Privacy Policy

What is this?

A Privacy Policy is a statement or legal document that discloses some or all of the ways this business collects, uses, discloses and manages a customer or client’s personal data. Ordinarily, it is visible via a link on a business’s website.

Furthermore, on a web page where the website owner collects personal data for sign up, registration etc., users will be required to acknowledge that they have read and understood the terms of the Privacy Policy with a link to this document.

Introduction

At Protek, we are dedicated to keeping your information private. This Privacy Policy will explain how we handle your personal information when you visit our website. Additionally, it informs you of your legal protections and rights to privacy. In order to completely understand how and why we are using your data, it is crucial that you read this privacy policy as well as any other privacy policies or fair processing policies we may provide on occasion when we are collecting or processing personal data about you.

We are committed to being responsible custodians of the personal information that we collect in the course of operating our business.

This privacy policy explains in full how, in our capacity as a data controller, we collect, use, disclose, or otherwise process and safeguard personal information as part of running our business and providing services to our clients and customers.

Information that identifies, relates to, characterises, or may reasonably be linked, directly or indirectly, to a specific natural person is referred to in this Policy as “personal information.” It excludes data that is regarded under applicable law as anonymous, de-identified, or aggregated.

Who are we

Protek (“the Business”) is the data controller (collectively referred to as “we”, “us” or “our” in this privacy policy) and responsible for the processing of your personal data also referred to as personal identifiable (PI) data.

If you have any questions about this privacy policy or our privacy practices, please contact us via our website, where you will find contact details.

Any information relating to an identified or identifiable individual is referred to as “personal data,” “personal information,” or “information about you” as used in this privacy policy. This includes, but is not limited to, your name, last name, company name, email address, phone number, date of birth, card type (credit or debit), card number, expiration date, postal code, as well as information about your past purchases and payments. The purpose of this privacy policy is to ensure that you are aware of the personal data we gather about you, its uses, and its disclosures. To summarise, we want to let you know how we respect your privacy and what rights you have in relation to the personal data we gather and use about you.

For further clarification on this privacy policy, questions, or concerns, please do not hesitate to contact us.

Personal data we collect from you

We may collect data, including your personal data, through our interactions with you, and when you:

  • Register, or complete or submit information or forms on our website
  • Download content on our website
  • Provide us with feedback and information via phone, email, social media, etc.
  • Answer a survey
  • Enter a competition or prize draw
  • Subscribe to our newsletters or other content-related material
  • Use a live chat function on our website
  • Use forums or leave comments on our website
  • Purchase or use our products and/or services

Online data about you may also come through cookies and other similar technologies (such as pixel tags and device identifiers) used on our site or other websites. Please refer to our cookie policy at for more details on cookies and related technologies.

We may collect now and in the future the following categories of personal data listed below from consumers, for commercial and/or business purposes under the GDPR, DPA and other applicable data processing laws:

  1. Identifiers and registration contact information:such as name, e-mail address, postal address, telephone number, account name, online identifier, Internet Protocol (IP) address, or other similar identifiers
  1. Customer records information:such as name, signature, social security number, physical characteristics or description, address, telephone number, passport number, bank account number, credit or debit card number, other financial information
  1. Commercial information:includes delivery information, records of goods purchased, obtained, or considered, as well as other consumer histories or patterns and transactions with us
  1. Internet or other electronic network activity information:information about a consumer’s engagement with an Internet website, application, or advertisement, as well as device information and device identifiers, browsing type and language, browsing history, search history, and data connection and use information, such as information you download
  1. Geolocation data:such as city, county, postcode, etc. related to your IP address
  1. Inferences:indicationson your preferences and characteristics through behavioural data

Other informationincludes anything you voluntarily choose to share with us about how you use our services, surveys we send you, etc. Customer information includes inquiries and other messages you send to us directly via online forms, chats, e-mail, phone, or postal mail, as well as summaries or voice recordings of your conversations with customer service.

