whether we are in the process of dealing with an enquiry, processing an
order, continuing our ongoing customer relationship with you, receiving
a service from you, requesting your feedback, or you are visiting our
• It describes how we collect, use and process your personal data,
and how, in doing so, we comply with our legal obligations to you. Your
privacy is important to us, and we are committed to protecting and safeguarding
your data privacy rights.
Potential Customers, Suppliers, Sub Contractors and Employees. If you
are a BOLA Manufacturing Limited Employee you should refer to your updated
will posted to this page, for updates to our policy please navigate to
order to provide the best possible products and services to our customers
we need to process certain information. BOLA Manufacturing Limited only
ask for details that will genuinely help us to deliver these products
and services, such as your name, job role, and contact details; including
but not limited to: Telephone number, email address, first and last name,
job title. Where BOLA Manufacturing Limited are required by you to process
payments for goods and services by way of debit or credit card we will
also process these details, but only for this purpose.
We collect a minimum amount of data from our suppliers to ensure that
we can easily process transactions. BOLA Manufacturing Limited will collect
contact details for the main contact and any associate contacts within
the business that assist us in processing any number of transactions.
We also need other information such as your bank details so that we can
pay for the services you provide (if this is part of the contractual arrangements
We collect and store information required so that we can process contractual
obligations between us. These details include personal and business email
addresses, telephone numbers, address details, bank account details, qualifications
Where we are obligated to carry out work for a third party contractor
we reserve the right to obtain and process data including site addresses,
email addresses and telephone numbers, this enables BOLA Manufacturing
Limited to fulfil our contractual obligation to you and our customer.
We collect customer data in the following ways:
1. Directly from you
2. From websites
3. From social media platforms
4. From your work colleagues
5. From exhibitions or events attended by BOLA Manufacturing employees
We collect supplier data in the following ways:
1. Directly from you
2. From your work colleagues
3. From your website
We collect end-user data in the following ways:
1. Via website enquiry form or telephone enquiry
2. Via orders from re-sellers of our products when we deliver on their
collect your data automatically via cookies when you visit our website,
in line with cookie settings in your browser. We will also collect data
from you when you contact us via the website, for example by using the
contact forms. Further details can be found in the Website Users section
of this Policy.
How do we use your personal data?
There are two main reasons for using your personal details. Firstly details
will be used to help BOLA Manufacturing Limited process any ongoing request
that you have made of us, i.e. raising a quote or processing an order,
through to delivery of that order and potentially requesting feedback
(in the form of a Customer Satisfaction Survey). BOLA Manufacturing Limited
will also store and process data for the purposes of direct marketing,
via email and post. Review the section below; How can I unsubscribe from
all or individual types of direct marketing, should you wish to opt out
of any form of direct marketing from BOLA Manufacturing Limited.
The main reasons for storing and processing your personal data is to ensure
that we can complete the contractual arrangements between us and comply
with any legal and binding requirements.
The main reason that we process end user data is to ensure that we can
contractually deliver on products and services which have been requested
either directly or via a third party.
Who do we share your personal data with?
We may share your personal data with suppliers (carriers mostly) but only
where it is necessary for them to deliver a contractual obligation such
as delivery or installation of our products or service. Customer details
that are being used for the purposes of e-marketing will be uploaded to
a secure in-house e-marketing system.
By way of a referral we may share your personal data with potential customers
who would also benefit from your products and services.
When entering in to a contractual agreement with BOLA Manufacturing Limited
we will pass on the minimum amount of your personal data as deemed appropriate
for a supplier or subcontractor of BOLA Manufacturing Limited to carry
out their contractual obligation to us.
No details obtained from our website will be processed outside of BOLA
Manufacturing Limited. Any data used to process and target specific information
to you will be done so using a BOLA Manufacturing Limited managed system.
We care about protecting your information. That’s why we put in
place appropriate measures that are designed to prevent unauthorised access
to, and misuse of, your personal data.
