This policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore the way this website processes, stores and protects user data and information will also be detailed within this policy.
2. Data Protection Notice
2a. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by [the General Data Protection Regulation 2016/679 (the “GDPR”)1].
2b. Who are we?
Ballard Chalmers is the data controller (contact details at the bottom of this page). This means it decides how your personal data is processed and for what purposes.
2c. How do we process your personal data?
Ballard Chalmers complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
2d. We use your personal data for the following purposes:
- To operate the website ballardchalmers.com and to respond to individual requests, and deliver services that the individual has requested.
- As part of the business, to inform the individual of news, events or activities and to ensure that the right information is delivered to the right person at the right time based on their consent or our legitimate interests in line with the Information Commisioner’s Office guidance.
- To enter into a business relationship with the data subject.
- To make a business contact to the individual as per the consent and agreement of the data subject.
2e. What is the legal basis for processing your personal data?
These fall under either GDPR Article 6 or Article 9 – dealt with separately below.
GDPR Article 6 Processing
- Consent of the data subject for business newsletters, updates, etc. https://ballardchalmers.com/newsletter/
- Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract either as a business customer, business supplier, or an employee.
GDPR Article 9 Processing
- Explicit consent of the data subject: Newsletter opt-in (ballardchalmers.com/newsletter/), Website Contact Form (ballardchalmers.com/contact/) and Online Chat.
2f. Sharing your personal data
Your personal data will be treated as strictly confidential. We do not sell our clients or this website’s users’ private personal information.
We share information about you in the limited circumstances spelled out below and with appropriate safeguards on your privacy.
- Third Party Vendors: We may share information about you with third party vendors who need to know information about you in order to provide their services to us. This group includes vendors that help us understand and enhance our Services (like analytics providers). We require vendors to agree to privacy commitments in order to share information with them.
- As Required by Law: We may disclose information about you in response to a subpoena, court order, or other governmental request.
- To Protect Rights and Property: We may disclose information about you when we believe in good faith that disclosure is reasonably necessary to protect the property or rights of Ballard Chalmers, third parties, or the public at large. For example, if we have a good faith belief that there is an imminent danger of death or serious physical injury, we may disclose information related to the emergency without delay.
- With Your Consent: We may share and disclose information with your consent or at your direction. For example, we may share your information with third parties with which you authorise us to do so.
- Aggregated and De-Identified Information: We may share information that has been aggregated or reasonably de-identified, so that the information could not reasonably be used to identify you.
2g. How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary and we only retain your data for the following purposes:
- Use your personal data to inform you of the latest upgrade to the existing business contract;
- Inform you of any business updates;
- Inform you of latest in the technologies which may be relevant to the business;
- Inform you of our activities that may have effect on your business as an associate.
If we do not do business with you for a period of 2 consecutive years, we will archive your data and if no further business relationship for another 3 years, we will notify of possible deletion of your data.
2h. Your rights and your personal data
Unless subject to an exemption [under the GDPR], you have the following rights with respect to your personal data:
- The right to request a copy of your personal data which the Ballard Chalmers Ltd holds about you;
- The right to request that the Ballard Chalmers Ltd corrects any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for Ballard Chalmers Ltd to retain such data;
- The right to withdraw your consent to the processing at any time;
- The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable);
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, (where applicable);
- The right to lodge a complaint with the Information Commissioner’s Office.
2i. Transfer of Data Abroad
No data is transferred outside the EU, with the exception of our email newsletter – see details below (7. Email Newsletter).
2j. Automated Decision Making
No automated decisions are being carried out.
2k. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
3. The Website
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience.
Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive/device they should take necessary steps within their web browser security settings to disable/block all cookies from this website and its external serving vendors.
Other cookies may be stored to your computer/device hard drive by external vendors when this website uses referral programs, sponsored links or adverts such as Google AdWords. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected
We may also set cookies during your visit to our website to be used for remarketing purposes i.e. to show you Ballard Chalmers products and services based on what you appear to be interested in. This means that you may see Ballard Chalmers adverts and content on other websites. The cookies will enable us to monitor whether you see adverts, click on them and access our website as a result. To opt out of being tracked by Google Remarketing and all third party interest based advertising you can do so by visiting http://optout.networkadvertising.org/?c=1#!/.
5. Downloads & Media Files
Any downloadable documents, files or media made available on this website are provided to users at their own risk. While all precautions have been undertaken to ensure only genuine downloads are available users are advised to verify their authenticity using third party anti virus software or similar applications. We accept no responsibility for third party downloads and downloads provided by external third party websites and advise users to verify their authenticity using third party anti virus software or similar applications.
