What information we collect when you register your account, and why?
File Masters Ltd processes personal identifiable information that relates to our customers and is therefore required by law to comply with the General Data Protection Regulations (GDPR), which protect your privacy and ensure that your personal information is processed fairly and lawfully. When you buy products or services from File Masters, you are entering into a contract with us. We require information from you so that we can set up a customer account with File Masters Ltd. This information will include;
• Registered Name
• Company Registration Number
• VAT Registration Number
• Date Registered/Trading Since
• Trading Address and Postcode
• Main Contact
• Email Address
• Phone Number
• Fax Number
Customers who have previously purchased a product from File Masters Ltd, already have an account set up with File masters and therefore we already hold the above information about your business. This information is held securely on our servers, our strict IT policies mean that all data held on our servers are backed up and accessed by a restricted number of employees. Access is only authorised for legitimate business purposes.
How do we use your information?
Under the new data protection regulation, Companies are allowed to use and share personal information where they have a legitimate purpose to do so. Our reasons are;
• Contractual – your personal information is processed in order for File Masters Ltd to fulfil contractual obligations, this includes, but is not limited to, the delivery and installation of a product.
• Legal Obligation – your data will be processed, where it is required, for legal purposes. This will include but is not limited to, incident investigations, for law enforcement purposes if requested to do so by a member state.
• Legitimate Interests – Your personal information will be used to help develop and promote new and existing products. To improve overall business performance and satisfaction to customers.
• Consent – Where you have given consent, we will process your personal information accordingly. Your information will be used exclusively for the purposes you have consented to by File Masters Ltd.
You can contact us in the following ways:
By writing to us at: File Masters Ltd, 272 Bath Street, Glasgow G2 4JR
By emailing us at: sales@filemasters.co.uk
By telephone: 0800 772 0645
Keeping in touch
File Masters Ltd want to keep in touch with all customers to ensure you are kept up to date with the latest promotions and products available. To do this we will require your authorisation to send marketing material. This is granted when you place an initial enquiry or order with File Masters Limited.
If you decide you want to opt out of marketing material, contact us free on 0800 772 0645 Alternatively, you can email us at sales@filemasters.co.uk and request to stop receiving our marketing material. When you receive a marketing email from File Masters, you can simply reply with the words Opt Out’ and we will remove you from our mailing list.
There is a slim possibility you will continue receiving emails until we have dealt with your request.
Please see our table, which describes how File Masters may process your personal & customer information.
Purpose for Using Your Personal Information
Legal Basis for
Processing
File Masters Reason &
Explanation
Creating an account or proposal from File Masters
Contractual
The provided details are required to
initiate business with File Masters
Order Processing
Contractual Obligation
To fulfil orders placed with us
Advise Order Confirmation
Legitimate Interest
To enhance service to the customer
Credit Checks
Contractual
To assess credit worthiness and mitigate financial risk to business
Sending Marketing Material
Legitimate Interest
Promote new products and services To support our existing customers
Employing Individuals
Contractual
Entering into/fulfilling an employment contract. Maintain records and ensure good employment practices.
Incident Investigations
Legal Obligation
To ensure compliance with The Health and Safety At Work Act 1974 and as required for legal/other investigations
Who we share your information with and why
Delivery Partners - File Masters use multiple delivery partners to ensure customers receive their goods, as well as using our own fleet of delivery teams. We ensure all delivery partners are complying with new data protection laws, including the Data Protection Act 2018 and the General Data Protection Regulation.
Credit Referencing Agencies - File Masters use a reputable credit referencing company to help support decision making for customer credit limits. There is no automated decision making when this is carried out.
Office Furniture & Storage Manufacturing Partners - File Masters use a number key manufactures for our product supply and these manufactures/ providers are ISO accredited, reliable and contracted to work within the scope of GDPR.
Cookie Notice
Cookies are small text files that are stored locally, in most cases temporarily, in your browser cache. Cookies are used, in particular, to recognise the Internet browser history. Cookies are used for session control and for statistical analysis. These cookies do not contain any personal information whatsoever. Neither your name nor your e-mail address is collected by a cookie. Creating a pleasant, consistent environment for our customers also includes, in some cases, the use of cookies to process information in order to better understand what you expect from the website. Cookies can also help to personalise your visit. We can use information on your visit to optimise your next visit to our website.
File Masters will never share your personal information with other marketing companies,
for their marketing purposes.
What are your rights?
You are entitled under the General Data Protection Act, to request the following from File Masters Ltd, these are called Data Subject Rights;
• Right of access:
To request access to your personal information and information we hold on you.
• Right to rectification:
To have your personal information corrected if it is inaccurate and to have incomplete personal information completed.
• Right to erasure (also known as the Right to be Forgotten):
To have your personal information erased from our systems.
• Right to restriction of processing:
To limit processing of your personal information.
• Right to data portability
To electronically move, copy or transfer your personal information in a standard format.
• Right to object
To object to processing of your personal information.
