Privacy Policy

 Privacy Policy

This privacy notice sets out the data processing practices of Cardwave Services Ltd and includes Cardwave Inc and the following trading names/product/service websites: Cardwave, SafeToGo, Trusted Memory, SmartDrive UK and Data Resus.

Our UK registered office is at 6C Hopton Industrial Estate, Devizes, SN10 2EU.

Please note that all data captured will be used and held in accordance with the requirements of the Data Protection Act 2018 (DPA) and the EU General Data Protection Regulation (GDPR). This notice explains:

·       What Cardwave does

·       How to contact Cardwave about our use of your personal data

·       Why Cardwave processes personal data and the legal basis for it

·       How Cardwave uses personal data for marketing purposes

·       Recipients of personal data for processing on Cardwave’s behalf

·       Cardwave’s data retention periods

·       Your rights as a data subject

·       Cookie policy and use

·       Third party websites

·       The security of the personal data that Cardwave holds

·       Changes to our policy and practice

 

What Cardwave does

Cardwave is a globally recognised expert in flash memory technology. We are a trusted partner to many high-profile companies, providing value-add services that help them use flash memory products in their business.

 Cardwave supports customers in all industries and sectors and we operate all over the world. We deliver end-to-end solutions through a range of trusted services and we take pride in the quality and professionalism of our work.

 

How to contact Cardwave about your personal data

Cardwave is the data controller. If you have any requests about your personal data or queries with regard to how we handle your data you can contact the Company Secretary who is our Data Protection Officer (DPO) by phone on +44 (0) 1380 738395, email DPO@cardwave.com, or write to us at Data Protection Officer, Cardwave: 6C Hopton Industrial Estate, Devizes, SN10 2EU. In this notice DPO means Data Protection Officer.

 

 

Why Cardwave processes personal data

Cardwave collects and processes personal data in order to provide its services and product sales. Our services include the provision of technology services, consultation, data recovery and flash product sales and the provision of information and updates to promote Cardwave’s Services and products.

In order to provide these services, we collect data directly from individuals through online forms, print and online applications, in email, over the phone and in person.

The table below shows Cardwave’s data processing activities in more detail.

Activity

Purpose of Processing

Lawful Basis

Being a Cardwave supplier

Giving information about Cardwave events

Ordering/purchasing goods
and services

Consent

 

Contractual

Staff/Recruitment

Applying for a Job with cardwave

Training

References

Employment records

Legitimate Interests/Consent

Legitimate Interests

Legitimate interest

Contractual / Legitimate Interests

Subscribing to Cardwave newsletters and emails

Giving information about other services

Giving information about relevant products

Giving information about Cardwave events

Consent


Consent


Consent

Being a Cardwave customer

Giving information about Cardwave events

Giving information about other services

·         Ordering/purchasing goods
and services

Feedback, complaints, non-conformances

Consent

 

Consent

·        
Contractual


Legitimate interest

Making an enquiry

Giving information about similar products/services

Giving information about other services

Providing answers and support

Legitimate interest

 

Consent

 

Legitimate interest

 

The legal basis on which Cardwave processes personal data

Cardwave relies upon different legal basis for the processing personal data according to the relationship and purpose for which it is collected, as explained below.

Contractual

We need to process personal data about individuals, and those enquiring about our work, in order to deliver and administer the services that we provide.

Individuals can update their preferences or unsubscribe from emails by clicking on the link at the bottom of newsletter mailings received.

The contract with customers includes using personal data for the booking some of our services. We may also send previous customers information about similar products and services that we think will be of interest to them. Customers can opt out of any of these communications at any time.

Legitimate interest

Cardwave keeps regular customers informed of its activities and new services/products via updates on the basis of legitimate interest. It is in both the interest of Cardwave and the customer that they are aware of the offers that they can benefit from. This kind of information is also a legitimate part of what a customer might reasonably expect to receive. These updates take place periodically via email or telephone calls.

Individuals can update their preferences or unsubscribe from emails by clicking on the link at the bottom of newsletter mailings received.

Consent

Cardwave seeks consent from individuals, subscribers and customers and anyone who enquires about Cardwave products and services to send them marketing information. Consent is sought for:

·       Marketing information about Cardwave’s products and services

·       Marketing information about any events, networking and events attending or running by Cardwave.

For each of these areas of activity, marketing consent is sought by channel for email, telephone and post. Some additional optional information can be provided so that the information that we deliver can be more tailored and relevant to your stated interests.

Compliance with a legal obligation

In the event that Cardwave is contacted directly by a prospective employer or client to verify the status of an individual, Cardwave will seek the consent of the individual concerned before releasing any information. We may be required in some cases by law to disclose details without your consent e.g. on a request from the police.

How Cardwave uses data for marketing purposes

Consent

Cardwave gains marketing consent from individuals in several ways:

·       online through a self-registration process

·       in person at an event

In accordance with the DPA, Cardwave requires marketing consent to be freely given, specific and fully informed. It is revocable at any time and Cardwave keeps a digital record of your consent in mailchimp CRM system, including when consent is given or withdrawn.

Marketing consent has to be given directly to Cardwave by the individual concerned and cannot be given by a third party. If your personal data is passed to Cardwave from a third party with your consent, such as a referral from a partner, employer or agent, consent for further marketing communication, if relevant, will be gained directly from you by Cardwave.

For marketing consent to be fair and transparent, our privacy notice is available at the point at which consent is collected so that you understand what you are consenting to and how you can change it.

