Privacy Policy and Cookie notice

 

The information Boston collects when you register an account and what we use it for...

General Business Activities

When you buy goods or services from us, you are entering into a contract with us. We will need to set up an account for you in order to fulfil our obligations as a supplier. To set this up, we will ask you to provide some personal information such as;

  • Full name
  • Company Name
  • Position within the company
  • Address (for delivery)
  • Address (for invoicing)
  • Work phone number(s)
  • Mobile phone number
  • Work e-mail address(es)

If you have a pre-payment account with us, we may require some further details to enable payment.

If you have a credit account with us or are setting up a credit account with us, we get information about you from credit reference agencies. This is covered in more detail in the section, Who we share your information with and why.

Support

To enable us to fulfil our support obligations, we may need to obtain the following pieces of information, but this will be discussed with you should the need arise:

  • Name of a designated contact at the detailed site
  • Phone number of the designated contact at the detailed site
  • E-mail address of the designated contact the detailed site

Warranty (return to base)

In the unlikely event that goods need to be returned to Boston, you will need to initiate a returns request with us for us to authorise the return and issue you with a unique returns number; this will link to the hardware you’re returning and your Boston account.

Warranty (onsite)

To fulfil onsite warranty obligations, we will need to obtain further information from you, including:

  • Address of the equipment to be serviced
  • Name of a designated contact at the detailed site
  • Phone number of the designated contact at the detailed site
  • E-mail address of the designated contact the detailed site

Website

In order to undertake website personalisation, we will also gather information about the devices you use to access our sites (desktop and mobile), and this may include IP address. For further information on our use of cookies and tracking please see our Cookie Policy.

Visits and meetings at Boston

If you should visit our premises, Boston uses CCTV for security purposes so images; video footage of you and/or your vehicle may be stored.

For fire safety reasons, we will also insist that a visitor pass be completed which will request the following information:

  • Name
  • Company Name
  • Vehicle registration number (if applicable)

Information on your visitor pass will be destroyed when you leave our premises.

How we use your information

All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected, see section titled How long we keep your information. We will comply with our obligations and safeguard your rights under the Data Protection Act 1998 and the GDPR at all times.

Data Protection says that we are permitted to use and share your personal data only where we have a proper reason to do so. The law says we must have one or more of these reasons and these are:

  • Contract - your personal information is processed in order to fulfil a contractual arrangement e.g. to fulfil orders and provide the support and services we’re obliged to.
  • Consent – where you agree to us using your information in this way e.g. for storing your payment information, providing marketing and product information, etc.
  • Legitimate Interests - this means the interests of Boston in managing our business to allow us to provide you with the best service in the most secure and appropriate way e.g. to transfer your data to certain Third Party’s such as delivery partners.
  • Legal Obligation – where there is statutory or other legal requirement to share the information e.g. when we have to share your information for law enforcement purposes.

Here is a list of some of the ways that we may use your personal information, and which of the reasons described above we rely on to do so. Where we list legitimate interests as a reason, we also describe below what we believe these legitimate interests are.

What we use your personal information for Our reasons (legal basis) Our explanation of Boston’s Legitimate Interests
Creation and maintenance of your Boston account Legitimate Interest To enable efficient and professional business activities
Storing payment information (where applicable) Consent N/A
Replying to your e-mails Legitimate Interest / Consent To enable functional communication for business activities
Processing of orders Contractual N/A
Notifying you of your order status Legitimate Interest To keep you informed and to enable us to maximise our service to you
Provide technical support Consent / Contractual N/A
Provide warranty services Consent / Contractual N/A
To detect, investigate and, where necessary, report suspected illegal activities Legal Obligation We have a duty to comply with any regulations that apply to us and that potentially involves reporting suspected illicit and/or illegal activities
Undertake website personalisation and administration Legitimate Interest Enabling our website to work for you and provide the best viewing experience
Marketing Communications Legitimate Interest / Consent To keep you informed and enable functional communication for business activities
Notifying you of critical product updates (e.g. security updates) Legitimate Interest To keep you informed should we identify a critical update or piece of information relating you’re a product or service you have purchased from us
To contact you regarding customer satisfaction surveys Legitimate Interest To ensure you are satisfied with our levels of service and support
To contact you in the event that you submit a complaint about our products and services Legitimate Interest Should you have cause to complain about our products and services, we have a duty to investigate and follow up on this complaint
Logistics planning and stock forecasting Legitimate Interest We observe procurement trends to help us better forecast with our suppliers which, in turn, reduces future lead time and an improved service.

