About this notice
For all of us at AVSpares Limited (“AVSpares”, “we” or “us”), the protection of personal data is of paramount importance and we go to great lengths to ensure that we collect and use personal data lawfully and only for specific purposes.
This Notice applies to personal data which we process about job applicants and past employees, personnel of customers, suppliers, partners and other organisations who we work with as part of our business operations, visitors to our website and users of our services (each of which we refer to in this Notice as “data subject” or “you”).
In this Notice we explain the things which we think are important for you to know about the personal data we collect from you such as who we are, how we use your data, how we protect your data and who we may share your data with. We also explain the rights you have in relation to your personal data which we hold. Finally, there’s a bit about cookies – what they are and how to get rid of them if you don’t want them. If you have any questions relating to how we handle your personal data, please write or email us at the contact address set out below.
This Notice does not cover the links within our website linking to other websites. We encourage you to read the privacy statements of the other websites you visit.
About us
AVSpares is a limited company established in England with company registration number 13338813. Our registered address is at 28 Alexandra Terrace, Exmouth, Devon United Kingdom EX8 1BD which is our primary business address.
We are a data controller in relation to your personal data because we decide what your personal data can be used for and how the personal data is processed. Our controller registration number is ZB242182.
Where we process personal data on behalf of another company or organisation, we will be doing so as a data processor and our processing will be governed by a contract which we will have with the data controller who will have a separate privacy notice which will apply.
If you would like to contact us in relation to this Notice or your personal data, or if you would like this Privacy Notice in another format (for example audio, large print, braille) please contact our Privacy Manager via email at [email protected] or by post to our address as set out above.
About your personal data
The personal data we collect, the purpose(s) we use it for and the lawful basis on we hold it will vary depending on the category of the person it relates to. To help explain this, we have set out these separate categories as follows:
A. Job Applicants
What personal data we collect
We may receive your personal data where you apply to us for employment, whether you apply directly through our website or indirectly through a recruitment agency.
The personal data we collect will typically include your name, home address, telephone number, email address, details relating to your past employment and education and could include ethnic origin and gender. At certain stages of the application it will be necessary for us to collect and use more personal data as we explain below. We do not collect more information than we need to use for this stated purpose and you do not have to provide the information we request however it may affect your application if you do not provide it.
If we make you a conditional offer of employment, we will ask you for information so that we can carry our pre-employment checks including proof of your identity, proof of your qualifications and a criminal records declaration. We will need to contact your references and we may ask you to complete a questionnaire about your health. If we make you a final offer, we will also ask you for your bank details and emergency contact details.
How we use your personal data
We use your personal data for our recruitment purposes only, to contact you to progress your application and to assess your suitability for the role you applied for. We may from time to time refer to your personal data to assess your suitability for employment positions which may arise in our. We may also use your personal data to monitor our compliance with equality and diversity legislation.
The lawful basis for our collection and use of the personal data
Our processing of this personal data is necessary for the purposes of our legitimate interests in evaluating you as a candidate for employment within our company and for communicating with you.
Who we may disclose your personal data to
We do use third party data processors to perform some parts of our recruitment operations. Where we do so, we have data processor contracts in place with them to ensure your personal data is safeguarded at all times and to ensure that they do not disclose your personal data to anyone else.
How long we keep your personal data
If you are successful, we will keep your personal data for the duration of your employment plus 6 years following the end of your employment.
If you are unsuccessful, we will keep your personal data for 6 months from the date we determine that you are not successful or for a longer period if we have your consent to retain your personal data for future employment opportunities.
International data transfers
We do not transfer your personal data to any country outside the UK or the EU.
B. Customer Personnel
What personal data we collect
We may collect your personal data when you correspond with us either as an individual customer or on behalf of the company or organisation that you work for.
The personal data we collect will typically include your name, the name and address of the company you work for (if applicable), your business telephone number, your mobile telephone number and your email address.
How we use your personal data
We will use your personal data only to correspond with you in the course of business conducted between us and you as the customer or the customer’s representative. This may include notifying you about existing services which we provide to your organisation or informing you about new services which we think your organisation may be interested in.
The lawful basis for our collection and use of the personal data
Our processing of this personal data is necessary for the purposes of our legitimate interests in carrying out business with your organisation and to correspond with you. Where you are a Registered User, the lawful basis for our processing of your personal data will also be your informed consent.
C. Supplier Personnel
What personal data we collect
We may collect your personal data when you correspond with us as the supplier or as representative of the supplier.
The personal data we collect will typically include your name, where applicable the name and address of the company you work for, your business telephone number, your mobile telephone number and your email address.
How we use your personal data
We will use your personal data only to correspond with you in the course of business conducted between us and you as the supplier or the supplier’s representative. This may include contacting you in connection with existing services which you or your organisation provides to us, for billing and payment and in response to your enquiries.
The lawful basis for our collection and use of the personal data
Our processing of this personal data is necessary for the purposes of our legitimate interests in carrying out business with the organisation which you work for or represent and to correspond with you. Where you are a Registered User, the lawful basis for our processing of your personal data will also be your informed consent.
D. Personnel from prospective customers
What personal data we collect
We may collect your personal data in connection with marketing events, sales opportunities or in response to requests for information which you have made to us.
The personal data we collect will typically include your name, where applicable the name and address of the company you work for, your business telephone number, your mobile telephone number and your email address.
How we use your personal data
We will use your personal data only to correspond with you in connection with our provision of services to the organisation you work for or represent.
The lawful basis for our collection and use of the personal data
Our processing of this personal data is necessary for the purposes of our legitimate interests in offering products and/or services to the organisation which you work for or represent and to correspond with you.
