Enquiries Privacy Notice

Introduction

Revell Research Systems Limited (the Company, we, us, our) is providing you with this information in order to comply with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), which require us to tell you what we do with your personal information.

This notice relates to the personal data that is processed by us when you make an enquiry about us or our solutions. We typically receive enquiries directly from contacts by telephone, email, post, face-to-face interaction or similar activity online such as through social media or in a teleconference. In a physical face-to-face setting, you might present your business card as part of the process.

We may record information relating to your organisation as a prospective or existing business contact. Where such information does not relate to an identifiable individual, it may fall outside the scope of data protection legislation.

Who is collecting this personal data?

Revell Research Systems Limited is collecting this data as the Data Controller.

Revell Research Systems Limited is registered with the Information Commissioner in the United Kingdom as a data controller under number Z186392X.

Who are we sharing your personal data with?

We may share personal data processed under this notice, where necessary and proportionate, with the following categories of recipient:-

• The courts and those involved in legal proceedings and non-contentious matters, including solicitors and barristers
• Police and law enforcement agencies
• Our subsidiaries, our ultimate holding company and all its subsidiaries
• Agents acting on our behalf
• Service providers (including associates)
• Professional advisers

Your personal data is shared as necessary, on a considered and confidential basis, with third parties that assist the Company in handling enquiries. These entities act on our behalf in accordance with our instructions and do not process your data for any purpose over and above what we have asked them to do.

For instance, a third party may answer inbound calls, collect your personal details or fulfil literature requests on our behalf.

We will not sell or rent your data to third parties. We will not share it with third parties for marketing purposes.

Why are we collecting and what will we do with your personal data?

We are collecting this information to help us develop our business and respond to your enquiry.

Your enquiry might cover a wide range of subjects and might itself be simple or complex. For instance, it may relate to our solutions or activities as a business or might be enquiring about work opportunities with us.

We are anxious to handle your enquiry in the best possible way and realise that, in many cases, your enquiry will lead to several exchanges between us before you acquire all the details you need as you explore different avenues as our conversation unfolds.

We seek to respond in an appropriate, timely, and effective way when dealing with enquiries. We use a relationship management system to track enquiries to ensure we provide you with the best possible experience. You will not have to repeat the details of a previous interaction each time you contact us. We can just pick up the conversation where we left off. It also means that we can improve how we handle enquiries in the future.

We may process this data for the purpose of the proper administration of our business and in communicating with you as well as maintaining backups.

We may share data with the courts and associated professionals in establishing, exercising or defending our legal rights. We may share data in reporting crime to or when co-operating with the police and law enforcement agencies.

What is the legal basis for processing?

Our lawful bases are Consent, Contract and Legitimate Interests.

• consent - we process personal data involved in enquiries on the basis of consent until such time as it becomes apparent there is potential to form a contract; or until such time you may withdraw your consent to our continued processing of your data.
• contract - it may become apparent at some point that the original enquiry has matured into pre-contractual negotiations that may lead to the formation of a contract, in which case contract becomes a lawful basis for processing your personal data.
• legitimate interests - the Company has legitimate interests in entering into correspondence, as well as in protecting and asserting our, your or another's legal rights; and in properly administering its business and backing up data.

These lawful bases are detailed in Article 6 of the UK General Data Protection Regulation (UK GDPR):-

• the data subject has given consent to the processing of his or her personal data for one or more specific purposes (Article 6(1)(a)).
• processing is necessary for the performance of a contract to which the data subject is party or to take steps at the request of the data subject prior to entering into a contract (Article 6(1)(b)).
• processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child (Article 6(1)(f)).

We may rely on Contract as the legal basis if it becomes clear as the enquiry progresses that it has become part of pre-contractual negotiations.

Where explicit consent has not been captured then we may progress an enquiry on the basis of our legitimate interests in following it up.

You may withdraw your consent at any stage or object to our legitimate interest in following up the enquiry where your consent was not explicit. We will immediately cease in either case.

How are we collecting this information?

We collect personal data from data subjects themselves or through an agent acting on our behalf.

The Company may collect personal information in a variety of ways such as:-

• verbally in a meeting online or in person
• letter
• telephone
• facsimile
• email
• website
• blog site
• social media
• a third party passing your enquiry to us

Please note that our Usage Logs Privacy Notice is also likely to apply to you as our systems record electronic interactions between us. In some cases, our Call Recording Privacy Notice may also apply.

What information are we collecting?

We collect the following personal information when handling enquiries:-

• your name and style of address
• gender
• job title
• organisation
• business address
• email address
• telephone numbers
• other contact details
• the nature of your enquiry
• dates and times of interactions
• unique enquiry reference number
• actions taken
• follow up reminders
• related correspondence (letters, messages, voicemails, etc)

Who can see your information within the Company?

Access to your personal data is restricted to authorised directors, staff and associates who require it for legitimate business purposes.

How long is your information kept?

We will only keep your information for as long as necessary. The retention period is either dictated by law or our legitimate requirements. Once your information is no longer needed it will be securely and confidentially destroyed.

We typically retain personal data relating to enquiries for six years after the financial year in which they occurred based on the Limitation Act 1980 and often for considerably shorter periods where the conversation did not lead to a contract being formed.

How secure is your information?

We take appropriate technical and organisational measures to protect your information against unauthorised access, disclosure, alteration and destruction. You can read more about our approach to security at www.rrs.co.uk/security.

Who keeps your information updated?

You are responsible for keeping your personal details up-to-date. Please advise the Company of any changes.

Will your information be used for any automated decision making?

No. We do not undertake solely automated decision making, including profiling, that produces legal effects concerning you or similarly significantly affects you.

Our Privacy Statement

You can access the Company's Privacy Statement at www.rrs.co.uk/privacy. This statement provides you with more information about how we address data protection and privacy as well as informing you of your rights.

Other Privacy Notices

You are likely to interact with us in more than one way, so our other privacy notices may apply to you in different scenarios. We are open and transparent about how we use your personal data. You can find all of our Privacy Notices at www.rrs.co.uk/privacy.

Changes to this Notice

Any changes to this privacy notice will take effect when the revised notice is published. If these changes affect how your personal data is processed, the Company will take reasonable steps to make sure you know.

Further Information