Those processes include but are not limited to; encrypted server access,
password protection on all computers, all antivirus and gateway security
settings are up to date and monitored.
How long do we keep your personal data for?
Data stored and processed in our CRM system
Our products last for an average of twenty years but if we have not had
meaningful contact with you for a period of fifteen years, we may remove
your personal data from our systems unless we believe another processing
requirement, such as legal or contractual regulation requires us to retain
Printed and digital archived project information
Due to the nature of our business we deem it appropriate to store user
information for up to 40 years, this allows us the ability to recall previous
product information should you the customer require it.
Right to object
If we are using your data because we deem it necessary for our legitimate
interests to do so, and you do not agree, you have the right to object.
We will respond to your request within 30 days (although we may be allowed
to extend this period in certain cases). Generally, we will only disagree
with you if certain limited conditions apply.
Right to erasure
In certain situations you have the right to request us to “erase”
your personal data. We will respond to your request within a maximum of
30 days and will only disagree with you if certain limited conditions
apply. If we do agree to your request, we will remove your data. We will
assume that you would prefer us to keep a note of your name on our system
as a person who would prefer not to be contacted by BOLA Manufacturing
Limited as this will ensure that we can minimise the future risk of your
data being resubmitted and used in the future. If you would prefer that
this is not the case please let us know.
Any data within the e-marketing system will be moved to a suppressed list
and be unable to be resubmitted for direct marketing use without prior
agreement from you.
Right to lodge a complaint
You have the right to lodge a complaint, details of which can be found
How can you access, amend or take back the personal data that you have
given to us?
If we are holding or using your personal information, you may change your
mind at any time by writing to BOLA Manufacturing Limited, 6 Brookfield
Road, Cotham, Bristol, BS6 5PQ or emailing us at firstname.lastname@example.org and we
will process the restriction of use in our marketing communications or
removal of your personal information within 10 days, sometimes sooner.
Please note that we may keep a record of your communications to help us
resolve any issues which you raise.
All e-marketing communications sent by BOLA Manufacturing Limited will
contain an unsubscribe button, on clicking to unsubscribe you will be
requested to submit your email address in order to authenticate your permission
to suppress the email address. Any emails sent to you using one of our
outlook email addresses can be directly replied to or you can forward
the email to email@example.com in order to request you are removed from
future direct marketing email communications.
A request can be made with the person whom you are directly on the phone
with at the time, and they will process this request. If you are unsure
as to whether you are registered on our systems for telephone marketing
and wish to remove your details you can contact us either on email at
firstname.lastname@example.org or by phone on 0117 9243569. Your details will be updated
within 5 working days or sooner.
If you would like to remove your personal details to prevent receiving
postal marketing communications you can email your request to email@example.com
or telephone 0117 9243569. Your details will be updated within 5 working
days or sooner.
We may share your personal data with suppliers or sub-contractors but
only where it is necessary for them to deliver a contractual obligation
such as delivery or installation of our products or service. Customer
details that are being used for the purposes of e-marketing will be uploaded
to a secure internal system. If prior agreement is provided by you we
will pass your details on to alternative companies who we believe will
be able to fulfil your requirement when BOLA Manufacturing Limited cannot.
If you have previously agreed to us using your personal information for
direct marketing purposes, you may change your mind at any time by emailing
us at firstname.lastname@example.org and we will always include a clear way to 'opt out'
in all of our communications to you.
We will not sell, distribute or lease your personal information to third
parties unless we are required by law to do so.
You may request details of the personal information which we hold about
you. If you would like a copy of the information held please write to
BOLA Manufacturing Limited, 6 Brookfield Road, Cotham, Bristol, BS6 5PQ.
As long as we receive suitable proof of identity you will receive this
information within 30 days of your request. This service is free of charge.
If you believe that any information we are holding on you is incorrect
or incomplete, please contact us as soon as possible at the above address.
We will promptly correct any information found to be incorrect.
