Privacy Notice
At NRS-UK Limited, we respect your personal data. This Privacy Notice explains how we will use your personal data when you are a business contact.
Our contact details
Our head office address is at 1, Turing Court, Braintree CM77 7AT, United Kingdom. You can contact our data protection officer by emailing dpo@nrs-uk.com. NRS-UK Ltd is part of the Mobilitas Group.
The data we collect about you
Enquiries by phone, email, or our ‘contact us’ form
When you contact us, we need to gather information from you in order to answer your enquiry. We process your name, job title, email, the subject of your enquiry and the contents of your message.
We will continue to process your personal data for the duration of our business relationship with you or the company that you work for.
We record phone calls for training, monitoring and compliance purposes. We will use a recording if we have any queries, concerns or disputes with an order or compliments / complaints about our service.
Website
We record phone calls for training, monitoring and compliance purposes. We will use a recording if we have any queries, concerns or disputes with an order or compliments / complaints about our service.
Marketing
We send B2B marketing information and our legal basis for doing so is legitimate interest. We can send this information by SMS, email, phone or post, unless you have opted out. Please note that you can opt out of all or any type of marketing at any time.
If you unsubscribe from any emails, we will keep your email address in a suppression list for five years so that we don’t email you again by accident. This is a legitimate interest for us.
How we use your personal data and legal basis for doing so
We use your personal data as part of our engagement with the company you work for and our legal basis is legitimate interests.
| Purpose | Legal basis |
|---|---|
| Responding to enquiries and correspondence | Legitimate interests |
| Managing tenders, frameworks and procurement processes | Legitimate interests |
| Entering into and performing contracts | Legitimate interests |
| Contract and relationship management | Legitimate interests |
Our business requirements – legitimate interests
| Action | Reason for processing – legitimate interests |
|---|---|
| Managing our business and marketing strategies (including recording and reporting on our business development activities). | We need to have business development and marketing strategies. |
| Purchasing, maintaining and claiming against our insurance policies. | We need to protect our business. |
| Obtaining legal advice, establishing, defending and enforcing our legal rights and obligations in connection with any legal proceedings or prospective proceedings. | We need to understand our obligations and establish and defend our legal rights. |
| Monitoring and producing statistical information regarding the use of our platforms, analysing and improving their functionality. | We need to ensure that our website and other platforms are working properly. |
| Maintaining the security of our systems, platforms, premises and communications, including detecting and preventing threats. | We need to ensure that our premises and our platforms are secure. |
| Managing the proposed sale, restructuring, transfer or merging of any or all part(s) of our business, including to respond to queries from the prospectivebuyer or merging organisation. | We need to be able to manage or sell parts of our business, if we choose to do so. |
We have a legitimate interest in using your personal data for the above purposes. We have balanced your rights and freedoms against our business needs. Please inform us if you object to our processing.
We may share personal data with a variety of the following categories of third parties as necessary:
| Entity | Legal basis for sharing |
|---|---|
| Our professional advisers such as lawyers and accountants | Legitimate interest |
| Government or regulatory authorities or law enforcement | Legal obligation |
| Professional indemnity or other relevant insurers | Legitimate interest |
| Regulators / tax authorities / corporate registries | Legal obligation |
| Third parties to whom we outsource certain services such as, without limitation, marketing, analysis, business services, confidential waste disposal, IT systems or software providers, IT support service providers, document and information storage providers. | Legitimate interest |
| Third party service providers to assist us with client insight analytics, such as Google Analytics | Consent |
We conduct an appropriate level of due diligence and put in place contractual documentation in relation to any sub-contractor to ensure that they process personal data appropriately and according to our legal and regulatory obligations.
International transfers
We will always try and keep your data in the UK or the EU. However, we may have a processor that will transfer your personal data to jurisdictions other than your own. Some of these jurisdictions may not provide the same level of protection to your personal data as provided in your jurisdiction. If we transfer your personal data outside the European Union or the United Kingdom, we will only make that transfer if:
- that country ensures an adequate level of protection for your personal data;
- we have put in place appropriate safeguards to protect your personal data, such as a contract with the person or entity receiving your personal data which incorporates specific provisions as directed by the European Commission and the UK government;
- the transfer is permitted by applicable laws; or
- you explicitly consent to the transfer.
