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Privacy Policy

BioStore Limited (BioStore) of Dobson House Regent Centre, Gosforth, Newcastle Upon Tyne, England, NE3 3PF (we, our or us), are committed to protecting and respecting your privacy.

This policy sets out how we process personal data.

BioStore are the provider of software applications and biometric solutions. This policy is for our customers and partners who engage these services; prospective customers and partners; third party contractors or suppliers; other business contacts and visitors to this website (collectively you, your or the customer).

We are the data controller and are responsible for the personal data we process when providing the above services, and otherwise managing our business relationships with you.

As part of the applications and solutions we provide, we may also be the recipient of data sets and be acting as a data processor on occasion for many of our customers. This policy does not cover our data processing activities when we are acting as a data processor. When BioStore is acting as a data processor, it is at the written and lawful instruction of our customers, who are responsible for identifying the lawful basis for processing, and ensuring the integrity of the personal data we process on their behalf.

Please read the following carefully to understand our views and practices regarding personal data and how we treat it.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page. Please check back frequently to see any updates or changes to our privacy policy.

Personal data we hold

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about our customers, such as:

  • Name and contact details, including address, email address and telephone number;
  • Gender and marital status;
  • Bank account and payment details;
  • Transaction and business relationship history;
  • IP address, account and login data, and other technical information on how you access our website;
  • Usage information about how you use our website, products and services;
  • Certain biometric algorithms (for example, for [why? Testing? Demos?])
  • Marketing and communications preferences data;

We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature.

Our application and solutions may assist you to capture special categories of personal data (this includes biometric data). We do not routinely collect special categories of personal data, nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

How is your personal data collected?

You may give us your personal data by filling in our Contact Us form, or by corresponding with us by post, phone, and email or otherwise. This includes personal data you provide when you enquire about our products or services; engage our services; create an account with us; subscribe to our News Alerts or request a Demo; or otherwise liaise with BioStore and our representatives.

As you interact with our website, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, and other similar technologies. Please see our section on Cookies for further details.

Informing us of changes: It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Information about other people: If you give us information on behalf of someone else, you confirm that the other person has appointed you to act on his/her behalf and has agreed that you can give consent on his/her behalf to the processing of his or her personal data and receive on his/her behalf any data protection notices.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Monitoring: We may monitor and record communications with you (such as telephone conversations and emails) for the purpose of quality assurance, training, fraud prevention and compliance.

Credit checking: To enable us and other companies in our group to make credit decisions about you and for fraud prevention and money laundering purposes, we may search the files of credit reference and fraud prevention agencies (who will record the search). We may disclose information about how you conduct your account to such agencies and your information may be linked to records relating to other people living at the same address with whom you are financially linked. Other credit grantors may use this information to make credit decisions about you and the people with whom you are financially associated, as well as for fraud prevention, debtor tracing and money laundering purposes. If you provide false or inaccurate information and we suspect fraud, we will record this.

Purpose/ActivityLawful basis for processing including basis of legitimate interest
To register new customersPerformance of a contract
To process and provide your services, including to manage payments, fees and charges, and collect and recover money owed to usPerformance of a contract
To manage our relationship with you, which will include correspondence, service messages, and notifying you about changes to our terms or policiesPerformance of a contract
On occasion asking you to leave a review or take a surveyNecessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiencesNecessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to youNecessary for our legitimate interests (to develop our products/services and grow our business)
To receive our newsletter and other marketing communicationsConsent

Disclosure of your personal data

We will not sell, pass, distribute or give any information we collect from you to any other third party for any reason, without your explicit and separate consent. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

BioStore will only share information to third party business partners, suppliers and sub-contractors in conjunction with business needs, for the performance of any contract we enter into with them or you. For example, online payment providers.

We may share some data with analytics and search engine providers that assist us in the improvement and optimisation of our website; and with credit reference agencies for the purpose of assessing your credit score where this is a condition of us entering into a contract with you.

We may disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or to protect the rights, property, or safety of our customers, or others.

How we use cookies

In order to ensure our website is as helpful as possible, BioStore uses cookies.

Some of these cookies are essential, while others help us to improve your experience by providing insights into how the site is being used.

Necessary Cookies

Necessary cookies enable core functionality. The website cannot function properly without these cookies, and can only be disabled by changing your browser preferences.

Performance Cookies

Performance cookies provide us with information about how our website visitors navigate our website. This helps us to improve the functionality of our website, e.g. by ensuring that users are able to easily find what they are looking for and tracking any errors. Understanding how our website is used is necessary to help us make improvements to give our visitors the best browsing experience possible.

Third Party Cookies

Third party cookies are those set from a domain other than our own website. We do not have any control over the way that these third parties use your data so you may wish to read their respective privacy policies.

Please click here for more information on how we use cookies.

International transfers

We use certain technology solutions which may transfer your personal data out of the European Economic Area (EEA). We will ensure there are adequate safeguards in place to ensure its protection, such as:

  • transferring to countries who have an Adequacy Ruling from the European Commission;
  • using specific contracts approved by the European Commission which give personal data the same protection it has in Europe;
  • transferring data to companies who are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.

Security

We are committed to ensuring that your information is secure. In order to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure personal data we hold.

How long we store your data

For clients who terminate their relationship with us following the implementation of this policy, we will (subject to the paragraph below) store their data for a maximum period of 12 months after the date of termination. We may delete some personal data sooner if requested to securely dispose of it, in line with a data subject’s rights (see Your Rights below).

In the event of a legal requirement we may retain data for longer. For example, we have to keep basic information about our customers for six years after they cease being customers for tax purposes.

In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Data that we held prior to implementation of this policy, is subject to our current data cleanse procedures and we are using reasonable endeavours to retrospectively apply these data retention rules.

How we dispose of your data

BioStore have rigorous processes in place for the deletion of electronic and hard copy of data, which are regularly assessed and where appropriate refined or changed.

Third party links

Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Your rights

You have the right to:

Request access to your personal data, to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of any incomplete or inaccurate data we hold about you.

Request erasure of your personal data where there is no good reason for us continuing to process it; where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law.

Object to processing of your personal data where we are relying on a legitimate interest to process it, and you feel this processing impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes.

Request restriction of processing of your personal data while we establish the data’s accuracy; where our use of the data is unlawful but you do not want us to erase it; where you need us to hold the data to establish, exercise or defend legal claims; or you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party in a structured, commonly used, machine-readable format. This right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data.

Complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (https://ico.org.uk/). We would appreciate the chance to deal with your concerns so please contact us in the first instance.

Contact

Questions, comments and requests regarding this privacy policy are welcomed, please either contact us by:

  • Email: gdpr@biostore.co.uk
  • Post: Data Protection Lead, Biostore Limited, Dobson House, Regent Centre, Gosforth, Newcastle upon Tyne, NE3 3PF.

Last updated 25th May 2018