Personal data we collect automatically 

Our website automatically collects certain data, through automatic data collection tools such as cookies, beacons, among others. These tools automatically collect the following information. 

  1. Technical information

Technical data, such as, but not limited to, browser type, operating system, device details, online identifiers like cookie data and Internet Protocol address (IP), domain name, referral URL, time zone setting, and/or visit time stamp. 

  1. Usage data

Usage data is the information we collect about how the Website is accessed and used by our visitors. It may comprise your computer’s Internet Protocol address (IP address), browser version, list of pages you have viewed on our website, the time spent on those pages, the date and duration of your visit, and other analytical data. 

2. How do we use your personal data

Such business purposes may be: 

  1. To fulfil the purpose for which the Personal Information is provided to send you marketing communications, provided you have given us your consent to do so.
  1. To provide you with information, products and/or services that you request from us
  1. To communicate and respond to your requests and inquiries to us
  1. In order to run our company, engage in business with customers and fulfil requests for our services
  1. To check in with our customers after our goods and/or services have been delivered (live chat, email, or phone inquiries)
  1. To provide consumers with e-mail alerts, event registrations, and other notices concerning our products and/or services, or events or news that might be of interest to the consumer
  1. To manage and enhance our site’s technical and functional aspects, as well as to provide its information to our clients or others 
  1. To evaluate, develop, and enhance how our site is used and functions
  1. To modify, enhance, or improve our services and/or provision of such services to our clients
  1. As necessary and appropriate to protect the rights, property of the Business, our clients, or others
  1. For the purpose of fulfilling our obligations and enforcing our rights stemming from any contract we have with customers, clients or other contractual third parties, including billing and collections
  1. For testing, research, analysis, and product and services development
  1. To manage the security of our website
  1. To comply with applicable law and regulations to operate our business
  1. To respond to law enforcement requests as required by applicable law, court order, or governmental regulations
  1. As described to the consumer when collecting the consumer’s personal information, or as otherwise set forth by the UKGDPR, the Data Protection Act 2018 and other applicable data processing laws.

We do not gather additional categories of personal data, nor do we use the data we have acquired for purposes other than those listed in this privacy statement. The personal information we gather enables us to send you periodic emails about our products and/or services and to keep you updated on product announcements, software updates, and upcoming events. It also enables us to tailor the content you see on our website, making it more applicable for you and enabling us to deliver the kind of information and product offerings in which you are most interested where appropriate and applicable. 

3.  Legal basis for processing your personal data 

We rely on the following legal bases to collect and process your Personal Data under the UK GDPR: 

  • Consent: where required to obtain your consent, we will do so. For example, certain jurisdictions require us to obtain your consent to process precise location information
  • Performance of a contract: where processing is necessary for the performance of a contract with you. We may need to collect and use your personal information to enter into a contract you or to perform a contract that you have with us. For example, when you use our Digital Services, we will use your personal information to respond to your requests and provide you with such services.
  • Legal obligation: where it is necessary as a legal obligation for us to process your Personal Data in order to comply with a legal requirement under applicable legislation, such as when responding to a public or governmental body, a court, or regulators.
  • Legitimate interest: We may use your personal information for our legitimate interests to improve our products and services, as well as the content on our Digital Services. Consistent with our legitimate interests and any choices that we offer or consents that may be required under applicable laws, we may use technical information and personal information for our marketing purposes.

4. Cookies 

How we use cookies and other technologies 

Cookies are small files that a site or its service provider transfers to your computer’s hard drive through your Web browser (if you allow) that enables the site’s or service provider’s systems to recognize your browser and capture and remember certain information. 

Please refer to our Cookie Policy for details. 

According to the laws and regulations, we are permitted to keep cookies on your computer if they are essential for the functioning of our website. We will ask for your consent for all other types of cookies. 
 

