Privacy Policy

Sensitive personal data

In the course of providing services to you, we do not request information that could reveal your racial or ethnic origin, physical or mental health, religious beliefs or alleged commission or conviction of criminal offences. Such information is considered “sensitive personal data” under the UK Data Protection Act 1998 and other data protection laws. You should only ever provide this information if you are happy to give your explicit consent, it is necessary, or you have deliberately made it public. By providing any sensitive personal data you explicitly agree that it may be collected and used in order to provide any agreed services. Triad will not collect or store sensitive personal data unless you are an employee of the company or we have a legitimate reason to do so in the proper provision of our engagement with you.

You have the right to withdraw your consent at any time and without reason. You can opt-out by using the unsubscribe/opt-out in any marketing we send you (previously consented to), or via the steps above under “You Are In Control.'

The legal basis on which we rely are:

Contract – processing is necessary for us to administer the pre-contract and contractual relationship between ourselves and our suppliers/customers/potential employees in connection with the performance of a contract.

3. How and why we use your personal data

The collection and processing of your personal data is carried out using computers and/or IT enabled tools and any collected data will be strictly and solely used for the purpose it was given. Your data may be accessible to certain persons within Triad whom are involved with the operation of the website and services from an administration, sales, marketing, legal and system administration perspective, or external parties (such as third party technical service providers, mail carriers, hosting providers, IT companies and communications agencies (Data Sub-Processors). A list of these parties may be requested from Triad at any time.

We will only use your personal data when the law allows us to. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data Most commonly, we will use your personal data in the following circumstances:

To communicate with you and manage our relationship with you

We would like to use your personal data to send you details of products or services that we offer that we have identified as likely to be of interest to you. We will only send you information in line with the preferences you indicated when you provided the personal data.

Occasionally we may need to contact you by email and/or SMS for administrative or operational reasons, for example, to inform you about updates to the service we are providing you or to notify you of any disruption to these services. Please be aware that these communications are not made for marketing purposes and as such, you will continue to receive them even if you opt-out from receiving marketing communications.

We will also use your personal data if we contact you after you have sent us a request, filled in a web-form through our website or contacted us on social media.

Your opinion is very important to us, so we may send you an email to seek your feedback.

We will use the communications you exchange with us and the feedback you may provide in order to manage our relationship with you as our customer and to improve our services and experiences for customers.

To personalise and improve your customer experience

We may use your personal data in order to tailor our services to your needs and preferences and to provide you with a personalised customer experience.

We may also collect information on how you use our website, which pages of our website you visit most and which services you search for, in order to understand your preferences. We may use this information to tailor the content you see on our website and, if you have agreed to receiving marketing communications, to send you relevant messages that we think you may like.

To inform you about our news and offers that you may like

We may send you marketing communications, if you have indicated that you are happy to receive these, for example when you complete the form on our website and you do not express a wish to not receive such communications.

If you are happy to receive marketing communications, we will provide you with our news or updates that may be of interest.

In addition, if you are happy to receive marketing communications, we may send you communications promoting our partners’ products and services that may be related.

Please note that we do not share your contact details and other personal data with other companies for marketing purposes, unless we have obtained your consent to do so.

If you do not want to receive email marketing communications from us you can choose to opt out from receiving marketing communications at any time, by clicking on the relevant unsubscribe link at the bottom of any marketing related email you may receive from us.

If you prefer, you can also call us and express your preference to not receive marketing communications on 01604 771100 or send an email to [email protected] with the header “Unsubscribe”.

To improve our services, fulfil our administrative purposes and protect our business interests

The business purposes for which we will use your information include accounting, billing and audit and legal purposes, statistical and marketing analysis, systems testing, maintenance and development.

To comply with our legal obligations

This means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to. For example, to fulfil a contract of services with you.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact our Compliance Officer using the details in section 13 of this document.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

4. Recipients/categories of recipients

In carrying out our business including our obligations to you, we may use sub-contractors. These will be email broadcasters and email hosting service providers. We will ensure that they respect your privacy and abide by all data protection laws.

5. Retention periods

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

If requested, Triad will securely delete or destroy or return and not retain, all personal data providing that it is not required by any law, regulation, or government or regulatory body, when Triad will notify the owner of the data in writing of that retention requirement, giving details of the documents or materials that it must retain, the legal basis for retention, and establishing a specific timeline for destruction once the retention requirement ends.