6. Contact & Communication
Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely, as detailed in the General Data Protection Regulation. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk.
The website of Ballard Chalmers contains information that enables a quick electronic contact to Ballard Chalmers which also includes a general address of electronic mail (e-mail address). If you contact Ballard Chalmers by e-mail or via the online contact form, the personal data transmitted by the data subject are automatically stored. Your personal information is kept private and stored securely until a time it is no longer required or has no use.
6a. Online Contact Form
We request information from you in our online contact form only so that we may answer you. To respond to your enquiry effectively we ask for your name, email address and other personal details that need to be supplied for the services or the advice you may require. Such personal data transmitted on a voluntary basis by you to Ballard Chalmers are stored for the purpose of contacting you. This personal data will never be sold to third parties and you may request that we delete this data at any time.
6b. Chat Software
Our website contains chat software to enable visitors to communicate with us live online, or offline by submitting name and email address. When users use this chat software, we may collect some or all the following information: your email address, first name, last name, location, and any other information you willingly choose to provide to us with. You should limit provided information that is only necessary to answer your questions. This personal data will never be sold to third parties and you may request that we delete this data at any time.
7. Email Newsletter
We operate an email newsletter mailing list programme, used to inform subscribers about products, services and/or news we supply/publish. Users can subscribe through an online automated process where they have given their explicit permission. Subscriber personal details are collected, processed, managed and stored in accordance with the regulations named in point #1 ‘The policy’ above. Subscribers can unsubscribe at any time as detailed in the footer of sent marketing messages. The type and content of marketing messages subscribers receive is clearly outlined at the point of subscription.
Email marketing messages may contain tracking beacons / tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of subscriber data relating to engagement, geographic, demographics and already stored subscriber data. Based on the embedded tracking pixel, Ballard Chalmers may see if and when an e-mail was opened by a subscriber, and which links in the e-mail were clicked on. This allows a statistical analysis of the success or failure of individual email newsletters.
The operating company of iContact is iContact LLC, Morrisville, 5221 Paramount Parkway, Suite 200 NC, North Carolina 27560, UNITED STATES.
The email newsletter is sent to only those who have opted-in through the double opt-in procedure, and to those based on our legitimate interests in line with the Information Commisioner’s Office guidance on B2B marketing. Subscribers are at any time entitled to revoke the declaration of consent and anyone receiving the newsletter based our legitimate interests has the right to opt-out at any time. Each email newsletter Ballard Chalmers sends contains an unsubscribe link through which you may easily opt-out of receiving future email newsletters from us. If you do not wish to receive email newsletters from Ballard Chalmers, simply click the unsubscribe link and follow the instructions to unsubscribe your e-mail address or to change your preferences.
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us at the address at the bottom of this page. We will promptly correct any information found to be incorrect.
8. External Links
Although we only look to include quality, safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites, similar to www.microsoft.com or Microsoft..
Ballard Chalmers is not responsible for the privacy practices or the content of any third party websites. The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Customers and visitors who link to other third party websites from this website should check the privacy and security policy statements of such third party websites to understand the policies and practices of such third party websites as we are not responsible for those policies and practices. Customers and visitors who access a linked site may be disclosing their private information to the owner of such third party websites. It is your responsibility to keep such information private and confidential.
Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
9. Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website participate on are subject to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate/engage upon them with due care and caution in regard to their own privacy and personal details. This website will never ask for personal or sensitive information through social media platforms and we encourage users wishing to discuss sensitive details to contact us by telephone or email.
This website uses social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
9a. Social Media Widgets
Twitter: Twitter is a service of Twitter Inc., 795 Folsom St., Suite 600, San Francisco, CA 94107, UNITED STATES. If you live outside the United States, the data controller responsible for your information is Twitter International Company, an Irish company with its registered office at One Cumberland Place, Fenian Street, Dublin 2 D02 AX07 Ireland.
You may change your Twitter data privacy settings in your account settings here: http://twitter.com/account/settings.
Google Plus: Google+ is a service of Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, UNITED STATES.
This Google+ Follow button is a means for this website to enable Google+ users to quickly add the Ballard Chalmers Google+ page to the user’s circles directly via a widget on our website. After clicking the button, the user indicates the circle to add Ballard Chalmers. You can access Google‘s data protection policies relating to the Follow button together with all relevant information on the collection, transfer and use of data by Google, your rights in this regard as well as your profile settings options here: https://developers.google.com/+/web/buttons-policy.
Facebook: Facebook is a service of Facebook Inc., 1601 S. California Ave, Palo Alto, CA 94304, UNITED STATES.
