You can write to the data protection officer at GMA Systems Ltd, Unit 9a Ramsay Road, Barnfield Industrial Estate, Tipton, West Midlands, DY4 9DU
The current hosting is provided by Godaddy.com. The website files and data is currently located and stored in North America, Arizona – Scottsdale.
Our website is aimed at persons aged 18 or over. Persons under 18 are permitted to access the website, however only persons 18 or over can become customers at GMA Systems Ltd.
Personal Data Collected
GMA Systems Ltd collects personal data through our website contact us form. We also collect data via the telephone and email communications.
The personal data that we collect is:
· Work Address
· Email Address
· Phone number
· User IP Address
· Device Type
· Time and date of entry
Purpose and Legal basis for processing your Data
GMA Systems Ltd takes your privacy very seriously and we will never sell or rent your personal data to any third-party. The sharing of your personal data and direct marketing activities are only carried out with your express consent, which you are free to withdraw at any time.
We need to obtain and process your personal data to provide you or the business you represent, our products, services and treatments and to fulfil our business and legal obligations. We will never collect any personal information from you that we do not need or retain any data that is no longer necessary for the purposes specified in this notice.
Where we request sensitive personal data from you (i.e. name, email, phone number), the reason(s) for the request will be clearly given along with the purposes of the processing. Explicit consent through a signature or opt in process will always be required for us to obtain and process your information.
Who is Processing and Controlling my Data?
GMA Systems Ltd, registered office, Unit 9a Ramsay Road, Barnfield Industrial Estate, Tipton, West Midlands, DY4 9DU are the data controller and processes your personal information for the purposes laid out in this privacy notice.
Your personal data is processed to:
· Collect specific personal data (name, address, email, contact number) that is required to enter into a contract to sell a product or service.
· Engage in communication with you including confirmation and reminders of business appointments and delivery schedules.
· Ensure a safe service and provide industry standard advice.
· Select relevant offers, promotions and information for you.
· Estimate the number of customers we have.
· Hold personal data that is required by law or to respond to legal process.
· Hold for insurance purposes.
· Store customer records.
Your Rights as the Individual
If your personal data is held by GMA Systems Ltd, you hold particular rights over it.
Where you have provided consent for us to contact you as part of our marketing services, you have the right to modify or withdraw your consent at any time by using the unsubscribe option accompanied with all of our direct marketing or by contacting the GMA Systems Ltd Data Protection Officer.
You also have the right:
· To be informed of how your personal data will be used before it is collected.
· To access your personal data personal data and to information on how your information is used after it has been gathered.
· To have personal data corrected if it is incomplete, inaccurate or out-of-date.
· To request the removal or deletion of personal data where there is no compelling reason for its continued processing.
· To restrict processing , to ‘block’ processing of your personal data.
· To data portability, having your data moved, copied or transferred from GMA Systems Ltd to another organisation in an easily readable format.
· To object to direct marketing from us.
Cookies and Third Party Apps on our Website
Crazy Egg – https://help.crazyegg.com/article/165-crazy-eggs-gdpr-readiness – heat mapping and video recording sessions to allow us to improve the user experience, specifically improvements with website navigation. This data is kept for 140 days.
Google Analytics – https://privacy.google.com/businesses/compliance/#?modal_active=none – analytical data to improve the user experience and website navigation. Google Analytics data is currently set to expire after 26 months.
Wordfence – security software that scans our website for Malware. Wordfence provides us visitor IP addresses, device types and time of entry for the basis of detecting and blocking unwanted bots, crawlers and cyberattacks. Any IP’s that we block are stored for the entirety of the websites lifespan or until we decide to discontinue use of Wordfence. IP addresses that are not immediately blocked are held only for a limit of 2000 stored entries, this is approximately 7 days. After this time, they are securely deleted.
Process of Collection
Your personal data is collected when you provide it to us on our website, over the phone, in GMA Systems Ltd, by email, social media, in writing or any other means by which you provide it to us. Information is stored on our website as well as some level of paper record keeping. GMA Systems Ltd can provide you access to information on each visit / business meeting, for the limited purpose of viewing and updating that information.
GMA Systems Ltd does not collect the personal data of children under the age of 18. If you believe that we hold any information from or about a child under age 18, please contact GMA Systems Ltd and if we cannot immediately obtain appropriate parental or guardian consent, will remove the personal data from storage.
GMA Systems Ltd do share your personal data with our sister company Celltex Ltd. Celtex Ltd process orders and administer invoices/receipts on behalf of GMA Systems Ltd.
Your IP address, IP location, device type and country of IP is shared with Wordfence for the purpose of security and to prevent cyberattacks.
Use of Data Processors
Where we use a third-party, we have strict agreements in place governing the processing of your personal data, on which no action can be taken without instruction from us. The third-parties with whom we work will never share or disclose your personal information and will hold it securely at all times.
How long do we keep your Data?
GMA Systems Ltd retains your personal data for as long as necessary to provide you with our services as our client. GMA Systems Ltd are required under tax laws to keep your personal data for a minimum of 7 years. Health and Safety records will be retained for 10 years and where we have your consent for marketing purposes, we will retain the minimum required data until you notify us that you no longer wish to receive such information.
The criteria for which we would continue to process your personal information
· Where there is a legal basis, obligation or legitimate interest to continuing processing your personal information
· Where processing is necessary for the establishment, exercise or defence of legal claims
Transfers of Personal Information
When your personal data is processed through the website, it is currently stored outside the UK in North America. Our website hosting company however is compliant with EU GDPR regulations.
Consequences of not providing your Personal Information to GMA Systems Ltd
In the event that you want to purchase a product or service from GMA Systems Ltd, certain personal information is required to enter into a contract with you.
GMA Systems Ltd will not be able to enter into a contract with you to fulfil an attempt to purchase a product or service if you do not provide your personal information.
As noted in this privacy statement, we are processing your personal data to comply with legal and statutory obligations and in the performance of a contract. You can always choose not to provide personal information; however, we will be unable to provide certain products, services and treatments in these instances.
Safeguarding your Personal Data
Appropriate measures are taken to protect your personal data from access from unauthorised persons or inappropriate access, internal or external.
Any paper files recording your personal data are held in a locked filing cabinet or safe which can only be accessed by authorised personnel in the salon.
In the occurrence that you want to make a complaint about how your personal data was gathered, how it is being processed by GMA Systems Ltd (or third parties used by GMA Systems Ltd, or you are not satisfied about how a complaint has been handled, you retain the right to lodge a complaint directly with the supervisory authority and GMA Systems Ltd and also the GMA Systems Ltd Data Protection Officer/ GDPR Owner.
Data Protection Supervisory Authority
Data Protection Commissioner, Information Commissioner’s Office, Wycliffe House,
Water Lane, Wilmslow, Cheshire , SK9 5AF
+44 (0) 303 123 111
Data Protection Officer/GDPR Owner
GMA Systems Ltd, Unit 9a Ramsay Road, Barnfield Industrial Estate, Tipton, West Midlands, DY4 9DU