BOLA Manufacturing Limited is committed to ensuring that your privacy
is protected whilst visiting our website and that our usage of your details
is transparent. Should we ask you to provide certain information by which
you can be identified when using our website, it will only be used in
What data do we collect from our website?
We may, with your consent, collect the following information via our website
• Your name, organisation and job title
• Your contact information including telephone number and email
• Demographic information such as postcode, preferences and interests
• Other information relevant to customer surveys and/or offers
• Your IP address through our Google Analytic Cookies
What are Cookies?
• Cookies are small, harmless files saved to the user’s computer’s
hard drive that track, save and store information about the user’s
interactions and usage of the website.
• If you agree to our cookies when you visit our website we collect
your IP user address and information about the pages you accessed and
how long you stayed on these pages as part of our Google Analytics.
can select ‘cookie settings’ under the privacy settings in
your browser options and add our domain name (www.bola.co.uk) to the list
of websites you deny access.
Why do we collect your personal details from our
We collect the personal details submitted via our website enquiry forms
in order to respond to your enquiry and obtain an understanding of your
The information collected from Google Analytics helps us better understand
how our site is being used accessed. For further information, you can
How do we store details from your online enquiry?
We are committed to ensuring that your information is stored securely.
In order to prevent unauthorised access or disclosure, we have put in
place suitable physical, electronic and managerial procedures to safeguard
and secure the information we collect via our website.
Our website enquiry forms are transmitted electronically from the website
to an internal MS Outlook email address - email@example.com and the appropriate
member of staff will respond to your enquiry, either by phone or email.
Once dialogue has been initiated your personal details will be transferred
from the enquiry form and stored on our secure database which is only
accessible via login by BOLA Manufacturing Limited’s employees.
Enquiry forms may occasionally be stored as hard copies. Staff are made
aware of their commitment to data protection and any hard copies are stored
in secure cabinets for the appropriate retention period.
Google Analytics does not store, save or collect personal information
and provides it to us in an anonymised format (general summary rather
than individualised) in the form of a monthly report.
Links to other websites
Our website may contain links to associated websites which may be of interest.
However, once you have used these links to leave our site, you should
note that we do not have any control over that website. Therefore, we
cannot be responsible for the protection and privacy of any information
which you provide whilst visiting such sites and such sites are not governed
by this privacy statement. You should exercise caution and view the privacy
statement applicable to the website in question.
Social Media Platforms
Our social media engagement is subject to the customs and privacy policies
of the each social media platform.
While we take great care to ensure the security and safety of our followers’
personal information it is up to the individual to use the platforms with
due care and caution in regard to their own privacy and personal details.
BOLA Manufacturing Limited will never ask for personal or sensitive information
through social media platforms and encourage users wishing to discuss
sensitive details to contact them through primary communication channels
such as by telephone or email.
If we use social sharing buttons which help share web content directly
from web pages to the social media platform in question, users are advised
before using such social sharing buttons that they do so at their own
discretion. Social media may have their own tracking cookies in place.
If we do share web links to relevant web pages through our social media
accounts by default some social media platforms shorten lengthy URL’s
(web addresses) so that they look like this; http://bit.ly/wkDTpk18.
We do advise users to be cautious before clicking any shortened URL’s
as, despite our best efforts, they can be prone to spam and hacking. BOLA
Manufacturing Limited does not take any liability for damages/implications
caused by visiting any shortened links.
OUR LEGAL BASES FOR PROCESSING YOUR DATA LEGITIMATE
• Article 6(1)(f) of the GDPR states that we can process your data
where it “is necessary for the purposes of the legitimate interests
pursued by [us] or by a third party, except where such interests are overridden
by the interests or fundamental rights or freedoms of [you] which require
protection of personal data.”
• We think it reasonable that if you have communicated with us in
the past or we have had meaningful contact with you within the past 10
years that there is legitimate interest that you will continue to benefit
from our range of solutions, and thus we will keep you updated via forms
of direct marketing.
