Website Privacy Policy

dataprotection@cottonsgroup.com 


Website Privacy Policy

 

DOCUMENT REF GDPR-DOC-04-4
VERSION 1
DATED 13 November 2022
DOCUMENT AUTHOR Aneta Sheridan
DOCUMENT OWNER Aneta Sheridan

 

Revision history

VERSION DATE REVISION AUTHOR SUMMARY OF CHANGES
1.0 13/11/2022 Aneta Sheridan Initial document- first release
1.1 02/03/2022 Aneta Sheridan \Update regarding outsourcing 

 

Distribution

NAME TITLE

 

Approval

NAME POSITION SIGNATURE DATE

Contents

1 Introduction 4

1.1 Who are we? 4

2 How we use your information 5

2.1 When you use our website 5

2.2 When you submit an enquiry via our website 6

2.3 When you apply for a job vacancy 7

2.4 When you sign up for a newsletter 7

2.5 Data sharing 7

2.6 Transferring your information outside the European Economic Area (EEA) 8

2.7 Your rights as a data subject 8

2.8 Your right to complain 8

2.9 Updates to this privacy policy 9

 

Tables

Table 1: Cookies (strictly necessary) 9

Table 2: Cookies (ask for consent) 9

Table 3: Cookies (third parties) 9

  1. Introduction

This privacy policy tells you about the information we collect from you when you use our website. In collecting this information, we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights you have over your data.

 

  1. Who are we?

We are Cottons Group. Our address is The Stables, Church Walk, Daventry, NN11 4BL. You can contact us by post at the above address, by email at dataprotection@cottonsgroup.com  or by telephone on 01327 879090.

We are not required to have a data protection officer, so any enquiries about our use of your personal data should be addressed to the contact details above.

  1. How we use your information

    1. When you use our website

When you use our website to browse our products and services and view the information we make available, a number of cookies are used by us and by third parties to allow the website to function, to collect useful information about visitors and to help to make your user experience better. Some of the cookies we use are strictly necessary for our website to function, and we do not ask for your consent to place these on your computer. These cookies are shown below.

What are cookies?

A cookie is a small text file which is sent from the website to your computer. It contains information about you as a user on the website to personalise your experience. For example, to determine if you are an admin user and, if so, allow you access to the admin area of the site and the correct user profile.

Session cookies are only stored for the duration of your visit to the website and will be removed when the browser window is closed. For example, when you close your browser window the relevant authentication cookie is removed and you will need to login again the next time you visit the website.

Permanent cookies are stored for a period of time and are used to identify you when you return to the site. For example, your username may be remembered on the login page.

Essential Cookies

Actions such as Registration and Login require cookies to determine the permission level the site should grant to you. If you register or login to this site, cookies will be set on your device. The following essential cookies are set by this website:

WordPress cookies

Purpose Cookie name Duration Intrusion level

Cookie Consent banner

Cookie set by the UK cookie consent plugin to record that you accept the fact that the site uses cookies.

 catAccCookies 30 days low

WordPress cookies

If you are an administrator and log into the website, various WordPress cookies will be set for the functionality and display of the admin area interface.

 wordpress_test_cookie session low
wordpress_# session low
wordpress_logged_in_# 2 weeks low
wordpress_sec_# 2 weeks low
wp-settings-# session low
wp-settings-time-# session low
wp-saving-post session low

Divi cookies

If you are an administrator and login to the website and edit content, Divi cookies will be set for various stages in the process eg editing, preview and saving changes.

 et-editor-available-post-[POST ID]-bb session low
et-editing-post-[POST ID]-bb session low
et-saved-post-[POST ID]-bb session low
et-recommend-sync-post-[POST ID]-bb session low

Performance cookies

If this site has code from a Third Party site, the Third Party site may set Third Party cookies on your computer:

  • if the page with the code is viewed, eg Google Analytics or YouTube,
  • if you click the link to the Third Party site eg Facebook, Twitter, Google +1, LinkedIn, Vimeo, AddThis.

The intrusion level of Third Party cookies vary and you should check their Privacy Policies for more details.

The following third party cookies may be active on this site, you can view the details of which cookies are currently enabled via your browser (see below instructions).

Google Analytics

We use this this service to improve your experience on this site.

  • The service:
    • This service runs in the background and drops one or more cookies to your computer, or handheld device. It helps us measure how you interact with our websites content by tracking your user journey and site interactions. The cookies store non-identifiable information about your browsing history, we use this data to analyse patterns and trends to help improve your experience.
  • The data Google Analytics stores about you:
    • Non-identifiable data such as, visits, pages views, time on site, and the journey you take through the site.

For more details on Google Analytics please visit their website http://www.google.com/analytics/

Crazy Egg

We use this service to understand how visitors interact with the website.

  • The service:
    • This service runs in the background and drops one or more cookies to your computer, or handheld device. It helps us measure how you interact with our website content by tracking your user journey and site interactions. The cookies store non-identifiable information about your browsing history, we use this data to analyse patterns and trends to help improve your experience.
  • The data Crazy Egg stores about you:
    • Cookies placed by Crazy Egg do not include personally identifiable information such as name, phone number, e-mail address or mailing address, nor does Crazy Egg link cookies to such personally identifiable information in its servers or databases.

