Privacy Policy

Introduction

Formkraft respects your privacy and is committed to protecting your personal data. This policy explains how we collect your personal data, how and why we use it, the conditions under which we may disclose it to others, how we keep it secure and your rights and choices in relation to it.

Any questions regarding this policy or your personal data should be sent by email to dpo@formkraft.co.uk, in writing to Data Protection, Clough Bank House, Edmund Road, Sheffield, South Yorkshire, S2 4EL or by telephone 0114 275 4646.

1. Who is collecting your personal data?

We are Formkraft Limited (“Formkraft”, “we”, “us” or “our”), a company incorporated in England and Wales with registered number 02752406, with a registered office at Clough Bank House, Edmund Road, Sheffield, South Yorkshire, S2 4EL.

2. What personal data is collected?

Personal data means any information that can be used to identify directly or indirectly a specific individual. We collect the following personal data:

Category of data

  • Contact data - name, address, email address and telephone numbers
  • Financial data - bank account details, credit history and payment card numbers
  • Transaction data - details of products and/or services you have purchased from us including details of payments and summaries of telephone calls
  • Profile data - purchases made by you, your personal circumstances,  interests and preferences
  • Third party data - name, address, email address and telephone numbers
  • Technical data - IP address, login data, browser type and version, time zone setting and location, browser plug-in types and versions and other technology on the devices you use to access our website.
  • Communication of engagement data - Records of communications with us, including email opens, link clicks, email responses, meeting bookings, marketing preferences and engagement with our communications

3. How is your personal data collected?

 We collect your personal data in the following ways:

  • 3.1 Data you give us directly
  • 3.2 Data we collect automatically
  • 3.3 Data we collect from other sources

3.1 Data you give us directly

If you contact us by telephone, email, through a website enquiry, or by post, we may collect Contact data.  

If you wish to place an order with us for our products and/or services, we collect Contact and Financial data. Placing an order with us allows us to collect Transaction and Profile data.

You are not required to provide us with the personal data that we request, but if you choose not to do so, we may not be able to deal with your enquiry, provide you with a quotation, or offer, market or sell products and/or services to you.

We also collect Third party data (e.g. supplier data) to enable us to fulfil orders and provide services to you.

 3.2 Data we collect automatically

Technical data is collected whenever you interact with us online. We also use cookies and similar technologies, which are small text files placed on your device when you visit our website. Cookies help websites operate effectively, improve user experience, remember preferences and provide information about how visitors use a website.
We use the following categories of cookies:

Strictly Necessary Cookies
These cookies are required for the operation, security and functionality of our website and cannot be switched off in our systems.

Performance and Analytics Cookies
These cookies help us understand how visitors use our website, identify areas for improvement and monitor website performance. Information collected is generally aggregated and does not directly identify individual users.

Functionality Cookies
These cookies allow the website to remember choices you make and provide enhanced functionality and a more personalised experience.

Marketing Cookies

Where used, these cookies help us measure the effectiveness of our communications and marketing activities and may be used to deliver relevant content.
Where required by law, we will seek your consent before placing non-essential cookies on your device. You may withdraw or amend your cookie preferences at any time through the settings available on our website.
Most web browsers allow some control of cookies through browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

If we use Google Analytics or similar analytics services, you may be able to opt out through the relevant provider's opt-out tools or by adjusting your browser settings.
We may use customer relationship management (CRM), sales engagement and marketing automation platforms to help manage our communications with customers and prospective customers. These systems may collect information about interactions with our email communications, including whether emails have been opened, links have been clicked, responses have been received and other engagement metrics where such functionality is enabled. This information helps us maintain accurate customer records, improve our communications and provide a better customer experience.

 3.3 Data we collect from other sources

We also collect personal data from other sources including our trusted agreements with third parties.  

We are on LinkedIn. Any personal data you provide to us via social media (including messaging, “liking”, “following” and other communications) is controlled by the social media network and we recommend that you read their privacy policies and contact them directly if you have any concerns regarding their use of your personal data.

4. Why is your personal data collected? 

We will only collect and use your personal data when the law allows us to and most commonly when:

  • we need to perform the contract we are about to enter into or have entered into with you;
  • it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests; or
  • we need to comply with a legal or regulatory obligation.

Generally we do not rely on consent as a legal basis for processing your data other than in relation to sending marketing communications to you via email or contacting you by telephone where the purpose of legitimate interests does not apply. You have the right to withdraw consent at any time.  This can be done by email to accounts@formkraft.co.uk, in writing to Data Protection, Clough Bank House, Edmund Road, Sheffield, South Yorkshire, S2 4EL, or by telephone on 0114 275 4646.

