Privacy and Cookie Policy

Novaplex Business Solutions Limited understands that your privacy is important to you and that you care about how your information is used and shared online. We respect and value the privacy of everyone who visits our site, and we will only collect and use information in ways that are useful to you and consistent with your rights and our obligations under the law.

This policy explains what personal data we collect through our site, how we use it, and the choices and rights you have.

1. Definitions

• “Cookie” means a small text file placed on your computer or device by our site when you visit it. The cookies our site uses are listed in section 16.
• “Our site” means this website, www.novaplex.co.uk.
• “We”, “us” and “our” mean Novaplex Business Solutions Limited, a limited company registered in England and Wales under company number 06536987, whose registered address is Thornwood House, 102 New London Road, Chelmsford, CM2 0RG.
• “The Data Protection Legislation” means the UK GDPR and the Data Protection Act 2018.

2. Information About Us

• Our site is owned and operated by Novaplex Business Solutions Limited.
• For any questions about data protection, contact us at info@novaplex.co.uk.

3. What Does This Policy Cover?

This policy applies only to your use of our site. Our site contains links to other websites, such as our client portal, our support site and our partners’ sites. We have no control over how your data is collected, stored or used by other websites, so we advise you to check their privacy policies before providing any data to them.

4. What Is Personal Data?

Personal data is defined by the Data Protection Legislation as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

In simpler terms, personal data is any information about you that enables you to be identified. It covers obvious information such as your name and contact details, but also less obvious information such as identification numbers, electronic location data and other online identifiers.

5. What Are My Rights?

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

• The right to be informed about our collection and use of your personal data. This policy should tell you everything you need to know, but you can always contact us using the details in section 14.
• The right to access the personal data we hold about you. Section 13 explains how to do this.
• The right to have your personal data corrected if it is inaccurate or incomplete.
• The right to be forgotten, meaning the right to ask us to delete any of your personal data that we hold.
• The right to restrict (that is, prevent) the processing of your personal data.
• The right to object to us using your personal data for a particular purpose or purposes.
• The right to withdraw consent. Where we rely on your consent to use your personal data, you are free to withdraw it at any time.
• The right to data portability. Where you have provided personal data to us directly, we are using it with your consent or to perform a contract, and it is processed by automated means, you can ask us for a copy of it to re-use with another service or business.
• Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

To exercise any of these rights, or for more information about our use of your personal data, contact us using the details in section 14.

It is important that your personal data is kept accurate and up to date. If any of the personal data we hold about you changes, please let us know.

If you have any cause for complaint about our use of your personal data, you have the right to complain to the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first. Further information about your rights is available from the Information Commissioner’s Office or Citizens Advice.

6. What Data Do We Collect?

We collect data in two ways:

• Data you give us. When you contact us or request a demo, we collect the details you enter: your name, email address, telephone number, company name, the products you are interested in, your message, and whether you would like a trial or product updates.
• Data collected automatically. When you visit our site, our web server records your IP address and the pages you request, for security and to keep the site running. If you accept analytics cookies, Google Analytics also collects your browser type and version, operating system, device, the pages you visit and the site that referred you. See section 16.

7. How Do We Use Your Data?

We use your data to:

• respond to your enquiries and arrange the demos and trials you request;
• supply our products and services to you;
• send you product news and updates, if you have asked us to;
• keep our site secure, for example by detecting and blocking spam and abuse of our forms; and
• understand how our site is used so that we can improve it, if you have accepted analytics cookies.

We will only send you marketing emails if you have asked us to, for example by ticking “Keep me updated” on our demo form. You can unsubscribe at any time by emailing info@novaplex.co.uk. We will not send you unsolicited marketing or spam, and we comply with the Data Protection Legislation and the Privacy and Electronic Communications Regulations 2003 (PECR).

We only process your personal data where the law allows it. The legal bases we rely on are:

• Steps you have asked us to take: processing that is necessary to respond to your request, such as arranging a demo, before entering into a contract.
• Consent: sending you product news and updates, and analytics cookies. You can withdraw your consent at any time.
• Legitimate interests: responding to general enquiries and keeping our site secure, where those interests are not overridden by your rights and freedoms.

