We at Scantime Group Limited (“Scantime”, “we”, “us”, “our”) value your privacy and are committed to safeguarding your personal information. This Privacy Policy explains how we collect, use, and protect your personal data when you visit our website or interact with us. It also outlines your privacy rights and how the law protects you.

This document is structured into sections to help you find the information you need quickly. Please refer to the Glossary for definitions of specific terms used.

1. Important Information & Who We Are

Purpose of this Privacy Policy

This policy provides information on how Scantime collects and processes your personal data when you use our website or interact with us, such as when you subscribe to our newsletter, purchase a service, or attend one of our training courses.

Our services and website are not intended for children, and we do not knowingly collect data relating to children.

It is important you read this Privacy Policy along with any other privacy notices we may provide on specific occasions. This policy adds to other notices and is not meant to override them.

Who We Are

The companies covered by this Privacy Policy include:

• Scantime Group Limited – Company No. 15298893
• Scantime Automatio Limited – Company No. 15941642
• Scantime Training Limited – Company No. 05268346

Scantime Group Limited acts as the “controller” for your personal data.

How to Contact Us

If you have any questions regarding this Privacy Policy or wish to exercise your rights, please contact our Data Privacy Manager:

Data Privacy Manager
David Simm
Email: privacy@scantime.co.uk
Phone: 0800 756 1011
Address: Scantime, 7 & 8 Delta Bank Road, Gateshead, NE11 9DJ

If you feel your data has not been handled properly, you can lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk. However, we would appreciate the opportunity to resolve your concerns first, so please reach out to us directly.

Keeping Your Information Up-to-Date

Please inform us of any changes to your personal data during your relationship with us so that we can keep your records accurate and current.

2. The Data We Collect

“Personal data” refers to information that identifies an individual. It does not include anonymous data where identifying details have been removed.

We may collect, use, store, and share different kinds of personal data, grouped as follows:

• Identity Data (e.g., name, title, date of birth)
• Contact Data (e.g., address, email, phone number)
• Financial Data (e.g., bank account or card details, financial history)
• Transaction Data (e.g., purchase history, payment details)
• Technical Data (e.g., IP address, browser type, and site usage)
• Profile Data (e.g., preferences and feedback)
• Usage Data (e.g., interactions with our website or services)
• Marketing and Communications Data (e.g., your communication preferences)

We also collect Aggregated Data, such as usage statistics, which helps us analyze trends. This data does not identify you directly, but if it does, it is treated as personal data.

We do not collect Special Categories of Personal Data (e.g., race, health, or political beliefs) or data about criminal convictions and offenses.

What Happens If You Don’t Provide Data?

If you fail to provide personal data essential to fulfilling a legal or contractual obligation, we may not be able to deliver the service. We will notify you if this occurs.

3. How We Collect Your Data

We collect data in the following ways:

1. Direct Interactions:

   • Filling out forms on our website
   • Communicating with us by phone, email, or post
   • Signing up for services or marketing materials

2. Automated Technologies:

   • Using cookies or similar tools to track browsing behavior

3. Third-party Sources:

   • Analytics providers like Google
   • Publicly accessible sources such as Companies House

4. How We Use Your Data

We will only use your personal data when legally permitted. Common uses include:

• Fulfilling contracts (e.g., delivering services or products)
• Complying with legal obligations
• Supporting business purposes where your interests and rights do not override ours

We may occasionally need your explicit consent for certain processes, such as sending third-party marketing communications. You can withdraw consent at any time by contacting us.

Marketing Communications

We may contact you with information about services, products, or offers you may be interested in. You will only receive marketing if you have opted in, purchased from us, or shown interest in our services. You can opt out at any time using the link in the email or contacting us directly.

Cookies

For information on how we use cookies, please see our [Cookie Policy].

5. Sharing Your Data

We may share your information with the following external third parties:

• Service providers for IT, payment, and administration support
• Professional advisers such as auditors and insurers
• Regulators or legal authorities where required by law

Any data shared with third parties is managed securely, and they cannot use it beyond the purposes outlined above.

6. International Data Transfers

Some third parties we work with may process personal data outside the UK or EEA. Wherever this happens, we ensure your data is safeguarded through mechanisms such as:

• Transfers to countries approved by the European Commission
• Contracts requiring equivalent data protection standards

For more details, contact us.

7. Data Security

We take appropriate security measures to protect your data against unauthorized access, alteration, or loss. Access to your data is limited to individuals with a legitimate business need.

We also have robust protocols to handle potential data breaches and will notify you and relevant authorities if required by law.

8. Data Retention

We retain your personal data only as long as necessary for the purposes it was collected, including legal or reporting requirements.

If we anonymise your data for research or analytics, it may be retained indefinitely without prior notice.

9. Your Legal Rights

Under data protection laws, you have the right to:

1. Access your data
2. Request corrections to inaccurate information
3. Request deletion of your data where appropriate
4. Object to processing where your rights are affected
5. Restrict processing under certain conditions
6. Request a copy of your data in portable format
7. Withdraw consent for any processing reliant on consent

Most requests are free of charge, and we aim to respond within one month. For complex or multiple requests, we may take longer and will inform you of any delays.

If you wish to exercise any of these rights, please contact us.

10. Glossary

• Controller: The legal entity responsible for your personal data
• Legitimate Interest: Business purposes that do not override your rights
• Performance of Contract: Processing data to fulfill our agreement with you

For more information, reach out to us using the contact details above.