D. Registered Users
What personal data we collect
If you have registered as a user on our Website, we may collect your personal data in the course of the registration process and in connection your use of our services. You may also provide your personal data to us when you visit our website and when you communicate with us.
The personal data we collect will typically include your name, the name and address of the company you work for (if applicable), your business telephone number, your mobile telephone number and your email address.
How we use your personal data
We will use your personal data only for the purpose of providing our services to you (whether you are a buyer or a seller on our marketplace service), to improve our services, to provide customer service and support to you and as part of our collection of customer feedback, where applicable for billing and payment purposes and in response to your enquiries.
The lawful basis for our collection and use of the personal data
Our processing of this personal data is necessary for the purposes of our legitimate interests in providing our products and/or services to you. Our processing is also necessary for us to comply with a legal obligation to which we are subject, to maintain appropriate business records, to comply with lawful requests by courts and regulatory authorities and for us to comply with applicable laws and regulations. Our processing of your personal data is also necessary for the performance of our contract with you in relation to our services.
E. Visitors to our website
What personal data we collect
When you visit our website, we may collect your personal information where you submit a form containing your personal data (for example contacting support or communicating through our webchat bot) or where the website helps you send an email to us.
The personal data we collect may include your name, your email address and the information contained in any communication with you.
How we use your personal data
We will use your personal data only for the purpose of communicating with you in response to your enquiries.
The lawful basis for our collection and use of the personal data
Our processing of this personal data is necessary for the purposes of our legitimate interests in providing our products and/or services to you.
Our safekeeping of your data
We will periodically evaluate your personal data which we hold to determine whether we should continue to hold it. We have implemented all appropriate technical, organisational and security procedures to protect your personal data from unauthorised access or from accidental loss or corruption. These measures include restricting physical access to our premises where personal data is held and using access controls and firewalls to prevent unauthorised access to our systems. We recommend that you also take steps to safeguard your personal data against the risk of unauthorised access or accidental loss or corruption by backing up your personal data. Where we provide you with password-restricted access to our website or to certain functionality on our website (for example access to the marketplace for Registered Users) and/or services, it is your responsibility to use a strong password and to keep it private.
Who we may disclose your personal data to
Except as set out above and save for the following exceptions, we will not disclose your personal information to any third party.
- If you are a Registered User, we will disclose your personal data to other Registered Users to facilitate the functioning of the marketplace service.
- We will disclose your personal data to law enforcement agencies or regulatory bodies if we are required to do so by law.
- We may disclose your personal details to a third party in connection with the sale or merger of our business.
- We may employ other companies to provide services for us, including for example, processing of payments where these services are necessary in order for us to be able to provide our services to you. These companies have access to the personal information needed to perform their functions and not for any other purposes and are bound by confidentiality agreements not to disclose any information for any other purpose.
If at any time we wish to disclose your personal data in circumstances other than those above, we will always obtain your express consent before doing so.
We store your personal details on our servers in the United Kingdom and we will not be transferring your data outside the United Kingdom or the European Union.
How long we keep your personal data
Unless we provide for a specific duration in the categories set out above, we will keep your personal data for as long as is necessary for the purposes set out in this Notice after which time we will either delete your personal data or remove all personal identifiers from the data so that it has become anonymous.
International data transfers
We do not transfer your personal data to any country outside the UK or the EU.
Cookies
What is a cookie? A cookie is a text string of information that a website transfers to the cookie file of the browser on your device so that the website can remember who you are. A cookie will typically contain the name of the domain from which the cookie has come, the "lifetime" of the cookie, and a value, usually a randomly generated unique number.
We may use cookies to record information about how you access our website for statistics solely for us and to the extent that these cookies contain personally identifying data, this will be limited to IP addresses only. You can choose not to accept cookies by setting the preferences on your internet browser. If you do not accept cookies from us, this may impair or prevent some or all of the services which we provide to you. [We also give you the option of disabling all cookies other than those which are categorised as “Necessary” for the functioning of the website.]
To find out more about cookies, what they are used for and how to remove them, please visit the Interactive Advertising Bureau Europe’s website at http://www.allaboutcookies.org/cookies/
Your rights in relation to your personal data
As a data subject, the law provides you with certain rights in relation to your personal data which we hold. You have the right to request the following: (1) Access to your personal data and information about why we hold it and who we can disclose it to; (2) Correction of your personal data if it is inaccurate, incomplete or out of date; (3) Deletion of your personal data (for example where you withdraw consent to our processing of your personal data or if you object to our processing and we have no overriding legitimate interest to continue to process your data); (4) Stopping the processing of your personal data for certain purposes such as direct marketing; (5) To receive your personal data in a commonly used machine-readable format or have this data sent to your designated recipient; and (6) To object to automatic decision making and profiling based on your personal data. Where we rely on your consent to process your personal data, you have the right to withdraw your consent at any time.
To request a copy of your personal data or to make any other request outlined above, please contact our Privacy Manager by email or by post at the contact details given at the start of this Notice. To safeguard the personal data we hold, we need to confirm your identity before we can take action following a request made under this section.
Contacting the Regulator
If you are not happy with how we have processed your personal data or how we have responded to a request you have made to us, you have the right to make a complaint to the Information Commissioner’s Office which is charged with regulating data protection and use of personal data and whose contract details are as follows:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: www.ico.org.uk.
Revisions to this Privacy Notice
We may change this Notice from time to time. If we make any material changes we will endeavour to place a notice on our website in advance of the changes. This Notice was last updated on 31 March 2022