Privacy Policy

This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulations (GDPR). This Privacy Notice applies to all Personal Data we process regardless of the media on which that data is stored.

It applies to all customers.

What is the purpose of this document?

CoolerAid is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

Cooleraid will also act as a “data processor” in certain instances where the customer has provided personal data and CoolerAid are processing that data in order to fulfil the contract it has with the customer.

This notice applies to current and former customers. This notice does not form part of any contract or other contract to provide services. We may update this notice at any time.

Data protection principles

We will comply with data protection law. This says that the personal information we hold about you must be:

1. Used lawfully, fairly and in a transparent way.

2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

3. Relevant to the purposes we have told you about and limited only to those purposes.

4. Accurate and kept up to date.

5. Kept only as long as necessary for the purposes we have told you about.

6. Kept securely.

The kind of information we hold about you

Your Personal data what is it?

Personal data, or personal information is any information about an individual from which that person can be identified (directly or indirectly) from that data alone or in combination with other identifiers we possess.

Some of your data may be classified as "special data” this is more sensitive personal data which require a higher level of protection.

We may collect, store, and use the following categories of personal information about you:

• Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.

• Bank account details for direct debit purposes

How is your personal information collected?

We typically collect personal information about customers through completion of a new customer form, purchase order or email. We may sometimes collect additional information from third parties including former or current customers.

How we will use information about you – the Legal Basis

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

1. Where we need to perform the contract we have entered into with you. 

2. Where we need to comply with a legal obligation.

3. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

We may also use your personal information in the following situations, which are likely to be rare: 

4. Where we need to protect your interests (or someone else's interests).

5. Where it is needed in the public interest [or for official purposes].

Situations in which we will use your personal information

We need all the categories of information in the list above. The kind of information we hold about you primarily allows us to perform our contract with you and to enable us to comply with legal obligations.

In some cases we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below:

• Determining the terms on which we will work with you

• Carrying out a credit check on you to ensure suitability for the contract to entered into

• Providing the following benefits to you:

• Administering the contract we have entered into with you.

• Business management and planning, including accounting and auditing.

• Conducting contract reviews

• Making arrangements for the termination of our working relationship.

• Dealing with legal disputes involving customers, employees, workers and contractors, including accidents at work.

• Complying with health and safety obligations.

• To prevent fraud.

• To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution

If you fail to provide personal information

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you, or we may be prevented from complying with our legal obligations.

Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. We may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

How we use special personal information

"Special categories" of particularly sensitive personal information require higher levels of protection. We may process special categories of personal information in the following circumstances:

1. In limited circumstances, with your explicit written consent. 

2. Where we need to carry out our legal obligations.

Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public. We may also process such information about members or former members in the course of legitimate business activities with the appropriate safeguards.

Our obligations as a supplier

Do we need your consent?

Cooleraid do not need customers explicit consent to process your personal data in accordance with our legal obligations as we are performing the contract we have in place with you. The contract may be formed by way of a written set of terms and conditions and official purchase order or emailed order confirmation.

In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.

Data sharing

We may have to share your data with third parties, including third-party service providers. We require third parties to respect the security of your data and to treat it in accordance with the law. We may share your personal information where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

"Third parties" includes third-party service providers. The following activities are carried out by third-party service providers: IT services, third party sub-contractors.

We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

Data security

We have put in place measures to protect the security of your information. Details of these measures are available upon request.

Data retention

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal requirements. By law we have to keep information for a minimum of 6 years.

Rights of access, correction, erasure, and restriction 

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us. Under certain circumstances, by law you have the right to: