Rashmian Ltd takes your privacy rights as a customer seriously. Any personal information provided to rashmian.com is used solely by Rashmian Ltd, Unit J Braintree Industrial Estate, Braintree Road, Ruislip, Middlesex, HA4 0EJ. This statement describes the information which we may ask for, and the ways in which we may use that information.

For clarity, Rashmian may be both data controller and data processor for your personal data under certain circumstances.

We must advise that this policy is subject to change, so please check our website on a regular basis for any further changes.

Rashmian Ltd is committed to protecting the rights and freedoms of data subjects and safely and securely processing their data in accordance with all of our legal obligations.

We hold personal data about our employees, customers, suppliers and other individuals for a variety of business purposes.

This policy sets out how we seek to protect personal data and ensure that our staff understand the rules governing their use of the personal data to which they have access in the course of their work. In particular, this policy requires staff to ensure that the Data Protection Officer (DPO) be consulted before any significant new data processing activity is initiated to ensure that relevant compliance steps are addressed.

This policy applies to all staff, who must be familiar with this policy and comply with its terms.

This policy supplements our other policies relating to internet and email use. We may supplement or amend this policy by additional policies and guidelines from time to time.

Data Protection law will change on 25 May 2018 

This Privacy Notice sets out your rights under the new laws. 

Who are we?

Rashmian is a distributor of consumer electronics based in London. Rashmian have a registered office at Unit J, Braintree Industrial Estate, Braintree Road, Ruislip, HA4 0EJ and company number 1280301. 

How the law protects you?

Data protection laws state that we are only able to process personal data if we have valid reasons to do so. The reasons we process your personal data include, but not limited to, your consent, performance of a contract, billing and to contact you.

Who is responsible for this policy?

As our data protection officer (DPO), has overall responsibility for the day-to-day implementation of this policy. You should contact the DPO for further information about this policy if necessary.

How we collect your data

We collect your data from face to face meetings, telephone calls, e-mails and our website contact form.

What information do we collect about you?

The information you give us may include your name, position, address, e-mail address, phone number and other limited profile information about you and your business and CCTV images should you visit our office.

What do we do with your data?

Any information we collect and store is used for us to provide our service to you

The Principles and how we comply

We shall comply with the principles of data protection enumerated in the EU General Data Protection Regulation (GDPR). We will make every effort possible in everything we do to comply with these principles. The Principles are:

• Lawful, fair and transparent: Data collection must be fair, for a legal purpose and we must be open and transparent as to how the data will be used.

You have the right to ask us to disclose what information is held by us at any time and how it may be used. The data you have provided us is used only to fulfil the purposes of servicing your account. The same is said for any data shared. For example inn order to fulfil an order we may have to share details with a courier company (e.g. Parcelforce, Royal Mail).

If you have a credit account with us, upon completing a credit account form and signing the terms and conditions we share your details with our credit insurance company Euler Hermes in order to apply for credit on your behalf.

If you have asked to be included on our newsletter mailing list, your email address will be shared with Mailerlite for the purposes of sending our newsletter to you.

We do not sell any data to third parties.

• Limited for its purpose

The data you have provided us is used only to fulfil the purposes of servicing your account.

• Data minimisation. Any data collected must be necessary and not excessive for its purpose.

For this purpose we do not ask or hold any information than what is necessarily needed.

• Accuracy. The data we hold must be accurate and kept up to date.

We ask for you to keep us up to date with any changes so we can keep this information up to date. From time to time we may contact you to verify the details we hold.

Retention

We cannot store data longer than necessary. We hold your data for as long as necessary to provide our services to you.

• Security, integrity and confidentiality. The data we hold must be kept safe and secure.

We have firewall and virus protection in place on our networks and PCs to ensure we are fully protected at all times. Our PC’s and network are regularly maintained.

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data we shall access the risk to the rights and freedoms of the individuals or organisation details we hold and if appropriate report this breach to the ICO.

Extension-  How We Handle Customer Data

Data Collection and Processing

- We collect customer data, including names, contact details, and purchase history, solely for the purpose of providing products and services as requested by the customer.

- Customer data is obtained through secure online forms, during customer interactions, or from publicly available sources.

Lawful Basis for Processing

- The lawful basis for processing customer data is primarily based on the necessity of processing for the performance of a contract (Art. 6(1)(b) GDPR).

- Consent may also be obtained for specific purposes, and customers have the right to withdraw consent at any time.

Use of Customer Data

- Customer data is used for order processing, billing, and delivery purposes, as well as for communication regarding products, services, and related promotions.

- We do not share customer data with third parties for marketing purposes without explicit consent.

