OUR PRIVACY POLICY
Regency International (G.B.) Ltd (“Regency”, “We” “Our” and/or “Us”) understand the importance of the privacy of its customers and supply chain partners. We strive to be clear about what We: collect; use; disclose; transfer; and store any personal information.
Information we may collect
We may collect and process personal information – such details may include (as appropriate):
Contact name(s)
Contact and/or registered address(es)
Contact telephone number(s) and e-mail address(es)
Date of birth(s)
Passport numbers
Nationality
Reference(s) – personal and/or credit related
Bank account information (e.g. account/sort code numbers and addresses)
Company information (e.g. registration/VAT/EORI numbers)
Data pertaining to any shipments (e.g. supplier; ; consignor/consignee; value; weight; volumes; packaging and frequencies).
Use and sharing of information
As appropriate, We may use and/or share only the minimum items of data collected necessary to:
Prepare quotations and/or cost indications
Procure shipments and/or fulfil contractual requirements (e.g. coordinating, issuing and/or causing to be issued: movement of goods; Bill(s) of Lading; Notice(s) of Arrival; Clearances; haulage/delivery documentation; scheduling; appraising on shipment/contract statuses, obtaining legal opinions and the likes)
Accounting purposes (e.g. issuing invoices/credit notes and processing credit applications)
Fulfill legal and/or regulatory requirements (e.g. assisting with police authority/HMRC/regulatory body enquiries and the likes)
Data is held only for a period in accordance with the requirements of the UK government and is as secure as it can practicably be (either by means of physical and/or electronic security measures).
All information we collect is provided to us by our client, in accordance with the requirements of the work we are undertaking for them.
We do not sell information to any third parties for marketing purposes.
Data Breach
A data breach could be:
the disclosure of confidential data to unauthorised individual(s)/company(s)
the loss or theft of portable devices or equipment containing identifiable personal, confidential or sensitive data such as a: PC; USB, mobile phone, laptop, disk etc.
the loss or theft of paper records
inappropriate access controls allowing unauthorised use of information
a suspected breach of the Our IT security and acceptable use policies
attempts to gain unauthorised access to computer systems such as hacking
records altered or deleted without authorisation from the data owner
viruses or other security attacks on IT equipment systems or networks
breaches of physical security for example forcing of doors or windows into a secure room or filing cabinet containing confidential information
confidential information left unlocked in accessible areas
insecure disposal of confidential paper waste
leaving IT equipment unattended when logged in to a user account without locking the screen to stop others accessing information
the publication of confidential data on the internet in error and accidental disclosure of passwords
misdirected e-mails or faxes containing identifiable personal, confidential or sensitive data
In the event of a data breach in our internal systems, we will (as appropriate);
report the data breach to the Directors of our company
determine the nature of the data breach
determine the approximate number of data subjects affected
describe the likely consequences of the data breach
describe the measures taken or proposed to be taken to address the data breach, including, where appropriate to mitigate its possible adverse effects
where possible inform affected data subjects of the breach.
Accessing data held
Clients may request details of personal data We hold on them. This data will only be the data elements listed above and may simply be returned in the format provided to us originally (e.g. an email that was sent to us etc.). This is subject to age of data provided which may time sensitive and/or have since been purged from our system(s).
In summary
Personal data is supplied to Us by our client(s). We use no tools, marketing or otherwise, to gather personal information. We will only process personal data to provide the service(s) requested by our client. We will not share any personal data with any other company/organisation save where necessary as detailed above. We will take all reasonable measures against the unauthorized or unlawful processing of personal data and against the: accidental loss/destruction/disclosure/damage to; personal data including ensuring that any personal data that is to be disposed of is done so securely. We will take all reasonable steps to maintain adequate and appropriate data security programmes and procedures to ensure that unauthorized persons do not have access to the personal data or to any equipment used to process personal data. We will carry out appropriate data protection training, and where applicable, suitable security checks on all our staff who are given access to personal data. In the event of a data breach we will follow our policy guidelines as listed above. A request for details of personal data can be made at any time in writing and We will action it accordingly.