Terms, conditions and privacy
If you have made it this far then it shows some determination. Customers and website users expect businesses to have lots of small print terms and conditions, and indeed you often have to agree to all these before you can buy a widget or download an update. So we have some here in pretty plain English, most of which are so obvious they hardly need saying. If you are a lawyer and don’t like these then click here for another lot (which will also apply anyway) in solicitor talk and proper “small print”.
SALES TERMS AND CONDITIONS
General Data Protection Regulation (GDPR)
What data do we hold and how do we use it?
Our principal business is the supply of goods (permanent orienteering markers) although we may run courses and draw or update orienteering maps.
The majority of our customers are businesses: schools, colleges, local authorities, outdoor centres or outdoor instructors running their own outdoor based businesses although we also deal with orienteering clubs and youth organisations such as scouts. In some cases we deal with a named individual in other cases only with the organisation. GDPR applies only where an individual can be identified although we treat all records in the same way.
To process orders for goods we require a delivery address and often hold an associated name. We may also have an e-mail address and/or telephone number depending how the order is placed and whether we have discussed the matter directly with the customer. For services we provide (mapping, courses etc) we will normally need to have at least an e-mail address and a phone number for the organiser and/or their organisation. If a course we run carries official accreditation (e.g. coaching qualification) we will normally require the candidates name and address in order that the accreditation or qualification can be recorded by the awarding body (usually British Orienteering or First4Sport) and we have to pass this information on to them.
We do not normally hold other personal data, and are never likely to hold any “sensitive” data except medical information which candidates must complete before undertaking any British Orienteering accredited course with a practical element. This is destroyed shortly after completion of the course with no sensitive information retained.
Delivery names and addresses are recorded on the invoice but not stored in identifiable form in a CRM database or spreadsheet. Small amounts of data relating to a customer’s order processing may also be stored.
How long do we retain information?
Copies of invoices with customer details are retained for at least 5 years in line with HMRC business record requirements.
e-mails and e-mail contact addresses are deleted periodically (typically annually) unless we expect repeat business.
Celtica Mapping is a standalone business, and has no connection or data sharing with any other business or organisation except when running accredited courses for British Orienteering. When running such courses it is necessary for us to pass candidate information on to British Orienteering and/or First4Sport for their records. Otherwise no data is given away, shared with or sold to any other organisation.
We will share you data only with:-
Our accountants for the purpose of preparing our annual accounts. This is provided to them as paper copy not electronically.
HMRC if they inspect our business accounts or demand trading information.
The police or other authorised government body (e.g. Customs and excise).
We do not use mass mail shots.
We do not normally e-mail customers unless they contact us first. An exception might be if we found a problem with a batch of markers and needed to offer replacement, if we needed to inform you of a data breach, or in the case of a course to remind award candidates of the timeframe for work submission.
Data storage and protection
We give here details of our data protection policy and measures:
Normal security updates and virus checking programs are used to protect our customer’s data.
We retain copies of all invoices for at least 5 years. These are retained as
a) an electronic copy of each invoice and a local backup to an external hard drive or flash drive of the data.
b) one paper copy in case of catastrophic computer failure and for submission to
No customer data is stored in cloud storage or on computers not under our direct
control (e.g. network computers elsewhere) excepting data submitted via the website
enquiry form. The website data is stored on servers located in the UK so the host
also has to comply with GDPR, so any data stored on the website server will also
be compliant with these requlations.
We do not allow anyone other than ourselves to access customer’s data. The exception
to this is that we may have, on occasion, to employ an I.T. professional to repair
a computer, recover data following a computer failure, or carry out other hardware
or software updates or changes.
We do not accept, and hence do not hold, any credit card or debit card details.
Payment to us is only by bank transfer (internet banking or BACS) by cheque or very occasionally cash. We do not keep records of customer’s bank details or payment details except in as much as is necessary to maintain our records of payments received and deposit these payments with the bank (e.g. Bank paying in slip for a cheque and/or entry on a bank statement).
Bank statements are retained for at least 5 years but these normally include only a payment reference (e.g. our invoice number or paying organisation name).
© Celtica Mapping 2011 - 2020
|Animal Bird and Car Anagrams|
|How we map|
|full T and C|