GDPR Policy

Ultimate Incentive Ltd GDPR Policy
Last updated 03/05/2018

What is GDPR?
As you will be aware, the new EU General Data Protection Regulations (GDPR) come into force from 25 May 2018, when it supersedes the UK Data Protection Act 1998. It expands rights of the individuals to control how their personal information is collected and processed and places a range of new obligations on organisations to be more accountable for data protection.

GDPR compliance is not just a matter of ticking a few boxes; the Regulation demands that Ultimate Incentive Ltd are able to demonstrate compliance with the data protection principles. This involves taking a risk-based approach to data protection, ensuring appropriate policies and procedures are in place to deal with transparency, accountability and individuals’ rights provisions, as well as building a workplace culture of data privacy and security.

With the appropriate compliance framework in place, Ultimate Incentive Ltd will also be able to show you , our highly valued clients, that Ultimate Incentive Ltd are trustworthy, responsible and derive added value from the data Ultimate Incentive Ltd hold.

To this end Ultimate Incentive Ltd are undergoing a thorough review of our processes and will be
updating our website to ensure we are fully complaint before the May deadline.

If you are a business customer please refer to section 1.

If you are a Consumer (School Uniform Customers) please refer to section 2.

1. Business Customers

1.1 Your Data and how we do and do not use it
As a reminder, we currently hold:
• Your business address(es)
• Your name
• Your business email and telephone number and other contact details you may have supplied to us in the past.

Ultimate Incentive Ltd use this:
• To fulfil contract requirements including but not exclusive to quotes and orders. Certain information including (but not exclusive to) your name, address and contact number will be shared with the necessary parties to complete delivery or orders and samples.
• To send you information regarding products, offers and important updates based on the lawful reason of legitimate Interest.
• In some cases Ultimate Incentive Ltd may require identifiable personal information to fulfil contract requirements (e.g. Engraved awards, printed name badges or personalised clothing) which may be shared with third parties. This information is kept for a varying period of time under the lawful reason of legitimate interest.

What Ultimate Incentive Ltd do NOT do is:
• Sell your contact data.

Storing your data
• Personal data collected by Ultimate Incentive Ltd may be stored and processed in any country where Ultimate Incentive Ltd or its affiliates, subsidiaries or service providers maintain facilities. Ultimate Incentive Ltd does not use its own servers and database to store and maintain data.
• Hard copies of all orders and some quotations are kept at Ultimate Incentive Ltd for varying periods of time and destroyed securely at periodic intervals.

1.2 Marketing communications and Direct Mailing
You as the Data subject have the right to Opt Out of receiving any marketing communications at any point. Details of how to do this follow in 1.3. Once Ultimate Incentive Ltd have received your request we will reply by email confirming this has been actioned. Any direct mailing campaigns that have already been actioned may take 28 days to be affected by your request.

1.3 How to Opt Out
To Opt Out please email ‘STOP’ to Admin@ultimateincentive.com. You will receive an email reply confirming you have been removed from our marketing lists and no further contact will be made. Ultimate Incentive Ltd do have to keep your details on record to honour your right to Opt out.

1.4 Accessing your data
If you would like to access, review or delete your data please email

admin@ultimateincentive.com

Or write to

Ultimate Incentive Ltd
The Dragonworks
Missenden Road
Great Kingshill
Bucks
HP15 6ED

In order to provide you with details on the personal information Ultimate Incentive Ltd hold, identication will be required to protect customer privacy.

2.Consumers (School Uniform)

1.1 Your Data and how Ultimate Incentive Ltd do and do not use it

If you have previously ordered from you as a reminder Ultimate Incentive Ltd may hold the following information:
• Your name
• Your email address
• Your Phone number
• Your Address
• Your child’s name and class (at time of order)

Ultimate Incentive Ltd use this:
• To fulfil contract requirements including to pick and pack your order and deliver to your child’s school.
• When your order is packed a copy of your order is attached to the bag which includes the above information. These bags are delivered to your child’s school office so your data is shared with them.
• If necessary your details may be passed on to a 3rd party courier to expedite your order.
• Ultimate Incentive Ltd may contact you by email to discuss your order.

Ultimate Incentive Ltd do not:
• Sell your Data
• Use it for any marketing purposes

Storing your Data
• Personal data collected by Ultimate Incentive Ltd may be stored and processed in any country where Ultimate Incentive Ltd or its affiliates, subsidiaries or service providers maintain facilities. Ultimate Incentive Ltd does not use its own servers and database to store and maintain data.
• A hard copy of your order and data is kept in our offices for 5 months.
• An electronic copy of your order is kept on the website for 12 months.
• An email copy of your order is kept for 12 months.
• All your data is kept securely.

Please note that in order to fulfil our contract obligations your details will be kept for 28 days. Ultimate Incentive Ltd would ask that you keep a copy of your order should you require any exchanges and refunds.

2.3 Accessing your data
If you would like to access, review or delete your data please email the relevant email address below

Great Kingshill School – info@gkcsuniform.com
Butlers Court School – school@bcsuniform.com
Hughenden Valley School – School@ultimateincentive.com
Chalfont Saint Peter Academy – info@cspauniform.com

Or you can write to us at

Ultimate Incentive Ltd
The Dragonworks
Missenden Road
Great Kingshill
Bucks
HP15 6ED

In order to provide you with details on the personal information Ultimate Incentive Ltd hold, identification will be required to protect customer privacy.

3. Action plan
In order to ensure Ultimate Incentive Ltd are compliant with the new GDPR regulations Ultimate Incentive Ltd are currently completing the following actions. Ultimate Incentive Ltd intend to have these actions completed within 6 months of the new regulations coming in to practice

1. Business Customers
• Contact current customers and prospects advising of our GDPR policy
• Contact current customers and prospects giving them an option to opt out of marketing communications.

2. Consumers – School Uniform customers
• Securely destroy school uniform orders more than 5 months old.
• Delete all electronic copies of orders older than 12 months
• Delete all email copies of orders older than 12 months
• Remove home address details from order form. This data is not necessary to complete your order.

Changes to our privacy statements

Ultimate Incentive Ltd may modify or update this statement when necessary to react customer feedback and changes in our service; so, please review it regularly. When we update this statement, we will revise the ‘Last Update’ date at the top of the statement. If there are material changes to the statement or in how we use your personal data, we will notify you either by posting a notice of such changes before they take effect or by directly sending you a notification. We encourage you to regularly review this statement to learn more how Ultimate Incentive Ltd is using and protecting your information. Your continued use of our services after any modification to this statement will constitute your acceptance of such modification and updates.

Phone: 01494 711155

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