In some circumstances you can ask us to delete your data: see Your legal rights below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

6. Your Legal Rights

Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:

If you wish to exercise any of the rights set out below, please contact us using the contact details provided in section 13 below.

Data subject’s rights

You have rights in respect of your personal data. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

The right to be informed

– you have the right to be told about the collection and use of the personal data you provide. This privacy notice sets out the purpose for which we process your personal data, how long we will keep your data, who we will share your data with. If you have any questions on how and why we process your data please contact the DPO. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/right-to-be-informed/

Right of access

– you have the right to know whether we are processing your personal data, and to a copy of that data. We would need as much information as possible to enable us to locate your data. We will respond to your request within 28 days of receipt of your request. If you want to exercise this right, please contact the DPO at the contact details above. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/right-of-access/

Right to rectification

– you have the right to have any incorrect personal data corrected or completed if it is incomplete. You can make this request verbally or in writing. We will need as much information as possible to enable us to locate your data. We will look at any request and inform you of our decision within 28 days of receiving the request. If you want to exercise this right, please contact the DPO at the contact details above. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/right-to-rectification/

Right to erasure

– this right, often referred to as the right to be forgotten allows you to ask us to erase personal data where there is no valid reason for us to keep it. We will look at any request and inform you of our decision within 28 days of receiving the request. If you want to exercise this right, please contact the DPO at the contact details above. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/right-to-erasure/

Right to restrict processing

– you have the right to ask us to restrict processing of your data. We will look at any request and inform you of our decision within 28 days of receiving the request. If you want to exercise this right, please contact the DPO at the contact details above. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/right-to-restrict-processing/

Right to data portability

– you have the right to move, copy or transfer your personal data from one IT environment to another. This right applies to data that you have provided to us and that we are processing on the legal basis of consent or in the performance of a contract and that processing is by automated means. We will respond to your request within 28 days of receipt of your request. If you want to exercise this right, please contact the DPO at the contact details above. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/right-to-data-portability/

Right to object

– you have the right to object to our processing of your personal data based on (i) legitimate interests, or for the performance of a task in the public interests/exercise of official authority (including profiling); (ii) direct marketing (including profiling); and (iii) for purposes of scientific/historical research and statistics.

1. Legitimate interests/legal task – your objection should be based on your particular situation. We can continue to process the data if we can demonstrate compelling legitimate grounds which override your interests.
2. Direct marketing – you have an absolute right to ask us to stop processing for the purposes of direct marketing. We will action your request as soon as possible.
3. Scientific/historical research and statistics - your objection should be based on your particular situation. If we are conducting research where the processing is necessary for the performance of a public task, we can refuse to comply with your objection.

If you want to exercise this right, please contact the DPO at the contact details above. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/right-to-object/

Rights relating to automated decision making including profiling

– you have the right in respect of automated decision making, including profiling. Where we carry out solely automated decision making, including profiling, which has legal or similarly significant effects on you, we can only do this if it is in connection with a contract with you, we have a right under law or you have provided your explicit consent. We will tell you if this happens and tell you how you can request human intervention or challenge the decision. If you want to exercise this right, please contact the DPO at the contact details above. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/rights-related-to-automated-decision-making-including-profiling/

No fee required – with some exceptions

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable admin fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

7. Security of your personal data

We are committed to taking appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss/disclosure, unauthorised use/access, alterations, destruction or damage to personal data. When you provide your personal data through our website this information is transmitted across the internet securely using high-grade encryption.

As described in this Privacy Notice, we may in some instances disclose your personal data to third parties. Where Triad discloses your personal data to a third party, we require that third party to have appropriate technical and organisational measures in place to protect your personal data; however in some instances we may be compelled by law to disclose your personal data to a third party, such as a law enforcement agency, and have limited control over how it is protected by that party.

The information that you provide to us will be held in our systems, which are located on our premises or those of an appointed third party. We may also allow access to your information by other third parties who act for us for the purposes described in this Privacy Notice or for other purposes approved by you.

