Retention

Fyfes Vehicle & Engineering Supplies Limited (and Fyfes Car Parts Ireland Limited) Data Protection and Privacy Policy

Fyfes Vehicle & Engineering Supplies Ltd and Fyfes Car Parts Ireland Limited (referred hereafter as “Fyfes”) needs to gather and use certain information about individuals (e.g. customers, suppliers, employees etc.) that Fyfes has a relationship with or may need to contact. This data will only be used for the business purpose for which it was gathered. 

This policy describes how this personal data is collected, handled and stored.

Policy Scope

This policy applies to Head Office and all branches of Fyfes.

Responsibilities

All members of Fyfes’ staff have responsibility for ensuring data is collected, stored and handled appropriately.
• The Managing Directors are ultimately responsible for ensuring that Fyfes meets its legal obligations.
• Detailed operational responsibility is delegated to the Data Protection Officer (at July 2018, this was Ursula Maguire). The Data Protection Officer will (for example):
 Keep the senior management updated regarding data protection responsibilities, risks and issues.
 Periodically, review all data protection procedures and related policies.
 Arrange any data protection training required.
 Handle (or provide for the handling) of any data protection questions posed by staff.
 Deal with ‘subject access’ requests (see later).
  
Personal Data Storage

Hard-copy data:
• When data is stored on paper, it will be kept in a secure place where unauthorised people cannot access it.
• When not required, files (or printouts) will be kept in a locked drawer or filing cabinet.
• Files (or printouts) will be handled to prevent unauthorised viewing..
• Files (or printouts) will be shredded and disposed of securely when no longer required.

Electronic data: 
• Will be protected by strong passwords that are changed regularly.
• If data is stored on removable media (like a CD or DVD), these will be kept locked away securely when not in use.
• Data will only be stored on designated drives and servers (in secure locations) accessible by relevant trained staff.
• Data will be backed up frequently.

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Data Use
• When working with personal data, employees will ensure the screens of their computers are locked when left unattended.
• Personal data will not be shared informally.  
• Employees will not save copies of personal data to their own computers.  

Personal Data Accuracy

All Fyfes’ employees who work with personal data will take all reasonable steps to ensure it is kept as accurate and up-to-date as possible and maintained only when necessary.


Subject Access Requests

All individuals who are the subject of personal data held by Fyfes can request this information from the Data Protection Officer by email or by letter at the Ballymena Head Office. Normally, there is no charge for this. 

Cookies

We and our trusted partners use cookies and other technologies in our related services, including when you visit our Site or access our services. 

A "cookie" is a small piece of information that a website assigns to your device while you are viewing a website. Cookies are very helpful and can be used for various different purposes. These purposes include allowing you to navigate between pages efficiently, enabling automatic activation of certain features, remembering your preferences and making the interaction between you and our Services quicker and easier. Cookies are also used to help make sure that the advertisements you see are relevant to you and your interests and to compile statistical data on your use of our Services. 

The Site uses the following types of cookies:

a. 'session cookies' , which are stored only temporarily during a browsing session in order to allow normal use of the system and are deleted from your device when the browser is closed; 

b. 'persistent cookies', which are read only by the Site, saved on your computer for a fixed period and are not deleted when the browser is closed. Such cookies are used where we need to know who you are for repeat visits, for example to allow us to store your preferences for the next sign-in; 

c. 'third-party cookies' , which are set by other online services who run content on the page you are viewing, for example by third-party analytics companies who monitor and analyse our web access.

Cookies do not contain any information that personally identifies you, but Personal Information that we store about you may be linked, by us, to the information stored in and obtained from cookies. You may remove the cookies by following the instructions of your device preferences; however, if you choose to disable cookies, some features of our Site may not operate properly and your online experience may be limited.

We use a tool which is based on the Snowplow Analytics technology to collect information about your use of the Site. The tool collects information such as how often users access the Site, which pages they visit when they do so, etc. The tool does not collect any Personal Information and is only used by our Site hosting and operating service provider to improve the Site and services.

Use of script libraries (Google Web Fonts)

In order to present our contents correctly and make them graphically appealing across all browsers, we use script libraries and font libraries such as Google Web Fonts (https://www.google.com/webfonts) on this website. Google Web Fonts are transferred to your browser's cache to avoid multiple loading. If your browser does not support Google Web Fonts or does not allow access, content will be displayed in a default font. 
  • Calling script libraries or font libraries automatically triggers a connection to the library operator. In theory, it is possible – but currently also unclear whether and, if so, for what purposes – that operators of corresponding libraries collect data.

  • The privacy policy of the library operator Google can be found here: https://www.google.com/policies/privacy.

Third-party collection of information

Our policy only addresses the use and disclosure of information we collect from you. To the extent you disclose your information to other parties or sites throughout the internet, different rules may apply to their use or disclosure of the information you disclose to them. Accordingly, we encourage you to read the terms and conditions and privacy policy of each third party that you choose to disclose information to. 

This Privacy Policy does not apply to the practices of companies that we do not own or control, nor to individuals whom we do not employ or manage, including any of the third parties which we may disclose information to as set out in this Privacy Policy. 

Transfer of data outside the EEA 

Please note that some data recipients may be located outside the EEA. In such cases we will transfer your data only to such countries as approved by the European Commission as providing adequate level of data protection, or enter into legal agreements ensuring an adequate level of data protection.

Marketing

We may use your Personal Information such as your name, email address, telephone number, etc., ourselves or by using our third-party subcontractors, for the purpose of providing you with promotional materials concerning our services which we believe may interest you.  

To respect your right to privacy, within such marketing materials we provide you with the means to opt out of receiving further marketing offers from us. If you unsubscribe, we will remove your email address or telephone number from our marketing distribution lists. 

Please note that even if you have unsubscribed from receiving marketing emails from us, we may send you other types of important email communications without offering you the opportunity to opt out of receiving them. These may include customer service announcements or administrative notices.

Corporate transaction

We may share information in the event of a corporate transaction (e.g. sale of a substantial part of our business, merger, consolidation or asset sale). In the event of the above, the transferee or acquiring company will assume the rights and obligations as described in this Privacy Policy.

Updates or amendments to this Privacy Policy

We reserve the right to periodically amend or revise the Privacy Policy; material changes will be effective immediately upon the display of the revised Privacy policy. The last revision will be reflected in the "Last modified" section. Your continued use of the Platform, following the notification of such amendments on our website, constitutes your acknowledgment and consent of such amendments to the Privacy Policy and your agreement to be bound by the terms of such amendments.