Data Security

- Customer data is stored securely on encrypted servers with restricted access. Access is only granted to authorized personnel for legitimate business purposes.

- Access controls, firewalls, and intrusion detection systems are in place to protect against unauthorized access.

Data Subject Rights

- Customers have the right to request access, correction, deletion, or restriction of their personal data. Requests will be addressed in compliance with applicable data protection laws.

- We provide mechanisms for customers to exercise their data subject rights through a dedicated portal or by contacting our Data Protection Officer.

Data Retention and Disposal

- Customer data is retained only for the duration necessary to fulfill the purposes for which it was collected or as required by law.

- Once data is no longer required, it is securely disposed of using industry-standard practices, including secure deletion and/or shredding of physical records.

Data Breach Management

- In the event of a data breach, we have established procedures to detect, report, and investigate incidents promptly. Affected individuals and relevant authorities will be notified in accordance with legal requirements.

The information we collect and how we use it:

In order to monitor the performance of our site we collect the following information:

An IP address to monitor site traffic and volume A session ID to uniquely identify you on our site

When registering on our website and/or to fulfil any orders placed with rashmian.com we collect the following details:

Name

Invoice Address

Shipping Address

Telephone Number

Email Address

Buying Preferences to aid navigation and inform them of offers if they so request

Card/bank details may be taken over the phone in order to process your order. 

Additionally we also collect information from you when you sign up, enter a competition, promotion or survey or when you inform us of any other matter.

If you provide us with personal data about a third party (for example when registering a domain on their behalf), you warrant that you have obtained the express consent from the third party for the disclosure and use of their personal data.

We collect information on your use of the site about you which does not identify you personally to provide you with information, products and promotions, which may interest to you. This information is collected and stored as a "cookie" on your computer"s hard drive for record-keeping purposes. The use of cookies is standard and can enhance your use of a site by helping us to identify your personal areas of interest. Most web browsers allow you to disable the automatic acceptance of cookies if you so wish. However you may not be able to take advantage of all the features of our website if you do so.

Retention periods

We will keep your personal data for the duration of the period you are a customer of Rashmian. We shall retain your data only for as long as necessary in accordance with applicable laws.

On the closure of your account, we may keep your data for up to 7 years after you have cancelled your services with us. We may not be able to delete your data before this time due to our legal and/or accountancy obligations. We may also keep it for research or statistical purposes. We assure you that your personal data shall only be used for these purposes stated herein.

Who has access to your personal data?

Office/Warehouse Administrators

Website Developers

IT Administrators 

Auditors

Information provided to third parties:

This website contains links to sites over which we have no control. These sites may have information practices, which differ from those, described here and you are advised to consult the privacy notices of those sites before giving any personal information.

Third Parties

For the avoidance of doubt, we do not and never shall sell your personal data to third parties for marketing or advertising purposes.

We may pass your personal data to third parties for the provision of services on our behalf (for example prcoessing your payment or using a mail system to send newsletters). However, we will only ever share information about you that is necessary to provide the service and we have specific contracts in place, which ensure your personal data is secure.

We may share your information if we are acquired by a third party and therefore your data will be deemed an asset of the business. In these circumstances, we may disclose your personal data to the prospective buyer of our business, subject to both parties entering into appropriate confidentiality undertakings. Similarly, we may share your personal data if we are under a duty to disclose data in order to comply with any legal obligation or to protect the rights, property, or safety of Rashmian, our customers, or others. This includes but is not limited to exchanging information with other companies and organisations for the purposes of fraud protection, credit risk reduction and dispute policies. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

Security:

When you place orders or access your account information, we offer the use of a secure server. The secure server software (SSL) encrypts all information you input before it is sent to us. Furthermore, as required by the UK Data Protection Legislation, we follow strict security procedures in the storage and disclosure of information which you have given us, to prevent unauthorised access. Our security procedures mean that we may occasionally request proof of identity before we are able to disclose sensitive information to you.

If you do not wish to receive correspondence from us:

We will not contact you for marketing purposes unless you have given us your prior consent. 

You may decide you do not wish to receive e-mails, newsletters or information about promotions or competitions from us. If you would rather not then please do not tick the appropriate box when you register with us, or alternatively click the "unsubscribe" link at the bottom of the newsletters. Alternatively you can email or ring us requesting deletion of your account.  

Where do we store your personal data?

All information you provide to us is stored on our secured servers. The server is only accessible by authorised Rashmian personnel. 

As the transmission of information via the internet is not completely secure, we cannot guarantee the security of your data transmitted to our site and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping the password confidential. We ask you not to share a password with anyone.