Your personal data may be accessed by and processed outside the European Economic Area (the European Economic Area being the European Union and Iceland, Liechtenstein and Norway, also referred to as the “EEA”). If your personal data needs to be transferred outside of the EEA, we require that appropriate safeguards are in place and we will always ensure we have a written data processing agreement with these processors to ensure the same level of data protection taken in the United Kingdom will apply.

We will retain your personal data for as long as we need it in order to fulfil our purposes set out in this Privacy Notice or in order to comply with the law.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. Cookie Policy - Cookies or other tracking technologies

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive.

Find out more about cookies on: http://www.allaboutcookies.org/

We will not place any cookies on your equipment without your consent; and you can retrospectively remove this consent at any time whilst on our website by clicking on the cookie icon in our footer.

The cookies we ask to place are used to identify you when you visit our website and to keep track of your browsing patterns to build up a demographic profile.

Most browsers will allow you to turn off cookies. If you want to know how to do this please locate the Privacy and Security settings under the menu on your browser where you can customise these; or look at the instruction on https://www.allaboutcookies.org...

Please note however that turning off cookies will restrict your use of some areas of our website as we have to use tracking cookies to allow forms and videos to function for example.

Below is a list of cookies used on our website, along with their function.

Strictly Necessary Cookies – NONE!

We are acutely aware of privacy and data protection issues and have crafted our website in such a way that it can be used albeit with some limitations, without placing any cookies on your computer at all.

Preference Cookies

'triad_gdpr_consent'

This is our own cookie which simply stores your 'yes' response if you have granted us consent to store it, and the other cookies described below.

Preference Cookies

'triad_gdpr_consent'

This is our own cookie which simply stores your 'yes' response if you have granted us consent to store it, and the other cookies described below.

Benign Cookies

Various cookies beginning 'exp_'.

These cookies are set by our content management system “Expression Engine” and contain data such as the last time you visited our website, and previous pages you have looked at. You can review their cookies information here https://docs.expressionengine....

We do not store or utilise this information in any way.

'exp_csrf_token' is a unique and random sequence of numbers and letters which protects our website forms from spam.

Performance Cookies

For our forms, maps and videos to run we use third party cookies from Vimeo and Google.

These third party cookies are placed when third party components load such as the map on our contact page, and embedded video players. The third parties use these cookies to monitor the performance of their content. If you happen to have a separate account with one of these third parties and are 'logged in' your activity on our website may be recorded in your account with the third party.

Triad has no access to this third party information, and we cannot control when the third parties may change their policies. We recommend you review their separate policies before granting consent if you are concerned by or disagree with their usage.

You can review their cookie policies here:

https://vimeo.com/cookie_policy


https://policies.google.com/technologies/cookies?hl=en-US

Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control, and we cannot accept any liability for the third party’s compliance with its legal obligations. These cookies are likely to be analytical/performance cookies or targeting cookies.

9. Sharing your personal data

We may share some of your personal data with, or obtain your personal data from, the following categories of third parties:

External Third Parties Service:

- Government authorities, law enforcement bodies and regulators when this required by law.
- Suppliers providing services to us in order to help us run our business. We may for example share your personal data with the companies who provide cloud services for us to help us operate.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. We select very carefully our suppliers who process your personal data on our behalf and require that they comply with high security standards for the protection of your personal data.

10. International Transfers

Some of our external third parties are based outside the UK so their processing of your data will involve a transfer outside the UK. Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by implementing safeguards.

11. Changes to this notice and your duty to inform us of changes

This version was last updated in February 2022. Historic versions can be obtained by contacting us. We may make changes to this Notice from time to time, including as part of any new data protection legislation which results from the UK GDPR, the Data Protection Act 2018 and The Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR).

Any new version of this Notice will be published on our website.

Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current.

12. Queries, requests or concerns

To exercise all relevant rights, queries or complaints in relation to this notice or any other data protection matter between you and us, please in the first instance contact our Compliance Officer using the details below.

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 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, England, UK.

13. Contact information

Triad Limited is the data controller. If you have any requests concerning your personal data or any queries with regard to how we handle your data you can contact us by phone on 01604 771100, email [email protected]or write to us at Triad Limited, The Stables, Holdenby House, Holdenby, Northamptonshire, NN6 8DJ; marking for the attention of the Compliance Officer.