Privacy policy

This privacy policy has been compiled to better serve those who are concerned with how their ‘Personally Identifiable Information’ (PII) is being used online. This privacy policy applies between you, the User of this Website and Coates IT, the owner and provider of this Website. Coates IT takes the privacy of your information very seriously. This privacy policy applies to our use of any and all Data collected by us or provided by you in relation to your use of the Website. Please read this privacy policy carefully.

1.    Definitions and interpretation
In this privacy policy, the following definitions are used:

Data
Collectively all information that you submit to Coates IT via the Website. This definition incorporates, where applicable, the definitions provided in the Data Protection Act 1998;

Cookies
A small text file placed on your computer by this Website when you visit certain parts of the Website and/or when you use certain features of the Website. Details of the cookies used by this Website are set out in the clause below (Cookies);

Coates IT,
We or us Coates IT of Ashleigh House, Thornley Gate, Hexham, Northumberland, NE7 9NH;

UK and EU Cookie Law
The Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended by the Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011;

User or you
Any third party that accesses the Website and is not either (i) employed by Coates IT and acting in the course of their employment or (ii) engaged as a consultant or otherwise providing services to Coates IT and accessing the Website in connection with the provision of such services; and

Website
The website that you are currently using, 
coates.it, and any sub-domains of this site unless expressly excluded by their own terms and conditions.

 

2.    In this privacy policy, unless the context requires a different interpretation:

a.     the singular includes the plural and vice versa;

b.    references to sub-clauses, clauses, schedules or appendices are to sub-clauses, clauses, schedules or appendices of this privacy policy;

c.     a reference to a person includes firms, companies, government entities, trusts and partnerships;  

d.    "including" is understood to mean "including without limitation";

e.    reference to any statutory provision includes any modification or amendment of it;

f.      the headings and sub-headings do not form part of this privacy policy.

Scope of this privacy policy

3.    This privacy policy applies only to the actions of Coates IT and Users with respect to this Website. It does not extend to any websites that can be accessed from this Website including, but not limited to, any links we may provide to social media websites.

Data collected  

4.    We may collect the following Data, which includes personal Data, from you:

a.     Name Contact Information such as email addresses and telephone numbers;

b.    Demographic information such as post code, preferences and interests;

c.     IP address (automatically collected);

d.    Web browser type and version (automatically collected);

e.    Operating system (automatically collected);

f.      A list of URLs starting with a referring site, your activity on this Website, and the site you exit to (automatically collected);

g.    in each case, in accordance with this privacy policy.

Our use of Data

5.    For purposes of the Data Protection Act 1998, Coates IT is the "data controller".

6.    We will retain any Data you submit for 12 months.

7.    Unless we are obliged or permitted by law to do so, and subject to any third party disclosures specifically set out in this policy, your Data will not be disclosed to third parties. This includes our affiliates and / or other companies within our group.

8.    All personal Data is stored securely in accordance with the principles of the Data Protection Act 1998. For more details on security see the clause below (Security).

9.    Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using our Website. Specifically, Data may be used by us for the following reasons:

a.     internal record keeping;

b.    improvement of our products / services; in each case, in accordance with this privacy policy.

Third party websites and services

10. Coates IT may, from time to time, employ the services of other parties for dealing with certain processes necessary for the operation of the Website. The providers of such services have access to certain personal Data provided by Users of this Website.

11. Any Data used by such parties is used only to the extent required by them to perform the services that we request. Any use for other purposes is strictly prohibited. Furthermore, any Data that is processed by third parties will be processed within the terms of this privacy policy and in accordance with the Data Protection Act 1998.

12. We do not sell, trade, or otherwise transfer to outside parties your Personally Identifiable Information unless we provide users with advance notice. This does not include website hosting partners and other parties who assist us in operating our website, conducting our business, or serving our users, so long as those parties agree to keep this information confidential. We may also release information when it's release is appropriate to comply with the law, enforce our site policies, or protect ours or others' rights, property or safety.

13. However, non-personally identifiable visitor information may be provided to other parties for marketing, advertising, or other uses.

Links to other websites

14. This Website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for the content of these websites. This privacy policy does not extend to your use of such websites. You are advised to read the privacy policy or statement of other websites prior to using them.

Changes of business ownership and control

15. Coates IT may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of Coates IT. Data provided by Users will, where it is relevant to any part of our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this privacy policy, be permitted to use the Data for the purposes for which it was originally supplied to us.  

16. We may also disclose Data to a prospective purchaser of our business or any part of it.

17. In the above instances, we will take steps with the aim of ensuring your privacy is protected.

Controlling use of your Data

18. Wherever you are required to submit Data, you will be given options to restrict our use of that Data. This may include the following:

19. use of Data for direct marketing purposes; and

20. sharing Data with third parties.

Functionality of the Website

21. To use all features and functions available on the Website, you may be required to submit certain Data.

22. You may restrict your internet browser's use of Cookies. For more information see the clause below (Cookies).

Accessing your own Data

23. You have the right to ask for a copy of any of your personal Data held by Coates IT (where such Data is held) on payment of a small fee, which will not exceed £5.00.

Security

24.  Data security is of great importance to Coates IT and to protect your Data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure Data collected via this Website.

25.  If password access is required for certain parts of the Website, you are responsible for keeping this password confidential.

26. We endeavour to do our best to protect your personal Data. However, transmission of information over the internet is not entirely secure and is done at your own risk. We cannot ensure the security of your Data transmitted to the Website.

27. An external PCI compliant payment gateway handles all CC transactions.

28. We use regular Malware Scanning.

29. Your personal information is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems, and are required to keep the information confidential. In addition, all sensitive/credit information you supply is encrypted via Secure Socket Layer (SSL) technology.