5. Your rights 

Under current privacy laws and regulations, you possess certain rights in relation to your personal data, as follows:  

Under the UK GDPR: If you are a resident from the European Economic Area (EEA) or the UK, you have the following rights regarding your Personal Data: 

  1. Right of access: you have the right to be informed and request access to the personal data we have collected and process about you.
  1. Right to rectification: you have the right to request the rectification of inaccurate personal data concerning you, which must be duly amended or updated without undue delay.
  1. Right to erasure: you have the right to request we delete your personal data.
  1. Right to restriction of processing: you have the right to request us to stop processing either all or some of your personal data, temporarily or permanently
  1. Right to data portability: you have the right to request a copy of your personal data in electronic format and the right to transmit your data to another controller.
  1. Right to object: you have the right, at any time, to object to us processing your personal data on grounds relating to your particular situation, and the right to object to your personal data being processed for direct marketing purposes.
  1. Right not to be subject to automated decision making:you have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.

6. How to exercise your rights

You might exercise any of your rights under the GDPR, or other jurisdictions by submitting your request for information required to be disclosed and/or deleted our contact details on our website.

We shall confirm the consumer making a request to know or to delete is the consumer about whom we have collected the personal information when we receive a verifiable consumer request. In general, we won’t ask for more details from customers just to verify their identity. However, if we are unable to confirm the consumer’s identification using the data we already hold, we may ask for more information. This information will only be used to confirm the consumer’s identity. According to the guidelines outlined in the GDPR, we shall respond to your verifiable consumer request in an appropriate manner. If you have a password-protected account with us, we may use that account to authenticate you in order to prove your identity.

Requests made by authorised agents:

As per the GDPR, you may also appoint an authorised agent in writing or through a power of attorney to act on your behalf and exercise your privacy rights. We shall take all reasonable steps to confirm that you have properly authorised your agent to act on your behalf before granting his request. To do this, they must send us written confirmation, such as a signed authorisation or a copy of a power of attorney.

Some of these rights you exercise are subject to certain exceptions (e.g. the right for us to delete your personal data when we have a legal obligation to retain such data, or such deletion affects a third party).

If you exercise one of these rights, we will confirm your eligibility and get back to you within 10 (ten) days if you want access to your personal data or 5 (five) days if you want any changes made to, added to, or removed from your data. Please get in touch with us at to exercise your rights.

7. Who has access to your personal information? 

Being the data controller, we may acquire, store, process, and analyse your personal data in the manner and within the constraints set out above. 
 
We do not disclose your information to third parties for personal use unless you authorise it. However, we may share it under special circumstances, including cases when: 

  • Law enforcement, government authorities, or third parties with legal rights: We may share information as may be permitted or required by the laws of any jurisdiction that may apply to us, as provided for under contract, or as we deem reasonably necessary to provide legal services. In these circumstances, we strive to take reasonable efforts to notify you before we disclose information that may reasonably identify you or your organisation, unless prior notice is prohibited by applicable law or is not possible or reasonable in the circumstances. 
  • Personal information is required by our representatives or service providers who carry out tasks on our behalf 
  • We need to protect the rights, property, and safety of the company and our employees 
  • We need to use the information for handling legal claims and disputes 
  • We need to carry out an agreement we have entered with you 
  • There is an emergency or force majeure situation 

We may collect aggregate data about our users which is not personally identifiable and share this information with our partners, service providers, advertisers, and other third parties for marketing or promotional purposes. 

With third parties based in nations other than our own, we might share personal data or outsource processing to them. As a result, the personal data we gather may be gathered, transferred to, processed, and/or stored anywhere that the Business, its affiliates, or service providers have offices. Your Personal Data may therefore be covered by privacy regulations from nations other than your own. In this context, we might divulge your personal data to: 

  • Our Affiliates: to provide our services and/or products
  • Our Service Providers: that help us conduct our business and support infrastructure, payment processors when you purchase our products and/or services 
  • Advertising Partners 
  • Channel Partners 
  • Vendors and Agents 
  • Suppliers 

Website functionality 

We might work with service providers, such as people and outside companies, to run our website, offer the website on our behalf, provide website-related services, and collect analytics data. Depending on the personal information they have about you, service providers might also assist us in tailoring your experience on the website. These third parties are only entitled to use your personal data to do these tasks; they are not allowed to share it with anyone else or use it in any other way. 