• We want to provide potential customers with the opportunity to
hear about our products and services and request additional information.
We therefore deem it that if you operate in a sector that regularly benefits
from our products and services and your information has been made available
in the public domain that we can contact you to advise you of our products
and services. We will have an upfront and honest approach to this and
provide you with the opportunity to opt out of any further communications
• Where we are alerted by a third party relating to ongoing projects
in our industry, we will deem it that you are in a position where you
wish to be contacted regarding suitable products and services. We will
therefore process your data for the purposes of direct marketing in order
to establish if you have a requirement.
• Where you have made contact with us we will process your request
in line with our business processes and in order to provide you with the
requested products and services. This will include processes such as arranging
and attending your site and processing information that will enable us
to design, manufacture and install your solution. Information obtained
will be stored on our systems now and in the future to further enable
us to process your requests and to keep you updated on product, service
and company updates via forms of direct marketing.
• Personal details may be used to for administrative purposes including
invoicing and delivery information.
• We store and process the personal data of individuals within your
organisation in order to facilitate the receipt of services from you as
one of our suppliers. We also hold your financial details, so that we
can pay you for your services. We deem all such activities to be necessary
within legitimate interests.
• Article 6(1)(b) gives us lawful basis for processing personal
data where; “processing is necessary for the performance of a contract
to which the data subject is party or in order to take steps at the request
of the data subject prior to entering into a contract”
• In this context, a contract does not have to be a formal signed
document, or even written down, as long as there is an agreement which
meets the requirements of contract law. Broadly speaking, this means that
the terms have been offered and accepted, you both intend them to be legally
binding, and there is an element of exchange (usually an exchange of goods
or services for money, but this can be anything of value)
Where we and you have entered in a contractual agreement to deliver products
and services we will process the appropriate and required information
in order to do so. i.e. address details of the company and installation
site. In order to provide a smooth and seamless service we will also deem
it reasonable to process such information as appropriate to send updates
on the progress of your contract with us.
Where BOLA Manufacturing Limited has been requested to act as a sub-contractor
to supply products and services to you as an end-user, we deem it appropriate
to process any personal details provided to us in order to fulfil our
contractual obligation to your supplier. We will also collect; directly
from you, additional personal data in order to fulfil our processes and
ensure a seamless service. We may also store and process personal data
in order to provide additional services such as collections, deliveries
and maintenance. Finally data may be used on job completion to request
feedback in the form of a survey, this enables BOLA Manufacturing Limited
to confirm satisfaction or dissatisfaction with the work we have carried
out, and action accordingly.
• Customer(s) – includes companies that have previously been
supplied with products or services from BOLA Manufacturing Limited. Companies
are also referred to as customers if they have previously made contact
with BOLA Manufacturing Limited to enquire about project and services.
that BOLA Manufacturing Limited deems appropriate to direct market with
information about our products and services but may not have had previous
• Suppliers – refers to partnerships and companies (including
sole traders), independent contractors and freelance workers, who provide
services to BOLA Manufacturing Limited.
• End-user data – refers to the personal data of individuals
within a business where BOLA Manufacturing Limited have been requested
to carry out contractual services, as requested by the end-user via a
third party supplier.
• Sub-contractors – refers to independent ltd companies or
sole traders who are contracted by BOLA Manufacturing Limited to carry
out services on behalf of end-users.
• General Data Protection Regulation (GDPR) – a European Union
statutory instrument which aims to harmonise European data protection
laws. It has an effective date of 25 May 2018, and any references to it
should be construed accordingly to include any national legislation implementing
• Website Users – any individual who accesses the BOLA Manufacturing
• Other terms – We refers to BOLA Manufacturing Limited the
controller and processor of personal data; You refers to the customer,
supplier, end-user, employee and individual who is protected by the rights
and freedoms of GDPR and data protection.
Last Updated 25th May 2018