30. We implement a variety of security measures when a user enters, submits, or accesses their information to maintain the safety of your personal information.

31. All transactions are processed through a gateway provider and are not stored or processed on our servers.

Cookies

32.        This Website may place and access certain Cookies on your computer. Coates IT uses Cookies to improve your experience of using the Website and to improve our range of products and services. Coates IT has carefully chosen these Cookies and has taken steps to ensure that your privacy is protected and respected at all times.

33.        All Cookies used by this Website are used in accordance with current UK and EU Cookie Law.

34.        Before the Website places Cookies on your computer, you will be presented with a message bar requesting your consent to set those Cookies. This consent will be represented to you every three month period.  By giving your consent to the placing of Cookies, you are enabling Coates IT to provide a better experience and service to you. If you deny consent to the placing of Cookies you must leave the website immediately because the website cannot function effectively without cookies.

35.        This Website may place the following Cookies:

Strictly necessary cookies           

These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.

Analytical/performance cookies             

They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.  

Functionality cookies      

These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region), and to offer Live Chat Support, track the pages you visit via Google Analytics and other analytical software that Coates IT may deploy from time to time.

36.        You can choose to enable or disable Cookies in your internet browser. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser.

37.        You can choose to delete Cookies at any time; however you may lose any information that enables you to access the Website more quickly and efficiently including, but not limited to, personalisation settings.

38.        It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.

Transfers outside the European Economic Area  

39.        Data which we collect from you may be stored and processed in and transferred to countries outside of the European Economic Area (EEA). For example, this could occur if our servers are located in a country outside the EEA or one of our service providers is situated in a country outside the EEA. We also share information with our group companies, some of which are located outside the EEA. These countries may not have data protection laws equivalent to those in force in the EEA.   

40.        If we transfer Data outside the EEA in this way, we will take steps with the aim of ensuring that your privacy rights continue to be protected as outlined in this privacy policy. You expressly agree to such transfers of Data.

General

41.        You may not transfer any of your rights under this privacy policy to any other person. We may transfer our rights under this privacy policy where we reasonably believe your rights will not be affected.   

42.        If any court or competent authority finds that any provision of this privacy policy (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of this privacy policy will not be affected.

43.        Unless otherwise agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.

44.        This Agreement will be governed by and interpreted according to the law of England and Wales. All disputes arising under the Agreement will be subject to the exclusive jurisdiction of the English and Welsh courts.

California Online Privacy Protection Act

45.  CalOPPA is the first state law in the nation to require commercial websites and online services to post a privacy policy. The law's reach stretches well beyond California to require any person or company in the United States (and conceivably the world) that operates websites collecting Personally Identifiable Information from California consumers to post a conspicuous privacy policy on its website stating exactly the information being collected and those individuals or companies with whom it is being shared. - See more at: http://consumercal.org/california-online-privacy-protection-act-caloppa/#sthash.0FdRbT51.dpuf

 

According to CalOPPA, we agree to the following:

46.  Users can visit our site anonymously.
Once this privacy policy is created, we will add a link to it on our home page or as a minimum, on the first significant page after entering our website.

Our Privacy Policy link includes the word 'Privacy' and can easily be found on the page specified above.

You will be notified of any Privacy Policy changes:

      • On our Privacy Policy Page

Can change your personal information:

      • By emailing us

      • By calling us

      • By chatting with us or by sending us a support ticket

COPPA (Children Online Privacy Protection Act)

47.  When it comes to the collection of personal information from children under the age of 13 years old, the Children's Online Privacy Protection Act (COPPA) puts parents in control. The Federal Trade Commission, United States' consumer protection agency, enforces the COPPA Rule, which spells out what operators of websites and online services must do to protect children's privacy and safety online.

We do not specifically market to children under the age of 13 years old.

Fair Information Practices

The Fair Information Practices Principles form the backbone of privacy law in the United States and the concepts they include have played a significant role in the development of data protection laws around the globe. Understanding the Fair Information Practice Principles and how they should be implemented is critical to comply with the various privacy laws that protect personal information.

In order to be in line with Fair Information Practices we will take the following responsive action, should a data breach occur:

We will notify you via email

      • Within 7 business days

We will notify the users via in-site notification

      • Within 7 business days

We also agree to the Individual Redress Principle which requires that individuals have the right to legally pursue enforceable rights against data collectors and processors who fail to adhere to the law. This principle requires not only that individuals have enforceable rights against data users, but also that individuals have recourse to courts or government agencies to investigate and/or prosecute non-compliance by data processors.

CAN SPAM Act

48.  The CAN-SPAM Act is a law that sets the rules for commercial email, establishes requirements for commercial messages, gives recipients the right to have emails stopped from being sent to them, and spells out tough penalties for violations.

We collect your email address in order to:

·       Send information, respond to inquiries, and/or other requests or questions

·       Process orders and to send information and updates pertaining to orders.

·       Send you additional information related to your product and/or service

·       Market to our mailing list or continue to send emails to our clients after the original transaction has occurred.

To be in accordance with CANSPAM, we agree to the following:

·       Not use false or misleading subjects or email addresses.

·       Identify the message as an advertisement in some reasonable way.

·       Include the physical address of our business or site headquarters.

·       Monitor third-party email marketing services for compliance, if one is used.

·       Honor opt-out/unsubscribe requests quickly.

·       Allow users to unsubscribe by using the link at the bottom of each email.

If at any time you would like to unsubscribe from receiving future emails, you can email us at

·       Follow the instructions at the bottom of each email.

and we will promptly remove you from ALL correspondence.

Changes to this privacy policy

49.        Coates IT reserves the right to change this privacy policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website and you are deemed to have accepted the terms of the privacy policy on your first use of the Website following the alterations.


You may contact Coates IT by email at 
enquiry@coates.it.

 

01 May 2017