Marketing tools 

Service providers help us improve our marketing operations which are intended to engage our website’s visitors with tailored and relevant information based on previous interaction with our website. You may ask us to stop using your information for marketing reasons by contacting us via the methods provided above. 

Website analytics 

Google Analytics is a web analytics tool that records and analyses website traffic on our website to monitor how it is used. This information is made available to other Google services. Google may use it to contextualise and customise advertisements on its own network. 

In addition to information on how you use the Website, Google Analytics may store your IP address. We, however, do not have access to your IP address since it is protected by Google. 

Visit the Google Privacy Terms web page to find out more about their data privacy practices. 

Links to third-party websites 

Our website may contain links to websites that are not owned or managed by us. When you follow a third-party link, you will leave our website and be sent to the third party’s website. We have no supervision over and do not accept responsibility for any of the third party’s practices, content, or services provided on their website.  

8. Data retention and deletion 

Your personal data will be retained for as long as is required to achieve the purposes outlined in this Policy. If you ask us to do so, we will remove your personal information unless we are legally forced to do otherwise, such as to comply with a court order, settle a legal dispute, etc. 

Please keep in mind that we may require you to confirm your identity before we reply to your requests to amend, delete, or restrict the usage of your personal data. If we are unable to offer access within a sensible time frame, we will advise you of a date when the information will be made available. We will provide an explanation if access is restricted for any reason. If you wish to know what personal information we store about you, or would like it to be removed, please contact us using the methods provided in this Privacy Policy. If you have any concerns about how we process your personal data, we ask that you contact us to resolve the issue. 

9. Keeping your personal data safe 

We are firmly committed to the security of your personal data. We will make our best efforts to protect your personal data, by implementing adequate technical, physical, administrative, and organizational measures, in order to guarantee the security of your information.  

We put in place administrative, technical, and physical precautions that are economically feasible in order to abide by applicable legal obligations and protect the data we collect. This includes requesting written guarantees from third parties who may have access to your personal information that they will safeguard it with measures meant to offer a level of protection comparable to those taken by our Business, where necessary or relevant and practical. No information system, however, can be completely safe. Your information’s complete security is not something we can guarantee. Furthermore, we are not liable for the security of data that you send to us across networks that are not under our control, such as wireless networks and the Internet. 

We have put in place a number of things, like (encryption, pseudonymisation, amongst other measures to protect your information). Additionally, we advise you to choose a secure password, avoid sharing it with anybody, and log out of your account as soon as your session is over in order to protect your personal data. 

The information we gather may be kept on file in the UK or other nations where we or our service providers have locations. We may transfer information to nations other than your home country, which may have different data protection laws and regulations than your nation. 

10. Data breaches 

Despite our best efforts to secure your information if we suffer a data breach, we will do our best to reduce its effects and will follow the applicable notification provision of the GDPR, DPA and any other applicable laws. 

11. Third parties with whom we may share your data 

We may share your data with third parties who provide services on our behalf. 

All our third-party service providers are required to take appropriate security measures to protect your data in line with our policies. We do not allow them to use your data for their own purposes. We permit them to process your data only for specified purposes and in accordance with our instructions. 

We may also share your personal data with third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or to protect the rights, property or safety of our site, our users, and others. 

Where your data is shared with third parties, please refer to our Cookie Policy. 

12. Changes to this Privacy Policy 

We may update this Policy periodically and will publish any notice to reflect the date when such an update occurs. If we make any material changes in the way we collect, use, and/or share the personal information that you have provided, we will endeavour to provide you with notice before such changes take effect. 

Ownership and Revision 

This policy statement is owned by the Board of Directors of the Business who has delegated this task to the Data Protection Lead or another designated person. 

This document was last updated in September 2024

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