If you wish to prevent the transfer to and storage of data by Facebook about you and your interaction with our website, you must first log out of Facebook before visiting the Ballard Chalmers website. The data protection policies of Facebook provide additional information about the collection and use of data by Facebook, your rights in this regard, and the options available to you for protecting your privacy: https://www.facebook.com/about/privacy/. An overview of Facebook plugins is available here: https://developers.facebook.com/docs/plugins/.
LinkedIn: LinkedIn is a service of LinkedIn Corporation, LinkedIn Headquarters 2029 Stierlin Ct. Ste. 200 Mountain View, CA 9404, UNITED STATES.
There are tools freely available on the market that can be installed to block social media plug-ins with add-ons from being added to commonly used browsers.
You use social sharing buttons at your own discretion and accept that doing so may publish content to your social media profile feed or page.
9b. Shortened Social Media Links
This website and its owners through their social media platform accounts may share web links to relevant web pages. Shortened URL’s; URL shortening is a technique used on the web to shorten URL’s (Uniform Resource Locators) to something substantially shorter. This technique is especially used in social media and looks similar to this example: https://bit.ly/2uWRkmO. Users should take caution before clicking on shortened URL links and verify their authenticity before proceeding.
Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.
10. Tracking Analytics
Ballard Chalmers has integrated the component of Google Analytics on this website. Google Analytics is a web analytics service. Web analytics is the collection, gathering, and analysis of data about the behaviour of visitors to websites. A web analysis service collects data about the website from which a person has come (the referrer), which sub-pages were visited, or how often and for what duration a sub-page was viewed. Web analytics are mainly used for the optimisation of a website and in order to carry out a cost-benefit analysis of Internet advertising.
Google Analytics is a service and component of Google Inc., 1600 Amphitheatre Pkwy, Mountain View, CA 94043-1351, UNITED STATES.
The purpose of the Google Analytics component is to analyse the traffic on our website. Google uses the collected data and information to evaluate the use of our website and to provide online reports, which show the activities on our websites, and to provide other services concerning the use of our Internet site for us.
Google Analytics places a cookie on the information technology system of the data subject. The definition of cookies is explained above. With the setting of the cookie, Google is enabled to analyse the use of our website. With each call-up to one of the individual pages of this website, which is operated by Ballard Chalmers and into which a Google Analytics component was integrated, the Internet browser on the information technology system of the data subject (you) will automatically submit data through the Google Analytics component for the purpose of online advertising and the settlement of commissions to Google. During the course of this technical procedure, the enterprise Google gains knowledge of personal information, such as the IP address of the data subject, which serves Google to understand the origin of visitors and clicks, and subsequently create commission settlements.
The cookie is used to store personal information, such as the access time, the location from which the access was made, and the frequency of visits of our website by the data subject. With each visit to our Internet site, such personal data, including the IP address of the Internet access used by the data subject, will be transmitted to Google in the United States of America. These personal data are stored by Google in the United States of America. Google may pass these personal data collected through the technical procedure to third parties.
The data subject may prevent the setting of cookies through our website at any time by means of a corresponding adjustment of the web browser used and thus permanently deny the setting of cookies. Such an adjustment to the browser used would also prevent Google Analytics from setting a cookie on the information technology system of the data subject. In addition, cookies already in use by Google Analytics may be deleted at any time via a web browser or other software programs.
Further information and the applicable data protection provisions of Google may be retrieved under https://www.google.com/intl/en/policies/privacy/ and under http://www.google.com/analytics/terms/us.html. Google Analytics is further explained under the following link https://www.google.com/analytics/.
The information you provide will be kept confidential and will be used only to support your customer relationship with Ballard Chalmers Ltd; information will not be sold to any outside organisation or third party without your prior consent.
We hope that you are satisfied with the measures we employ to help ensure we secure your personal privacy, and that you remain confident about the safety of your online information.
You have choices available when it comes to information about you:
- Limit the information you share.
- Opt-out of electronic promotional communications: You may opt out of receiving promotional messages from us. Just follow the instructions in those messages. If you opt out of promotional messages, we may still send you other messages, like those about your account and legal notices.
- Set your browser to reject cookies: You can usually choose to set your browser to remove or reject browser cookies before using the Ballard Chalmers website, with the drawback that certain features may not function properly without the aid of cookies.
13. The DPA & GDPR May 2018
We and this website complies to the DPA (Data Protection Act 1998) and already complies to the GDPR (General Data Protection Regulation) which comes into affect from May 2018. We will update this policy accordingly after the completion of the UK’s exit from the European Union.
15. Contact Details
Medway House, 18-22 Cantelupe Road, East Grinstead, West Sussex RH19 3BJ
t. 01342 410223
You can contact the Information Commissioner’s Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/, or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.