Dated: 3rd October 2018
To make it as easy as possible for you to discuss your data privacy issues with us, and/or to exercise any of your rights under the GDPR, we have a dedicated email address for you to use: firstname.lastname@example.org
1). Who are we?
OKW Enclosures Ltd.
15 Brunel Way
Fareham, PO15 5TX
Company registration number: 2125249
OKW Enclosures Ltd. (referred to from here on as OKW UK) is the UK subsidiary of OKW GmbH of Buchen, Germany. OKW UK is responsible for the marketing and promotion of the OKW branded range of products produced by OKW (Odenwälder Kunststoffwerke Gehäusesysteme GmbH) of Buchen, Germany which manufactures a range of electronic enclosures and accessories for the OEM electronics market. OKW UK is also a manufacturer of enclosures in the United Kingdom under the METCASE brand. The company is also the UK representative of three other enclosures brands; ROLEC of Germany, TEKO of Italy and SERPAC of USA.
Accordingly, the company presents the following branded websites to the market:
OKW UK is a B2B supplier. The company does not sell products to the consumer market, however, it may sell to individuals who are sole traders or consultants.
OKW UK does not collect or retain data from anybody under the age of 16. If we learn that we have accidentally collected the personal data from a child under 16, we will take steps to delete the information as soon as possible.
2). Why do we collect and retain your personal data?
OKW UK collects your personal data in response to your requests, on behalf of your organisation, for one or more of the following:
1. To request a quotation
2. To request product information, catalogue, datasheets etc.
3. To request a product sample for design evaluation
4. To request a product drawing
5. When you register to download drawings or 3D models of our products
6. To process an order/contract.
Or, if you are a supplier to OKW UK:
a. When your organisation provides OKW UK with a quotation for goods and services we require
b. When your organisation provides OKW UK with requested information regarding goods and services
c. As part of processing an order/contract with us.
Legal basis for collecting this data
It is in your and our legitimate interests for us to process the personal data which we collect so that we can enter into a contract with your organization and / or take steps at your request to do so.
OKW UK does not obtain your personal data from other sources.
OKW UK does not process data for scientific or historical research purposes.
3). What personal information do we collect and retain?
OKW UK retains only the most basic personal data required in order to process customer requests for information or as part of processing an order. Without this data we will not be able to process these requests or orders.
1. Title (Mr, Mrs, Ms, Dr, Prof etc.)
2. First Name
3. Last Name
4. Job function/position
5. E-mail address
6. Telephone No.
7. Fax No.
8. Mobile No.
For both customers and suppliers OKW UK does not collect or retain any special categories of personal data being data revealing: racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data or biometric data for the purpose of uniquely identifying a natural person, health or data concerning a natural person’s sex life or sexual orientation.
4). How long do we retain your data?
OKW UK has determined that in order to retain necessary records about a customer’s projects for a reasonable period, the data retention period will be 36 months (3 years) after the last recorded activity with the customer. This means that if after 3 years we have had no any further interactions with your otganisation, we will delete your personal details from our records.
For ‘suppliers’ OKW UK will retain the personal data for the active period during which the supplier is providing OKW UK with goods and/or services and for 36 months (3 years) after the last recorded activity with the supplier. The data will be maintained and updated accordingly. The data will then be deleted.
If you register on our websites to download our drawings and/or 3D models your data is retained for 2 years after your last download. After that your record will be deleted, and you will have to re-register thereafter.
5). Direct marketing
In order to keep our specific customers (defined below) regularly up to date on new products and product improvements, OKW UK does carry out direct marketing activities such as monthly email newsletters.
We will only send you direct marketing material that we believe is relevant and of interest to you because of your previous interest, and if you meet our specific customer criteria.
We never share personal information with third party companies for direct marketing of their products.
The legal basis for direct marketing is the legitimate interest of our specific customers (as defined below).
Would we classify you as a specific customer?
OKW UK is a manufacturer and seller of enclosures, enclosures accessories and tuning knobs. Our customers are OEM electronics equipment manufacturers. Our specific customers are those who are involved in the specification, design, purchasing and manufacturing stages of electronics equipment where part of the design process will be to specify a suitable enclosure and/or tuning knob for the equipment. These will be electronics design engineers, electronics design consultants, chief engineers, mechanical engineers, design managers, purchasing professionals, and company owners and directors. Specific customers will have also previously shown a genuine interest in our products by making a product information request as detailed in section 2). of this policy. For example, you have requested a sample, quotation or registered to download our drawings.
You can opt-out of our direct marketing at any time by use of the “unsubscribe” process on the material. Or, if you prefer you can contact us at email@example.com and request to be excluded from all direct marketing materials.
Unless you expressly ask to be removed from our customer database as well, we will still retain your data in our system in order to process information requests and orders (as described in section 2). Your data will be retained in accordance with our data retention policy (as described in section 4).
6). Cookies and other analytics technologies
If you do not want information collected through the use of these technologies, there is a simple procedure in most browsers that allows you to automatically decline many of these technologies, or to be given the choice of declining or accepting them. However, if you use your browser settings to block all cookies (including essential cookies which enable core site functionality) you may not be able to access all or parts of our site.
Examples of the services we currently use:
1. Google Analytics
Google Analytics is used to track site statistics and user demographics, interests and behaviour on websites. We also use Google Search Console to help understand how our website visitors find our website and to improve our search engine optimisation. However, OKW UK only collects aggregated analytics data that does not identify individual users. Find out more information about how this analytics information may be used, how to control the use of your information, and how to opt-out of having your data used by Google Analytics.
7). Transfers and processing of your data
1. Transfers and processing
When you make a request or register on our websites your personal data is processed by our secure Rackspace servers which are subject to a processing contract. The data is then securely transferred to us via Symantec MessageLabs, which filters out any malicious content to ensure nothing bad enters the OKW UK network via email. We then process your requests in our CRM system. If you register to download our drawings and 3D models, your data is also retained and managed on the Rackspace servers.
You can learn more about Privacy and Data Protection at our contracted processors here:
- Rackspace Privacy and Data Protection
- Rackspace Privacy Shield Membership
- Symantec Privacy and Data Protection
2. Automated processing and profiling
OKW UK does not carry our any automated decision-making processing or profiling.
8). Your rights
OKW UK is committed to ensure you are able to exercise your rights over your personal data. To this end we have a dedicated email address: firstname.lastname@example.org where you can make requests in order to exercise your rights.
1. Access to your personal data
2. To have your personal data corrected
3. To have your personal data erased in certain circumstances
4. To object to or restrict how your personal data is processed
5. To have your personal data transferred to yourself or another business in certain circumstances
6. To opt-out of direct marketing
If you wish to exercise any of your rights as listed above, please contact us at email@example.com with details of which rights you wish to exercise.
You have the right to take any complaints about how we process your personal data to the Information Commissioner:
0303 123 1113.
Information Commissioner’s Office
We may seek additional information in order to confirm your identity before responding to your request.
Copyright © OKW Enclosures Ltd. 2018