Privacy and cookies
County Supplies Privacy Notice
Who are County Supplies?
County Supplies are a provider of resources and services to the education sector. To provide our resources and services we may collect, store, and process data about our customers, potential customers, suppliers, contractors, and partners.
We are committed to ensuring that whenever we handle your data, we do so in a transparent and reasonable manner, and in line with our legal obligations and the expectations of the individuals affected.
County Supplies is Data Controller for the personal data you provide to us which allows us to fulfil your organisation’s orders for goods and services, and when you contact us for information or agree to receive communications from us.
The Data Protection Office
County Supplies is a trading division of Herts County Council and has a Data Protection Office which oversees the activities we undertake to ensure data is handed ethically and in line with our legal obligations .
Any questions about the way in which we collect, hold or process your data can be addressed to our Data Protection Office at
DataPrivacy@hertsfullstop.co.uk
The data we collect
Depending on your organisational structure, the following categories of data may be processed by County Supplies:
•Identity Data such as your first name, last name, title;
•Contact Data such as your e-mail address, address, and telephone number;
•Transaction Data such as details of the products and services you have obtained from us, purchase order details, and payments made to/from us;
•Technical Data such as your login data to the County Supplies website;
•Usage Data such as how and when you use our website, performance and other communication data;
•Marketing Data such as your marketing and communication preferences;
•Survey Data such as your comments and opinions provided in response to any survey
We also collect, use and Aggregated Data such as statistical or demographic data for business purposes. Aggregated Data may be derived from your 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. This data is shared confidentially with our third party processors, who act under contract to us.
Your data is used by County Supplies to support a range of different activities in our business. These are listed in the table below together with the types of data used and the legal bases upon which we are entitled to processing them, including where appropriate, our legitimate interests.
We are required to inform you of the legal basis for collecting and processing your personal information, where we are the Data Processor. These include:
•Legitimate interests: We have a legitimate interest in processing certain data in order to provide goods and services to you, e.g. for the performance of a contract or a transactional commercial partnership deemed to be of benefit to you. If we rely on our legitimate interests to justify processing your data, we will have conducted an assessment to evaluate the fairness of this; and will only undertake the processing if it is reasonable to do so and will not cause undue risk to you.
•Consent: Where we do have a commercial relationship with you but would like to be able to contact you about additional products and services, we will seek your consent to retain your contact details for that purpose. Your consent must be informed, explicit, and freely given – there will be no ‘pre-ticked’ boxes and you must expressly opt-in. You have the right to withdraw your consent at any time.
•Legal obligation: We may be legally obliged to process certain information about you.
Table: How we use your data
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Purpose / Activity
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Category of Data
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Lawful Basis (including basis for legitimate interest)
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To create an account and register you as a new customer
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Performance of a contract with you
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To process and deliver your order including: recording your order details; keeping you informed about the order status; processing payments and refunds, collecting money owed to us; and assisting fraud prevention and detection.
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Identity
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Contact
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Transaction
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Marketing
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Performance of a contract with you
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Necessary for our legitimate interests (e.g. to recover debts due to us)
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To manage our relationship with you, including: providing you with any information, products and services that you request from us; notifying you about changes to our products, services, terms and conditions or privacy notice
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Identity
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Contact
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Marketing
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Performance of a contract with you
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Necessary for our legitimate interests (to keep our records updated and to analyse how customers use our products and services)
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To use any data analytics to: improve our website, products, services, marketing, customer relationships and experiences;
and for market research, statistical and survey purposes.
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Necessary 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)
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To recommend products and services and events that may be of interest to your School, College, University, NGO, Public Sector Organisation.
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Identity
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Contact
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Marketing
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Usage
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Necessary 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)
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To protect the security of commercial and personal sensitive information in our care by securing and monitoring activity within our network, internet and email.
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Identity
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Usage
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Activity
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Communications
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· Necessary for our legitimate interests (protecting the data entrusted to us by customers and commercially sensitive information about our business)
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Our use of analytics and targeting advertising:
We use a range of analytics and targeted advertising tools to deliver relevant website content and information to you. For example, we use tools such as Google Analytics to target and improve our marketing campaigns, marketing strategies and Website content. We may also use tools provided by other third parties to perform similar tasks. You can opt-out of the Google Display Advertising Features using Ad Settings or the Google Analytics opt-out browser add on. In addition, the Digital Advertising Alliance (which includes companies such as Google and Facebook) provides a tool called WebChoices that can perform a quick scan of your computer or mobile devices and adjust your browser preferences accordingly.
Where is my data processed?
All our data is housed in Secure servers maintained by Hertfordshire county councils facilities management provider SERCO.
Your Rights
Your data is managed in accordance with The General Data Protection Regulation (GDPR); Privacy and Electronics Communications Regulation (PECR); and the Data Protection Act 2018. A brief summary of your rights is presented below:
•Access your data: You can access the information County Supplies holds on you at any time, by making a Data Subject Access Request. We will need to confirm your identity before we release information to you.
•Rectify your data: You can ask us to correct any information we hold about you that is inaccurate.
•Request the restriction of processing of your data: You may ask us to suspend the processing your data under certain circumstances, for example pending a review of the accuracy of the data, or you have objected to our use of the data and we need to establish whether we may lawfully continue processing it.
•Object to the processing of your data: You can object to our processing of your data for direct marketing purposes, or on the basis of our legitimate interests (defined above). In some cases, we may have compelling legitimate grounds to process your data which override your rights and freedoms.
How to contact us:
We take the handling of your personal data very seriously.
If you have any questions or concerns about the way in which we collect, hold or process your data, or simply wish to exercise your rights please contact us directly. The address for our Data Protection Office is
Data.Privacy@hertsfullstop.co.uk
You can also opt out of marketing communication by clicking on the unsubscribe link in the footer of any marketing email or by phone or emailing
Data.Privacy@hertsfullstop.co.uk
Cookies
A cookie is a small information file that a website sends to your web browser. Cookies help a website remember certain information about your use of that website. Hertfordshire County Council does not use cookies to collect personal information about you, or to personally identify you.
Some cookies are erased from your computer once you close your web browser window. They are temporary, and only last for your web session. These are called session cookies. Session cookies are used to improve navigation on websites and to collect statistical information about website visitors.
Other cookies last for longer periods. They are stored on the hard drive of your computer and stay there unless you delete them. These are called persistent cookies.
Persistent cookies store information on your computer for various reasons, such as retrieving information which you have previously provided (e.g. usernames and passwords which you have asked the site to remember), helping to determine which areas of a website you find most valuable, and customising the look or content of website based on your preferences.
Our website uses both session and persistent cookies. You can change the settings of your web browser so that it will not accept cookies, but this may prevent you from using some of the online features and services we make available which require the use of cookies.
The steps you need to follow to stop your web browser from accepting cookies will depend on the browser you are using. More information is available at: www.aboutcookies.org.
The cookies that this website uses are:
- ASP.NET_SessionId - this is set by our software as standard.
- .ASPXFORMSAUTH - this cookie is only set when you log in.
- HBS_WebCat_Version2_DefaultView - this cookie ensures you get the right catalogue.
- HBS_Default_Account_No - this cookie remembers your Account Number.
In addition the following 3rd party services are used that also create their own cookies:
- Google Analytics (_utma/b/c/z)
These cookies are used to compile reports for us on how people use this site. We do this to make sure it is meeting everyone's needs and to understand how we could do it better. More information about the cookies used by Google Analytics can be found here.
To prevent this data from being collected and used by Google Analytics by installing Google's Opt-out Browser Add-on.