With your permission and/or where permitted by law, we may also use your data for marketing purposes which may include contacting you by e-mail, telephone, text message, and/or post with information, news, and offers on our products and services. If you wish to withdraw your consent at any time, simply click the ‘unsubscribe’ link at the bottom of the communication in question or alert us by any of the methods described in the Keeping in touch with you section. We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that we fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.

Keeping in touch with you

Supplier Partners

We want to keep you up to date with information about new products, services, and special offers that we feel would be of benefit to you. When you set your account up with Boston, we will ask you if you want to receive this type of marketing information; our default position is to not provide this service unless you consent.

Boston will not share your information with companies outside of Boston Group without your explicit consent.

If you decide you no longer want to receive marketing information you can request that we stop by speaking with your account manager, by clicking the "unsubscribe" link at the bottom of any of our marketing correspondence, or by e-mailing [email protected]. You may continue to receive mailings for a short period while your request is dealt with.

How long we keep your information

If we collect your personal information, the length of time we retain it is determined by a number of factors including the purpose for which we use that information and our obligations under other laws. We may need your personal information to establish, bring, or defend legal claims. For this purpose, we will, in general, retain your personal information for up to 7 years after the date it is no longer needed by us for any of the purposes listed under How we use your information above. Exceptions to this are where:

  • the law requires us to hold your personal information for a longer period, or delete it sooner;
  • you exercise your right to have the information erased (where it applies) and we do not need to hold it in connection with any of the reasons permitted or required under the law;
  • we bring or defend a legal claim or other proceedings during the period we retain your personal information, in which case we will retain your personal information until those proceedings have concluded and no further appeals are possible; or
  • in limited cases, existing or future law or a court or regulator requires us to keep your personal information for a longer or shorter period.

If our business changes hands

We may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of our business. Any personal data that you have provided will, where it is relevant to any part of our business that is being transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to use that data only for the same purposes for which it was originally collected by Boston.

In the event that any of your data is to be transferred in such a manner, you will be contacted in advance and informed of the changes. When contacted you will be given the choice to have your data deleted or withheld from the new owner or controller.

Your rights

You are entitled to request the following from Boston, these are called your Data Subject Rights and there is more information on these on the Information Commissioners website (www.ico.org.uk).

  • Right to transparency – to be informed about our collection of your personal information and how we use it
  • Right of access – to request access to your personal information and information about how we process it
  • Right to rectification – to have your personal information corrected if it is inaccurate and to have incomplete personal information completed
  • Right to erasure (also known as the Right to be Forgotten) – to have your personal information erased.
  • Right to restriction of processing – to restrict processing of your personal information to only certain activities
  • Right to data portability – to electronically move, copy or transfer your personal information in a standard form
  • Right to object – to object to processing of your personal information
  • Rights with respect to automated decision making and profiling

You have the right to lodge a complaint with a data protection regulator in Europe, in particular in a country you work or live or where your legal rights have been infringed. The contact details for the Information Commissioner’s Office (ICO), the data protection regulator in the UK, are available on the ICO website (www.ico.org.uk) where your personal information has or is being used in a way that you believe does not comply with the GDPR, however, we encourage you to contact us before making any complaint and we will seek to resolve any issues or concerns you may have.

Changes to our privacy policy

We may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of our Site or your continued business practices following the alterations. We recommend that you check this page regularly to keep up-to-date.

Contact

Should you need to contact us for any information security or privacy matters please contact us using one of the following options:

Write to us at:
Data Protection Team, Boston Limited, Unit 5 Curo Park, Frogmore, St Albans, Hertfordshire, AL2 2DD, UK

E-mail us at:
[email protected]

Alternatively, please phone us on +44 (0) 1727 876100 and ask to speak to your account manager or the Data Protection Team.

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