5. How is your personal data used?

We may use your personal data for the following purposes:

  • to provide you with a quotation for the products and/or services you have requested;
  • to provide you with the products, services or information you have requested;
  • to process your orders;
  • to carry out our obligations under any contracts entered between you and us;
  • to keep a record of your relationship with us;
  • to conduct analysis and market research so we can understand how we can improve our products and services;
  • to seek your views or comments on the services we provide;
  • for training purposes;
  • to improve the quality of our customer service;
  • to notify you of changes to our services;
  • if you agree, to send you communications that may be of interest to you, which may include information about promotions of products and/or services;
  • for the prevention and detection of crime, including fraud;
  • to manage customer and prospective customer relationships;
  • to monitor and analyse engagement with email communications and marketing activities; and
  • to improve the relevance, timing and effectiveness of our communications.

 6. Who is your personal data shared with?

We may share your personal data internally and may pass your personal data to third-party service providers, suppliers, subcontractors and associated organisations for the purposes of fulfilling orders, providing services and managing customer relationships on our behalf. These providers may include CRM systems, sales engagement platforms, email communication providers, marketing automation platforms, IT service providers and cloud hosting providers.

Examples of such providers may include:

  • Apollo for sales engagement, customer relationship management and communication monitoring;
  • Microsoft 365 for email, collaboration and document management;
  • Sage for accounting, invoicing and financial management; and
  • other service providers who assist us in delivering our products and services.
  • These providers process personal data on our behalf and are required to do so in accordance with applicable data protection laws and appropriate security measures

Where these systems are used, they may process contact information, communication records and engagement data such as email opens, link clicks and email responses. We only disclose personal data necessary for the provision of these services and require all providers to maintain appropriate security and confidentiality measures.

We will only share your personal data with third parties for marketing purposes where we have your consent to do so.

We will also share your personal data where we are required to do so by law.

7. Sales Engagement and Communication Monitoring

To help us manage customer relationships and business communications, we use sales engagement and customer relationship management tools, including Apollo.

These systems may record interactions with our communications, including email opens, link clicks, email replies and other engagement information where tracking features are enabled.

This information is used to understand customer requirements, manage relationships, improve communication effectiveness and ensure that our records remain accurate and up to date.

You have the right to object to this processing where we rely on legitimate interests as our lawful basis.

8. How long is your personal data kept for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

We will actively review the personal data we hold and delete it securely when there is no longer a legal, business or consumer need for it to be held.

9. How is your personal data protected?

When you give us personal data, we take every effort to protect your personal data from misuse, interference, loss, unauthorised access, modification or disclosure and ensure that appropriate technical and organisational controls are in place to protect it.  In addition, we limit access to your personal data to employees on a need-to-know basis and subject to strict contractual confidentiality obligations when processed by third parties.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

10. Your rights to your personal data

You have rights under data protection law to your personal data, a summary of which are as follows:

  • Access - to ask us for access to and copies of the personal data that we hold about you
  • Rectification - to ask us to correct inaccurate or incomplete personal data that we hold about you
  • Erasure - in certain circumstances, to ask us to delete your personal data
  • Restriction - in certain circumstances, to ask us to restrict the processing of your personal data
  • Object - in certain circumstances, to object to the processing of your personal data
  • Data portability - in relation to data you have given us, to ask that we transfer the data you gave us from one organisation to another, or give it to you. This right only applies if we are processing data based on your consent or under, or in talks about entering into, a contract and the processing is automated
  • Complaint - to make a complaint about us to the Information Commissioner’s Office

Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. For more details we recommend you consult the guidance published by the UK’s Information Commissioner’s Office: https://ico.org.uk/

If you want to exercise any of the above rights, please email us at dpo@formkraft.co.uk,  write to Data Protection, Clough Bank House, Edmund Road, Sheffield, South Yorkshire, S2 4EL, or telephone 0114 275 4646. We may be required to ask for further information and/or evidence of identity.  You are not required to pay any charge for exercising your rights and we will do our best to respond fully to all requests within one month of receipt of your request.

11. Links to other websites

Our website may contain links to websites of other organisations.  This policy does not cover how those organisations processes personal data.  We encourage you to read the privacy policies on the other websites you visit and we cannot be responsible for the policies and practices of other websites even if you access them using links from our website.

12. Changes to this policy

This policy will be reviewed on a regular basis and any changes we may make to it will be posted here.  If we make any significant changes however, we’ll make this clear.