Privacy Policy Notice

This policy was last updated on 14 March 2024.

This privacy policy notice outlines the way in which we manage any personal data obtained or otherwise provided by or about you when you:

• browse or use our websites www.scanprobe.com, www.mina.app, and www.renoline.co.uk (the “Websites”);
• use the “Mina” mobile app (the “App”); or
• engage our services as a customer or supplier (the “Services”)

together, the “Scanprobe Services”.

The purpose of this policy is to explain to you how we control, process, handle and protect any personal information you submit to us while using or receiving the Scanprobe Services, including your rights under current laws and regulations. If you do not agree to this policy, you must cease using or receiving the relevant Scanprobe Services.

Policy key definitions:

• "I", "our", "us", or "we" refer to Scanprobe Techniques Ltd (Company no. 02682996) of Unit 11 Kenley Trade Park, Old Barn Lane, Kenley, Surrey CR8 5AU, who will be the controller of your personal information for the purposes of the UK GDPR and other data protection regulations.
• "you", "the user" refer to the person(s) using the Websites and/or App.
• “UK GDPR” means UK General Data Protection Regulation.
• “PECR” means Privacy & Electronic Communications Regulation.
• “ICO” means Information Commissioner's Office.

How and why we use your personal data

Under UK GDPR we control and process the following personal information about you using the following lawful bases:

All the above categories of personal data will have been submitted by you directly or from our third-party service providers during the provision of Scanprobe Services on our behalf, including our business partners and subcontractors in technical, payment, and delivery services.

We will let you know at the point of collecting your information whether this is optional, or whether it is necessary for you to provide this information to meet certain statutory or contractual requirements. If the latter and you do not wish to provide us with this information, this may limit the services we are able to provide you. If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We shall stop processing your personal information if the lawful basis used is no longer relevant.

Who we share your personal data with

We do not sell, trade, or rent your personal information to any third parties. However, to provide the Scanprobe Services to you we may need to share your information with the following third parties:

• Our suppliers and subcontractors, where necessary to provide the Scanprobe Services, or to maintain our operations to enable us to provide the Scanprobe Services, including our providers of IT, payment, and electronic marketing services.
• Any potential or actual third-party buyer of our business and/or assets if we sell, trade, or licence ownership of any part of our business or assets.
• Third parties we may be required to disclose such personal data to comply with our legal obligations or enforce our legal rights, e.g. any relevant authority, law enforcement body, or fraud protection and credit risk reduction agencies.

Some of these third parties may be based outside of the European Economic Area. We ensure that where such international transfers are needed, these will be made subject to appropriate safeguards as required by data protection laws to ensure a similar degree of protection is afforded to your personal data. Such measures include the use of EU Commission approved standard contractual clauses.

How long we keep your personal data

We keep your data for as long as it’s necessary to meet the relevant purposes for which we’ve collected your data, including for the purpose of satisfying any legal, accounting or reporting requirements.

To determine the appropriate length of time for holding your data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm, from unauthorized use or disclosure of your personal data, the purpose for which we process your data and whether we can achieve those purposes through other means, along with the applicable legal requirements.

We will retain copies of our customer orders, legal contracts, agreements, data access requests, complaints, and any disputes, for a minimum of 10 years.

Your individual rights

Under data protection law, you have rights including:

• Your right of access. You have the right to ask us for copies of your personal information.
• Your right to rectification. You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure. You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing. You have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing. You have the right to object to the processing of your personal information in certain circumstances.
• Your right to data portability. You have the right to ask that we transfer the personal information you gave us to another organization, or to you, in certain circumstances.

Please Contact Us if you wish to make a subject access request. We will respond to you within one calendar month following your request. In most cases, you will not be required to pay any charge for exercising your rights under UK GDPR, though we reserve the right to charge you a reasonable administrative fee for repetitive requests, manifestly unfounded requests, or to excessive requests. Where we decide to charge a fee for the request, we are not obliged to complete the request until the fee is paid.

We may refuse your request based on the exemptions set out in the applicable data protection laws. If we refuse your request, we will give you the reasons for our refusal and we will allow you to challenge our decision. We may also need to confirm your identity, or whether you have permission to receive the requested information (for example, where you are requesting the information on someone else’s behalf).

You can read more about your rights in detail. If you have any concerns about how we handle your data, please Contact Us. If you are not satisfied after we’ve tried to resolve your issue, you are entitled to lodge a complaint with the ICO through the ICO website.

Cookies

A computer cookie is a small piece of data stored on your device by a website you visit. We use necessary cookies to make our websites work. Necessary cookies enable core functionality such as security, network management, and accessibility. You may disable these by changing your browser settings, but this may affect how the websites function.

We would also like to set analytics cookies. These help us to make improvements by measuring how you use our websites. These will be set only if you accept analytics cookies. We use Monster Insights to collect website analytics information to help us improve the websites by running Monster Insights analytics JavaScript on your device, which collects data about how you have interacted with our sites. The data is collected in a way that does not directly identify anyone.