Our promises:

We’re committed to your data privacy and security. As such we give you these promises:

• We will only collect data about you that is relevant and necessary;

• Your data will only be held on systems that meet compliance standards; 

• Your data will only be accessed by those who need it and we will minimise the amount of data that is processed, wherever possible;

• We won’t share or sell your data to any third party, except for the marketing of our own services to you, unless either you have agreed, we are required to share it by law or we need to fulfil our service commitments to you through a third party that meets our own privacy standards;

• We will always remember that it is your personal data, not ours. As such we will ensure complete transparency and openness with you wherever possible;

• We respect your rights as outlined in the next section and will respond to all requests promptly.

Your rights:

You have the following rights over any data we hold about you:

• Right to object to processing at any time

• Right to opt out of marketing at any time

• Right to have inaccurate data corrected

• Right to erasure of personal data from our database

• Right to export of personal data

You can read more about your rights here.

If you would like to uphold your rights then please contact our Data Protection Officer at DPO@Jigsaw24.com.

If you are in dissatisfied with our response you also have the right to lodge a complaint with the Data Protection Authority. This can be done at https://ico.org.uk/concerns/.

What data we collect

We mainly only process the data you have provided to us either directly or on behalf of the clients we represent. We try and minimise the data held and the exact data elements we hold will be dependent on your journey with us. 

Typically, data elements used are restricted to:

• Your personal contact details – email address, IP Address, phone numbers, physical address, business related social media page such as LinkedIn and source of your data; 

• Your company details – as above but also address, website and other public held information including credit rating and invoicing details if relevant;

Dependant on your journey with us we may process other information. For example:

• Transmitted information – This is information provided in communication with you such as emails, texts, messaging, phone call information including the number you call us from and recordings, voice mails, email, meeting notes, CVs and document tracking information.

• Information we collect throughout our relationship. This is information relating to products purchased, repair cases, enquiries, business sector and marketing preferences.

• Information we collect when you visit our offices. This includes CCTV images and video footage of you.

• Information we receive from other sources. We are working closely with other organisations, including:

a) Credit check providers including Experian;

b) Publicly available resources including online sources;

c) Marketing list providers for email, print or telephone campaign;

d) From our suppliers in order to support the products/services we sell you; and

e) Data matching as required to maintain the accuracy of personal information provided.

Calls may also be recorded for information holding, quality and training purposes. 

How we process your data:

Data is processed/stored mainly on encrypted cloud services such Microsoft Azure , Microsoft 365, Salesforce, and our marketing platforms. 

As a multinational service provider, we operate in a number of jurisdictions. We use the following safeguards with respect to data transferred outside the UK and European Union where an “adequacy decision” is not in place:

• The processing is within the same corporate group as our business or organisation and is obligated to uphold the same standards of Data Protection and Security as our UK entity. 

• Further to Section 119A of the Data Protection Act 2018 and noting Case C-311/18 in the European Court of Justice, if your data is transferred or processed outside of the UK or EEA we ensure the safeguards of International Data Transfer Agreements (IDTAs) or Addendums are enforced. Where this is not possible, we ensure that European Standard Contractual Clauses are entered. 

We regularly review suppliers for data security compliance to ensure your data is safe and track where your data is held.

All our processes are subject to various internal policies to ensure that your data privacy and security is upheld.

What we use your data for:

We process your data for several reasons:

• To fulfil a contractual obligation or service to you or on behalf of our clients including quotes, payment, delivery, business support and technical or repair services.

• In our legitimate interests to better understand your needs, improve our services and products, and ensure fraud prevention. 

• To send invitations to events and follow these up if you have signed up to them. and where permitted market or communicate with you.

We ensure we have a “legal basis” to use your data for the purpose we have collected it for.  Any legitimate interests pursued by us, or third parties we use, are as follows:

• It is necessary for us to process the data to fulfil a request by yourself even if made to a third party.

• We feel it would be beneficial to you and that you would expect to hear about certain services we offer.

• You would reasonably expect such processing to take place.

Who we share your data with:

We share information where others are involved in the delivery of your service. The following categories of third parties, some of whom we appoint to provide services, including:

• Business partners, subsidiaries, service providers, IT suppliers and sub-contractors for the performance of any contract we enter into with you;

• Analytics and search engine providers that assist us in the improvement and optimisation of our site;

• Courier service providers to ensure the delivery of your products;

• Customer survey providers in order to receive feedback and improve our services;

• Credit check providers including Experian; and

• Any member of our group, which means our subsidiaries.

Additionally, we will disclose your personal information to the relevant third party:

• In the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets.

• If we are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.

• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of our customers, our regulator, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection, prevention of money laundering and credit risk reduction.

Data retention

Dependant on the data you provide us and for what purpose it is provided we may need to retain your data based on your journey with us. 

• We will retain your data for marketing and client use for 7 years following our last engagement with you.

• We will remove your personal information, if you or your organisation have never purchased from Jigsaw24, and are no longer subscribed or engaged with our marketing, after 1 year.

• We will remove your data, on request, as aligned to your rights as a Data Subject, unless obligations to our regulators require otherwise.

• We retain contact details to enable us to send you marketing information for as long as we have your consent or (if relying on legitimate interests) for as long as our legitimate interests allow.

• We retain Telephone records for up to 6 months from the time the recording was made.

If you wish to find out more about your specific data retention, please contact us. 

Data permissions:

Every marketing email sent from us allows you to opt out of receiving emails from us, except for the purposes of fulfilling any contractual arrangements. 

You can also contact us at the email address above and request to opt out, view, export or delete your data.

If you request for your data to be deleted, your name and email address will be added to an exceptions list and all other data removed to the extent possible. 

Legal compliance:

We seek to uphold our legal obligations as covered by the Data Protection Act 2018 and the General Data Protection Regulation 2016. Our Data Protection Authority is designated as the ICO and where we’re registered as a Controller. This notice was last revised on 17th July 2023. 

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Further questions

If you have any further questions regarding this Privacy Notice, please contact us by email on DPO@Jigsaw24.com.

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