If you would like to see a copy of any relevant safeguards used by us to protect the transfer of your personal data, please contact our DPO.
Data security
We are committed to keeping the personal data provided to us secure and we have implemented appropriate information security policies, rules and technical measures to protect the personal data that we have under our control from unauthorised access, improper use or disclosure, unauthorised modification and unlawful destruction or accidental loss.
All of our partners, employees, consultants, workers and data processors (i.e. those who process your personal data on our behalf, for the purposes listed above), who have access to, and are associated with the processing of personal data, are obliged to respect the confidentiality of such personal data.
Retention of personal data
The law requires us to set retention periods for personal data. As part of our relationship with your employer, we may keep your personal data on documentation such as contracts etc.
| Type of data | Retention period |
|---|---|
| All enquiries – phone, email, live chat or ‘contact us’ form | 12 months |
| Marketing list data | 5 years |
| Suppression list marketing data | 5 years |
| Purchase and order information | 7 years |
| Resolving complaints / legal disputes | For the duration of the complaint and then for the next six years |
How to access your information and your other rights
You have the following rights in relation to the personal data that we hold about you:
- Your right of access: if you ask us, we will confirm whether we are processing your personal data and, if necessary, provide you with a copy of that personal data (along with certain other details). If you require additional copies, we may need to charge a reasonable fee.
- Your right to rectification: if the personal data that we hold about you is inaccurate or incomplete, you are entitled to request to have it rectified. If you are entitled to rectification and if we have shared your personal data with others, we will let them know about the rectification where possible. If you ask us, where possible and lawful to do so, we will also tell you who we have shared your personal data with so that you can contact them directly.
- Your right to erasure: you can ask us to delete or remove your personal data in some circumstances, such as where we no longer need it or if you withdraw your consent (where applicable). If you are entitled to erasure and if we have shared your personal data with others, we will let them know about the erasure where possible. If you ask us, where it is possible and lawful for us to do so, we will also tell you who we have shared your personal data with so that you can contact them directly.
- Your right to restrict processing: you can ask us to ‘block’ or suppress the processing of your personal data in certain circumstances, such as where you contest the accuracy of that personal data, or you raise an objection with us. If you are entitled to restriction and if we have shared your personal data with others, we will let them know about the restriction where it is possible for us to do so. If you ask us, where it is possible and lawful for us to do so, we will also inform you who we have shared your personal data with so that you can contact them directly.
- Your right to data portability: you have the right, in certain circumstances, to obtain personal data that you have provided us with (in a structured, commonly used and machine-readable format) and to reuse it elsewhere or to ask us to transfer this to a third party of your choice.
- Your right to object: you can ask us to stop processing your personal data, and we will do so, if we are:
- relying on our own or someone else’s legitimate interests to process your personal data, except if we can demonstrate compelling legal grounds for the processing; or
- processing your personal data for direct marketing purposes.
- Your right to withdraw consent: if we rely on your consent (or explicit consent) as our legal basis for processing your personal data, then you have the right to withdraw that consent at any time.
- Your right to lodge a complaint with the Information Commissioner’s Office: if you have a concern about any aspect of our privacy practices, including the way we have handled your personal data, you can report it to the ICO. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance at dpo@nrs-uk.com.
Please note that some of these rights may be limited where we have an overriding interest or legal obligation to continue to process the data, or where data may be exempt from disclosure due to reasons of legal professional privilege or professional secrecy obligations.
Changes to this Privacy Notice
To ensure that you are always aware of how we use your personal data, we will update this privacy notice from time to time to reflect any changes to our use of your personal data. We may also make changes as required to comply with changes in applicable law or regulatory requirements. Where it is practicable, we will notify you by email of any significant changes. However, we encourage you to review this privacy notice periodically to be informed of how we use your personal data.