Promat
ID Limited
External Privacy Notice
Last Updated: 29/04/2024
1.
Who we are and what we do
Who we are
We are
Promat ID Limited ( Promat ID , us , we , our ). We are a limited company
registered in England and Wales under registration number 04499242 and we have
our registered office at Upper Black Carr Unit, Skipton Road, Trawden,
Lancashire BB8 8QU. We are registered with the UK supervisory authority, the
Information Commissioner s Office ( ICO ), in relation to our processing of
Personal Data under registration number ZA016677.
What we do
We are in the business of software development providing eyewitness
image identification software to police forces. We are committed to protecting
the privacy and security of the Personal Data we process about you.
Controller
Unless we notify you otherwise, we are the controller of the Personal
Data we process about you. This means that we decide what Personal Data to
collect and how to process it.
2.
Purpose of this privacy notice
The purpose
of this privacy notice is to explain what Personal Data we collect about you
and how we process it. This privacy notice also explains your rights, so please
read it carefully. If you have any questions, you can contact us using the
information provided below under the How to contact us section
.
3.
Who this
privacy notice applies to
This privacy notice applies
to you if:
1.
You visit our website.
2.
You purchase goods or
services from us.
3.
You enquire about our
products and/or services.
4.
You provide us with
your contact details at a conference/ exhibition.
4.
What Personal
Data is
Personal Data means any information
from which someone can be identified either directly or indirectly. For
example, you can be identified by your name or an online identifier.
Special Category Personal
Data is more sensitive Personal Data and includes information revealing racial
or ethnic origin, political opinions, religious or philosophical beliefs, trade
union membership, genetic data, biometric data for the purposes of uniquely
identifying someone, data concerning physical or mental health or data
concerning someone s sex life or sexual orientation.
5.
Personal Data
we collect
The type of Personal Data we collect about you will depend
on our relationship with you. For the type of Personal Data
we collect see the table below in the section entitled Purposes, lawful bases
and retention periods .
6.
How we collect
your Personal Data
We collect
most of the Personal Data directly from you either in person, by telephone,
text or by email.
7.
Purposes,
lawful bases and retention periods
We will only use your
Personal Data when the law allows. Most commonly, we will use your Personal
Data in the following circumstances:
8.
How long we keep your data
We will retain
your personal data for as long as is necessary to provide you with our services
and for a reasonable period thereafter to enable us to meet our contractual and
legal obligations and to deal with complaints and claims.
At the end of
the retention period, your personal data will be securely deleted or
anonymised, (for example, by aggregation with other data, so that it can be
used in a non-identifiable way for statistical analysis and business planning).
9.
Sharing your Personal Data
We may share your Personal Data with
our carefully selected third parties, including:
Service
Providers: Microsoft 365 (including SharePoint, Azure
and Outlook).
10.
International Transfers
Your Personal Data may be processed outside of the
UK. This is because the organisations we use to
provide our service to you are based outside the UK.
We have taken appropriate steps to ensure that the Personal
Data processed outside the UK has an essentially equivalent level of protection
to that guaranteed in the UK. We do this by ensuring that:
Your Personal Data is only processed in a country which the
Secretary of State has confirmed has an adequate level of protection (an
adequacy regulation), or
We enter into an International Data Transfer Agreement ( IDTA )
with the receiving organisation and adopt supplementary measures, where
necessary. (A copy of the IDTA can be found here
international-data-transfer-agreement.pdf
(ico.org.uk)
).
11. About Cookies
A cookie is a small text file which may be downloaded to
your device when you visit our website. We use cookies to allow our website to
function correctly and we do not currently collect statistics or analytics
cookies or cookies used for marketing purposes.
Learn More About Cookies
For further information on our
use of cookies, including a detailed list of your information which we and
others may collect through cookies, please see details in the table below.
For further information on
cookies generally, including how to control and manage them, please visit www.aboutcookies.org or www.allaboutcookies.org.
12. Cookies Used by Promat ID
The cookies we use on our website and their purposes are as
set out in the following table:
|
Cookie category
|
Cookie Name
|
Domain
|
Duration of Processing
|
Description
|
|
Strictly necessary cookies
|
ASP.NET
|
https://promaps.software/
|
Session
|
Maintains session state by providing a cookie to
the user that contains a session ID.
|
13. Changing your Cookies
Preferences
You can allow or block cookies by activating the setting on
your browser that permits you to change the setting of all or some cookies.
Please note that disabling cookies may affect the availability or functionality
of our website.
If you would like more information on how to manage cookies
on some popular browsers, please click on the links below.
Internet
Explorer
Google Chrome
Apple Safari
Microsoft
Edge
Mozilla
Firefox
14. Your rights and how to complain
You have certain rights in relation to the processing of
your Personal Data, including:
Right to be informed
You have the
right to know what personal data we collect about you, how we use it, for what
purpose and in accordance with which lawful basis, who we share it with and how
long we keep it. We use our privacy notice to explain this.
Right of access
(commonly known as a Subject Access Request )
You have the
right to receive a copy of the Personal Data we hold about you.
Right to rectification
You have the
right to have any incomplete or inaccurate information we hold about you
corrected.
Right to erasure
(commonly known as the right to be forgotten)
You have the
right to ask us to delete your Personal Data.
Right to object to processing
You have the
right to object to us processing your Personal Data. If you object to us
using your Personal Data for marketing purposes, we will stop sending you
marketing material.
Right to restrict processing
You have the
right to restrict our use of your Personal Data.
Right to portability
You have the
right to ask us to transfer your Personal Data to another party.
Automated decision-making
You have the
right not to be subject to a decision based solely on automated processing
which will significantly affect you. We do not use automated decision-making.
Right to withdraw consent
If you have provided your
consent for us to process your Personal Data for a specific purpose, you have
the right to withdraw your consent at any time. If you do withdraw your
consent, we will no longer process your information for the purpose(s) you originally
agreed to, unless we are permitted by law to do so.
Right to lodge a complaint
You
have the right to lodge a complaint with the relevant supervisory authority, if you are concerned about the way in which we
are handling your Personal Data. The supervisory authority in the UK is the
Information Commissioner s Office who can be contacted online at:
Contact us | ICO
, o
r by telephone on 0303
123 1113
.
How to exercise your rights
You will not usually need to pay a fee to
exercise any of the above rights. However, we may charge a reasonable fee if
your request is clearly unfounded or excessive. Alternatively, we may refuse to
comply with the request in such circumstances.
If you wish to exercise your rights, you may
contact us using the details set out below within the section called How to
contact us and our Data Protection Officer . We may need to request specific
information from you to confirm your identity before we can process your
request. Once in receipt of this, we will process your request without undue
delay and within one month. In some cases, such as with complex requests, it
may take us longer than this and, if so, we will keep you updated.
If you wish to contact us in relation
to this privacy notice or if you wish to exercise any of your rights outlined
above, please contact us as follows:
Upper Black Carr Unit,
Skipton Road,
Trawden,
Lancashire
BB8 8QU
info@promatid.co.uk
01282868657
We
have also appointed a Data protection Officer ( DPO ). Our DPO is Evalian Limited and can be contacted as follows:
West Lodge, Leylands
Farm
1 Nobs Crook
Colden Common
Winchester
Hampshire
SO21 1TH
dpo@evalian.co.uk
03330500111
Please
mark your communications FAO the Data Protection Officer .
16. Changes to this
privacy notice
We may update this notice (and any
supplemental privacy notice), from time to time as shown below. We will notify
of the changes where required by applicable law to do so.
Last modified 29/04/2024.