Privacy Policy

This Privacy Notice applies to information held about you and/or individuals connected to you by PMS Instruments as data controllers, as described below. It explains what information we collect about you and individuals who may be connected to you, how we’ll use that information, who we’ll share it with, the circumstances and when we’ll share it, and what steps we’ll take to make sure it stays private and secure.

It continues to apply even if your contract with us to supply products or services with us ends.

This Privacy Notice covers any products or services you have ordered with us.

Some of the links on our website may lead to non PMS Instruments websites with their own privacy notices, which may be different to this notice. You’ll need to make sure you’re happy with their privacy notices when using those other sites.

PMS Instruments acts as a data controller in respect of your personal data.

The address for PMS Instruments as set out in this notice is 3A, Oaklands Business Centre, Oaklands Park, Wokingham, RG41 2FD.

What information we collect relating to you

We’ll only collect your information and information relating to orders we process in line with relevant regulations and law. We may collect it from a range of sources and it may relate to any of our products or services you purchase, currently own or have purchased in the past. We may also collect information about you when you interact with us, e.g. visit our website or mobile channels, call us, or ask about any of our products and services.

We may also get some information from publicly available sources. The information we collect may include:

Information relating to you or which others provided to us on your behalf e.g.:

  • contact details (e.g. address, email address, position in company, landline and mobile numbers);
  • information concerning your identity
  • user login and subscription data (e.g. website or mobile apps);

How we’ll use your information.

We’ll only use information on you where we have consent or we have another lawful reason for using it. These reasons include where we:

  • need to pursue our legitimate interests;
  • need to process the information to carry out an order you place with us;
  • need to process the information to comply with a legal obligation;
  • believe the use of information as described is in the public interest (e.g. for the purpose of preventing or detecting crime).

The reasons we use your information include:

  • delivering our products and services;
  • carrying out your instructions;
  • managing our relationship with you, including (unless you tell us otherwise) telling you about other products and services we think may be relevant to you;
  • preventing or detecting crime including fraud;
  • undertaking product and service improvement;
  • undertaking data analytics to better understand your circumstances and preferences so we can make sure we can provide you with the best advice and offer you a tailored service;
  • protecting our legal rights and complying with our legal obligations;

How we make decisions about you

We may use automated systems to help us make decisions, (e.g. when you purchase products and services from us or visit our website.

Tracking or recording what you say or do

We may record details of your interactions with us to help keep you safe. We may record and keep track of conversations with us including phone calls, face-to-face meetings, letters, emails, live chats, remote support video chats and any other kinds of communication.

We may use these recordings to check your instructions to us, assess, analyse and improve our service and train our people.

We may also capture additional information about these interactions (e.g. telephone numbers that we are called from and information about devices or software that are used).

Compliance with laws and regulatory compliance obligations

We’ll use your information to comply with laws and regulations that PMS Instruments are subject to and to share with the relevant authorities. We’ll only do this on the basis that it’s needed to comply with a legal obligation or it’s in our legitimate interests and that of others.

Marketing and market research

We may use your information to provide information about PMS Instruments products and services, We may send marketing messages by post, email, telephone, text or secure messages.

If you or individuals connected to you wish to change how marketing messages are sent or wish to stop receiving these, please contact us.

Even if you tell us not to send marketing messages, we’ll continue to use your contact details to provide important information, such as complying with our legal obligations.

We may use your information relating to your organisation for market research and to identify trends.

Who we might share information with

We may share your information with others where lawful to do so including where we or they:

  • need to in order to provide you with products or services you’ve requested (e.g. fulfilling an order or service request);
  • have a public or legal duty to do so
  • need to in connection with regulatory reporting, litigation or asserting or defending legal rights and interests;
  • have a legitimate business reason for doing so
  • other companies and any sub-contractors, agents or service providers who work for us or provide services to us
  • our card processing supplier(s) to carry out credit, fraud and risk checks, and process your payments;

How long we’ll keep information

We’ll normally keep your core customer data for a period of seven years from the end of our relationship with you. This enables us to comply with legal and regulatory requirements or use it where we need to for our legitimate purposes such as managing your account or dealing with product recalls that may arise.

We may need to retain information for a longer period where we need the information to comply with regulatory or legal requirements or where we may need it for our legitimate purposes (e.g. to help us respond to queries or complaints, responding to requests from regulators, etc).

If we don’t need to retain information for this period of time, we may destroy, delete or anonymise it more promptly.

Transferring information overseas

Your information and information relating to individuals connected to your business may be transferred to and stored in locations outside the European Economic Area (EEA), including countries that may not have the same level of protection for personal information. When we do this, we’ll ensure it has an appropriate level of protection and that the transfer is lawful.

Rights of individuals

Individuals have a number of rights in relation to the information that we hold about them. These rights include:

  • the right to be informed
  • the right of access
  • the right to rectification if their information is inaccurate or incomplete
  • the right to erasure of their information
  • the right to restrict processing of their data
  • the right to data portability
  • the right to object
  • the right not to be subject to automated decision making including profiling

Individuals also have a right to complain to the UK Information Commissioner’s Office by visiting, or to the data protection regulator in the country where they live or work.

 Credit reference checks

We may perform credit and identity checks on you or your business or organisation with one or more credit reference agencies.

To do this, we’ll supply your information to CRAs and they’ll give us information about you.

Consequences of processing

If we, or a fraud prevention agency, have reason to believe there’s a fraud risk, we may refuse to provide the services and credit you’ve requested.

How we keep information secure

We use a range of measures to keep information safe and secure which may include encryption and other forms of security. We require our staff and any third parties who carry out any work on our behalf to comply with appropriate compliance standards including obligations to protect any information and applying appropriate measures for the use and transfer of information.

How we process information about you

We’ll use your information for purposes, including:

  • To deliver our products and services and in order to perform our contract with you;
  • To comply with our legal obligations, to perform our contract with you and because it’s in our legitimate interest;
  • To provide product and service improvement: to identify possible service and product improvements by analysing your information .The lawful basis for processing your information for this purpose is our legitimate interest. We do this to improve our products and services to best meet the need of our customers;
  • To undertake data analytics and to provide tailored services: To identify relevant opportunities to promote products and services to existing or prospective customers by analysing your information.
  • To undertake marketing: to provide you with information about PMS Instruments products and services, and also products and services from our partners and other relevant third parties. The lawful basis for this is our legitimate interest. We may need your consent to communicate by certain channels and we’ll always make sure we get this where we need to. You can change your mind on how you receive marketing messages or choose to stop receiving them at any time. To make that change, contact us in the usual way.

Cookie Policy

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

How we use cookies

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system. Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Review of this document

We keep this Policy under regular review. This Policy was last updated in May 2019

You can obtain further information on anything we’ve said in this Privacy Notice by contacting our Data Protection Officer by writing to P.M.S (Instruments) Ltd, 3A Oaklands Business Centre, Oaklands Park, Wokingham, RG41 2FD addressed ‘for the attention of the DPO’.