
We rely on our legitimate interests to process data about visitors to our site, contractual obligation to fulfil orders, and explicit consent to use non-essential cookies or when individuals sign up to our newsletter. Individuals who register on our site and purchase goods will have their information retained for seven years, and cookie retention schedules are contained within our cookie policy.
- CCTV
CCTV images are overwritten on an ongoing basis approximately every 30 days.
- Cookies
More information on what cookies we utilise, the lawful basis and retention is contained within our separate cookie policy.
How we keep your information safe
All data is hosted within the UK or EEA, and appropriate and proportionate technical and organisational measures are employed in order to keep information safe. All employees and partners who have access to personal data have either written terms of employment, or data processing or data sharing agreements in place, and all parties are subject to a confidentiality clause.
Staff receive appropriate training to protect personal data, and policies and procedures are in place to ensure adequate governance and oversight.
Your rights
Data Protection legislation affords individuals certain rights and these are listed below for your convenience:
- You have a right to know what information we are processing about, and that is fulfilled within this privacy notice, we will also inform you if a serious data breach occurs and your information is affected.
- You have the right to request copy of the information which we hold on you.
- Where you have given your consent for us to process your information, you can withdraw that consent at any time and you have a right to object to processing that is likely to cause, or is causing you damage or distress.
- You have a right to ask us to stop processing your information for direct marketing purposes;
- You have a right to object to decisions being taken by automated means; although I can confirm we make no decisions on you using an automated process.
- You have a right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed.
- You have a right to claim compensation for damages caused by a serious breach of the legislation.
To activate any of these rights use our contact details listed below. Whilst we will always try and accommodate your wishes, there may be legal reasons why we cannot immediately carry out your request. We will inform you in writing if we are unable to assist you and why.
Finally, if you are unhappy with how we have processed your information, you have the right to lodge a complaint with the Office of the Information Commissioner, contact details below.
Our contact details
Nationwide School Uniforms Limited
Vale Road, Spilsby, PE23 5HE
Tel: 01790 754522
Email: [email protected]
Complaints
If you are unhappy with how we have processed your personal information please firstly contact the Data Protection Officer listed above, if you are still unhappy you many contact the following:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire, SK9 5AF
Helpline: 0303 123 1113 (local rate) or +44 1625 545 745