If you opt into marketing, Cardwave will use your personal information to send you the information that you have consented to receive about services and products that will be most relevant to you. We will only send you information in line with the preferences that you indicated when you provided your personal data and will never pass your personal data to third parties for marketing purposes.

If at any point you would like to opt-out of receiving communications from Cardwave, or would like to change the channels that we use to contact you (such as email or post) you can do this by clicking on the link at the bottom of the last email you have received or contact us directly at DPO@Cardwave.org.uk or write to the Data Protection Officer at Cardwave, 6C Hopton Industrial Estate, Devizes, SN10 2EU  or call (0) 44 1380 738395.

 

Recipients of personal data for processing on Cardwave’s behalf

In carrying out our business, including meeting our obligations to subscribers, customers and other stakeholders, Cardwave does not currently use specialist sub-contractors.  However if we do use services in the future we will ensure that all the suppliers that we work with are required to respect your privacy and abide by all data protection laws.

Retention periods

Relations

Retention Period

Newsletter Subscribers

As a subscriber your data will be retained for so long as you interact with Cardwave’s newsletter. Your subscriber account will be maintained for an 18 month period since last contact, after which time we will contact you to check you still wish to hear from us.

Customers

Cardwave retains the data of customers for our services for the statutory accounting period of 7 years.

Enquirers

Cardwave will use the personal data that you give us in the course of an enquiry to answer your query and support any follow on actions that arise from it. If the enquiry progresses into a relationship with Cardwave your personal data will be held as part of that relationship. If the enquiry does not progress, your data is deleted 6 months after your last contact with Cardwave. Before the data is deleted, we will send you a message so that you are aware of our actions.

Financial transactions

Records of all financial transactions (excluding payment details) are maintained for 7 years and then securely destroyed.

Job Applicants

Recruitment record of successful candidates are transferred to staff files for the period of employment plus 18 months. Records of unsuccessful candidates are destroyed after 6 months from interview date

Data subject’s rights

You have the following rights in respect of your personal data.  In order for you to exercise these rights at Cardwave we will need to confirm your identity. This may be by you providing your customer number or a form of ID such as a passport or driving licence so that we can verify that you are the data subject before releasing information to you.

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 and with whom we will share your data. 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/guide-to-the-general-data-protection-regulation-gdpr/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/guide-to-the-general-data-protection-regulation-gdpr/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/guide-to-the-general-data-protection-regulation-gdpr/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/guide-to-the-general-data-protection-regulation-gdpr/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/guide-to-the-general-data-protection-regulation-gdpr/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 where 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/guide-to-the-general-data-protection-regulation-gdpr/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/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-object/

 

Rights relating to automated decision making including profiling – you have rights 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/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/rights-related-to-automated-decision-making-including-profiling/ 

Processing based on consent

Where Cardwave processes your personal data based on your consent you have the right to withdraw that consent at any time without reason. You can opt-out by using the unsubscribe option in any marketing that we send you via the link at the bottom of the email received.


 

The right to lodge a complaint to a supervisory authority

If you are unhappy with any aspect of our handling of your data you can make a complaint to the Data Protection Officer (DPO@Cardwave.com)  at Cardwave who will consider the matter for you. If you are still not satisfied, you can make a complaint to the Information Commissioner’s Office - https://ico.org.uk/concerns/

Cookies

A cookie is a small piece of information sent by a web server to a web browser, which enables the server to collect information from the browser.  Find out more about cookies on http://www.allaboutcookies.org/  

We use cookies to identify you when you visit this website and to keep track of your browsing patterns and build up a demographic profile of our site users so that we can continue to improve it.

Our use of cookies also allows registered users to be presented with a personalised version of some of our websites (listed at the beginning of this policy), carry out transactions and have access to information about their account.

Most browsers will allow you to turn off cookies.  If you want to know how to do this please look at the menu on your browser, or look at the instruction on http://www.allaboutcookies.org/  Please note, however, that turning off cookies will restrict your use of some of our websites.

The table below demonstrates which cookies we use, what they do and what disabling them will mean for your continued use of our online services.

Cookie

What it does

The consequences of disabling the cookie

First party session cookie

Session cookies enable you to move around the website and use its features, such as accessing secure areas. These cookies do not contain any personal information. 

Without these cookies, services on the website may not function properly.

First party Persistent cookie: dontShowCookieBar

This cookie records whether a user has accepted cookies on our website.

Without this cookie, the cookie information bar will continue to be displayed.

Third party (Google analytics) persistent cookies

These cookies collect information about how visitors use our site. This information helps us to improve our site performance. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the

To disable: Download the Google Analytics opt-out browser here

Consequences: Your visit to Cardwave’s website will not be recorded and reported by Google Analytics. Your web use will not be impaired. 

 

By continuing to use the Cardwave website you agree to accept cookies on your device in accordance with this policy. This policy only relates to our website and does not cover links to third parties.

 

Third party websites

Our website may contain links to other websites that are outside our control and are not covered by this privacy notice.  If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from ours.

The security of the personal data that Cardwave processes

Cardwave protects the personal data that it holds with technical and organisational security measures. Our cyber security arrangements and framework of data protection policies, procedures and training are kept under regular review to ensure that we keep the data we hold secure.

Changes to the privacy notice

This privacy notice was published on 24 May 2018. It is regularly reviewed and will be updated when necessary. If we make any significant changes we will communicate them to you.

Queries

If you have any queries about the policy and how it affects you, please contact the Data Protection Officer via DPO@Cardwave.org.uk or in writing to DPO, Cardwave Services, 6C Hopton Industrial Estate, Devizes, SN10 2EU

 

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