For more details on Crazy Egg please visit their website https://www.crazyegg.com/overview

Can I disable cookies?

Yes, however, some of these electronic tools may need to collect and process personal data in order to function correctly. If you choose to switch off or block these tools, elements of our site may not work correctly for you.

Instructions for managing your cookies

The following guides provide instructions on how to enable, disable or delete cookies stored by your browser:

 

COOKIE NAME PURPOSE FURTHER INFORMATION
catAccCookies Cookie Consent banner Cookie set by The UK cookie consent plugin to record that you accept the fact that the site uses cookies.


Table 1: Cookies (strictly necessary)

 

However, for those cookies that are useful but not strictly necessary we will always ask for your consent before placing them. These are:

 

COOKIE NAME PURPOSE FURTHER INFORMATION


Table 2: Cookies (ask for consent)

 

As well as the cookies we use, various third parties also place them on your computer, again with your consent. These are shown below:

 

COOKIE NAME PURPOSE FURTHER INFORMATION
Crazy egg To understand how visitors interact with the website.

This service runs in the background and drops one or more cookies to your computer, or handheld device. It helps us measure how you interact with our website content by tracking your user journey and site interactions. 

Cookies placed by Crazy Egg do not include personally identifiable information such as name, phone number, e-mail address or mailing address, nor does Crazy Egg link cookies to such personally identifiable information in its servers or databases.


Table 3: Cookies (third parties)

  1. When you submit an enquiry via our website

When you submit an enquiry via our website, we ask you for your name, contact telephone number and email address.

We use this information to respond to your query, including providing you with any requested information about our products and services. We may also email you several times after your enquiry in order to follow up on your interest and ensure that we have answered your it to your satisfaction. We will do this based on our legitimate interest in providing accurate information prior to a sale.

Your enquiry is stored and processed by third parties Fibre CRM & Campaign Monitor system. Their servers are in Australia and USA retrospectively. 

We do not use the information you provide to make any automated decisions that might affect you. 

We keep enquiry emails for two years, after which they are securely archived and kept for seven years, when we delete them. CRM records are kept for three years after the last contact with you.

 

  1. When you apply for a job vacancy

When you apply for a job vacancy online, we ask you for your name, contact telephone number, email address and CV. We will not share this data with any third parties. Data and CVs of unsuccessful applicants are deleted immediately. However, in some circumstances we might retain your CV so we can invite you for a meeting if we have available position. 

Your information is stored on our website and on our server, both of which are based within the European Union. 

We do not use the information you provide to make any automated decisions that might affect you. 

  1. When you sign up for a newsletter

When you sign up for a newsletter, we ask for your name, business name, contact telephone number and email address. We will not share your data with any third parties. 

We use this information to provide you with the latest news from our team and any important accounting or tax updates we feel might be relevant to you.  We will do this based on your consent.

Your details will be shared with third parties Fibre CRM & Campaign Monitor. Their servers are in Australia and USA retrospectively.

We do not use the information you provide to make any automated decisions that might affect you. 

Once you have withdrawn your consent, we will remove you from our list immediately. 

  1. Data sharing

We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes.

We may pass your information to our third party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to send you mailings).

All of our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.

Transferring your information outside the European Economic Area (EEA)

Third parties to whom we disclose such personal data may be located outside of the European Economic Area (EEA).   We will only disclose client personal data to a third party (including a third party outside of the EEA) provided that the transfer is undertaken in compliance with the Data Protection Legislation

  1. Transferring your information outside the European Economic Area (EEA)

Third parties to whom we disclose such personal data may be located outside of the European Economic Area (EEA).   We will only disclose client personal data to a third party (including a third party outside of the EEA) provided that the transfer is undertaken in compliance with the Data Protection Legislation

  1. Your rights as a data subject

By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate. If we have asked for your consent to process your personal data, you may withdraw that consent at any time.

If we are processing your personal data for reasons of consent or to fulfil a contract, you can ask us to give you a copy of the information in a machine-readable format so that you can transfer it to another provider.

If we are processing your personal data for reasons of consent or legitimate interest, you can request that your data be erased.

You have the right to ask us to stop using your information for a period of time if you believe we are not doing so lawfully.

Finally, in some circumstances you can ask us not to reach decisions affecting you using automated processing or profiling.

To submit a request regarding your personal data by email, post or telephone, please use the contact information provided above in the Who Are We section of this policy.

  1. Your right to complain

If you have a complaint about our use of your information, we would prefer you to contact us directly in the first instance so that we can address your complaint. However, you can also contact the Information Commissioner’s Office via their website at ico.org.uk or write to them at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

  1. Updates to this privacy policy

We regularly review and, if appropriate, update this privacy policy from time to time, and as our services and use of personal data evolves. If we want to make use of your personal data in a way that we have not previously identified, we will contact you to provide information about this and, if necessary, to ask for your consent.

We will update the version number and date of this document each time it is changed.