Sharp Business Systems UK Plc

Last updated: April 2023

 

1. Introduction

Sharp ("we", "us") takes your privacy seriously. The following privacy policy describes our role as data controller, what data we collect on our websites, how and why we collect it and your rights to review this data.

This privacy notice explains how Sharp collects and uses personal data through its Virtual Showroom, and describes the rights you have with respect to your personal data.

As a responsible organisation, we have implemented numerous technical and organisational measures to ensure the most complete protection of any personal data processed by us, in order to meet the requirements of the General Data Protection Regulation (“GDPR”), and in accordance with any country-specific data protection regulations.

Sharp processes personal data for a variety of purposes. We collect this data directly from you, for example, if you engage us to provide services directly to you, or we may also obtain your personal data from publicly available sources (e.g. LinkedIn), or process your data in the context of providing services to your employer (as our customer).

The Virtual Showroom platform is provided to Sharp by Polished Rock Ltd (trading as Martech3D) of International House, Nile Street, London, England, N1 7SR.

This Privacy Policy outlines Sharp’s data protection practices and processes related to the processing of any personal data via the Virtual Showroom.

 

2. Name and address of controller

The joint data controller for the purposes of the GDPR is:

Sharp Business Systems UK PLC	Sharp IT Services (UK) PLC
Phone: 01924 836 455	Phone: 01628 552 850
Email: DataProtection.sbsuk@sharp.eu	Email: dataprotection@sharp.co.uk

As a data controller we are responsible for deciding how we hold, use and keep personal data secure. It also means we are responsible for responding to requests you make in relation to how your personal data is used. If you have any questions about the way your personal data is processed, you can contact us on the details above.

You may, at any time, contact our Data Protection Officer directly with all questions and suggestions concerning data protection.

 

3. Collection of personal data 

We collect your personal data when you access and tour the Virtual Showroom or when you fill out forms that we provide.  We collect the following types of personal data:

• Contact information: information that allows us to contact you, such as name, address, email address and phone number related to your account, an order or a request.
• Activity information: information what allows us to understand your journey through the Virtual Showroom,
• Personal data in form submissions or chat messages you send to us: If you send us information about our products or services through our Virtual Showroom, we collect the personal data you provide.
• We also collect information on how you use our website including details of when a user or automated system visits the website This data is stored in the server log files. We collect (1) the type and version of the current browser, (2) the current operating system, (3) the website from which the visit to our website is made (so-called remittent), (4) subsites, (5) the date and time of the visit, (6) IP address, (7) Internet operator and (8) other similar data and information that may be useful in the event of intrusion into our IT systems.

We do not process or use this website data. Rather, this information is used for the purpose of (1) distributing the content of our website correctly, (2) optimizing the content and advertisements of the website, (3) ensuring the long-term usability of our IT systems and technology, and (4) providing the necessary information to the judiciary for the prosecution in the event of a cyberattack. The controller therefore analyses anonymously collected data and information statistically in order to increase Sharp's data protection and security, as well as ensure optimal protection of the personal data we process. The anonymous data in the server log files is stored separately from all personal data provided by a natural person.

 

4. Processing purposes

Your personal data is processed in the Virtual Showroom in order for Sharp to:

• Provide our services to you and maintain your account,
• Answer your questions or respond to complaints,
• Investigate misuse of your account,
• Maintain and improve our products and services,
• Contact you with information about products and services that we believe are of interest to you 

Before you provide your personal data, you can contact our Data Protection Lead who can clarify whether personal data is required for legal or contractual reasons, if you are obliged to provide personal data and what the consequences will be if you do not provide any personal data.
 

5. Legal basis for processing

We limit the collection of personal data to only those that are strictly necessary for us to perform our legal or business obligations. We use the personal data for the purposes listed above because (a) we have a legitimate interest in enabling an online sales process and providing you adequate access to our range of products and services; (b) data is required in order to provide you with a service you requested; (c) we are subject to legal or regulatory obligations, such as providing information to a public body or law enforcement agency. 

 

6. How we share your information

We share your personal data with the following parties:

• Our staff: Your personal data is available to our staff, but only when this is necessary with respect to their duties.
• Companies in the same group as Sharp: For the purpose of providing services to you.
• External service providers: Sharp engages external service providers for assistance with, for example, information technology and other administrative support services for the operation of this Virtual Showroom

We do not disclose any personal data to parties other than those listed above. We may provide other third-party companies with statistical information and analyses, but before we disclose the information, we compile it so that no person can be identified from this information.

 

7. Retention of personal data

Sharp will keep your data for the duration of your commercial relationship with us. Sharp will retain your data in line with statutory requirements, legal obligations and legitimate business needs. 

 

8. Transfer of personal data

We do not currently transfer personal data outside the UK, EU and EEA.

 

9. Cookies

Our website uses cookies. Cookies are text files that are stored on your computer's disk through a web browser.

Many websites and servers use cookies. These use so-called cookie IDs, which is a unique identifier for a particular cookie. This ID consists of a string of characters that can be linked to specific web pages or servers through the specific browser that has stored the cookie. In this way, visited web pages and servers can distinguish the user's specific browser from other browsers that have stored other cookies. A specific browser can thus be identified using the cookie's unique ID.

Thanks to the use of cookies, we can offer our website visitors more relevant services and content, which would otherwise not be possible. Here you will find more information about our cookie policy.

 

10. Your rights 

You have the following rights under the GDPR:

• Right to confirmation – you can request to know if we process data related to you.
• Access rights – you have the right to see what information about you we have saved (also known as data access requirements). You may require a copy of the personal data we have stored, and verify that we process it in a lawful manner.
• Right to error correction – you may require that incomplete or incorrect information about you be corrected.
• Right to deletion – you may require to be removed from our databases and systems if we have no acceptable reason to process your data, if you withdraw your consent, if we save your data unlawfully or if we are required to delete your data in order to comply with applicable EU law. If you have objected to your personal data being processed, you have the right to request that we delete your personal data.
• Right to restriction of processing – you can limit which personal data may be processed.
• Right to data portability – you may require your personal data to be transferred to another provider 
• Right to object – you can prevent your personal data from being processed in a certain way, or withdraw your consent. You can object specifically to data profiling.

If you wish to exercise your rights in respect of any of the above, you can contact the Data Protection Lead for Sharp UK as detailed in Section 2 - Name and address of controller.

You have the right to lodge a complaint with the supervisory authority: if you do not agree with our decision regarding your request or believe that we are in breach of applicable personal data law, you can lodge a complaint with an EU supervisory authority. You can contact the Information Commissioners Office the contact information on its website https://ico.org.uk/.

 

12. Data Security

Sharp takes the security of your data seriously. Sharp has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. Where Sharp engages third parties to process personal data on its behalf,  they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

If you have questions or you do not feel that your concerns have been addressed in this privacy statement, please contact the Data Protection Lead for Sharp UK as detailed in Section 2 - Name and address of controller.

 

13.  Updates to this policy

We may, time after time, update this Privacy Policy if we change the way we process personal data (for example, if we implement new systems or procedures that involve new use of personal data), or need to clarify any information in this notice. The changes made will be in accordance with applicable personal data laws.

We recommend that you regularly check for an update to this notice. We will also inform you directly when any change is made, in case we are required by law to do so.