8. How Long Do We Keep Your Data, and Where?

• We keep enquiries and demo requests for up to two years after our last contact with you, unless you become a customer, in which case we keep them for as long as we have a business relationship with you.
• If you have asked for product news and updates, we keep your contact details for that purpose until you unsubscribe.
• Web server logs are kept for no more than 90 days.
• Google Analytics data is kept for no more than 14 months.
• We review the data we hold at least once a year and delete data we no longer need.

Your data is stored in the United Kingdom and the European Economic Area. Some of our service providers, such as Google, may transfer data to other countries, including the United States. Where that happens, the transfer is protected by safeguards recognised under UK law, such as the UK–US data bridge or the UK International Data Transfer Addendum.

Data security is of great importance to us. We have put in place suitable physical, electronic and managerial procedures to safeguard and secure the data collected through our site, and our site is served only over an encrypted (HTTPS) connection. No transmission of data over the internet can be guaranteed to be completely secure, however.

9. Do We Share Your Data?

• We use a small number of service providers to run our site: Microsoft Azure to host it, Mailjet to deliver the messages you send us through our forms, and Google Analytics to understand how our site is used. They process your data only on our behalf and under our instructions, and we take all reasonable steps to ensure that your data is handled safely, securely and in accordance with the law.
• We may compile statistics about the use of our site, such as traffic, usage patterns and visitor numbers. These statistics are anonymised and do not include any personally identifying information.
• In certain circumstances we may be legally required to share data we hold, which may include your personal data, for example where we are involved in legal proceedings or are complying with legislation, a court order or a governmental authority. We do not need your further consent to share your data in these circumstances.
• We do not sell your personal data.

10. What Happens If Our Business Changes Hands?

If we sell or transfer all or part of our business, your data may be transferred to the new owner, who may use it only for the purposes it was originally collected for. Your rights under this policy continue to apply.

11. How Can You Control Your Data?

• You choose what to tell us when you fill in our forms. Only your name and email address are required.
• You can unsubscribe from product news and updates at any time by emailing info@novaplex.co.uk.
• You can accept or reject analytics cookies, and change your choice at any time using the “Cookie settings” link at the bottom of every page.
• You may also wish to register with the UK’s preference services: the Telephone Preference Service (TPS), the Corporate Telephone Preference Service (CTPS) and the Mailing Preference Service (MPS). These can help prevent unsolicited marketing, but they will not stop marketing you have consented to receive.

12. Your Right to Withhold Information and to Withdraw It

• You can use our site without giving us any personal data. We only need your details if you want us to contact you.
• You can block or delete cookies in your browser settings. See section 16.
• You can withdraw your consent for us to use your personal data at any time by contacting us using the details in section 14, and we will delete your data from our systems unless we are required by law to keep it.

13. How Can You Access Your Data?

You have the legal right to ask for a copy of any personal data we hold about you. Please contact us at info@novaplex.co.uk or using the details in section 14. There is normally no charge, and we will respond within one month.

14. Contacting Us

If you have any questions about our site or this policy, please contact us by email at info@novaplex.co.uk, by telephone on +44 (0)20 3745 8919, or by post at Thornwood House, 102 New London Road, Chelmsford, CM2 0RG. If you are asking for a copy of the data we hold about you (section 13), please make your request as clear as possible.

15. Changes to This Policy

We may change this policy from time to time, for example if the law or our services change. Any changes will be posted on this page and the “Last updated” date above will change. We recommend that you check this page from time to time.

16. Cookies

Our site uses a small number of cookies. Strictly necessary cookies are always set because the site needs them to work securely. Analytics cookies are only set if you accept them in our cookie notice. You can change your choice at any time using the “Cookie settings” link at the bottom of every page.

Your cookie choice itself is stored in your browser’s local storage, not in a cookie, and is never sent to us.

You can also block or delete cookies in your browser settings. Blocking strictly necessary cookies may stop our forms from working. For more about how Google uses data, see How Google uses information from sites that use its services.