www.bitrex.com is a site operated and owned by Macfarlan Smith Limited (a Veranova company), trading as Bitrex®. Veranova respects your privacy and is committed to protecting your personal information.
Please read this Privacy Notice carefully as it contains important information to describe your rights under the UK General Data Protection Regulation and Data Protection Act 2018 (the “Data Protection Legislation”) and sets out how we will use and protect your personal information.
We publish the current version of our Privacy Notice on our website, and we will update this from time to time.
We will contact you to notify you of these updates where:
- we are making substantial changes; or
- we are doing something with your personal information which you might not expect based on what we have told you in this Privacy Notice.
Otherwise, any updates to this Privacy Notice will be notified on our website and through our other communications with you.
This Privacy Notice is effective from 1 March 2023.
Who are we?
Veranova is made up of different legal entities. This Privacy Notice is issued on behalf of Macfarlan Smith Limited (UK). References to “Veranova”, “we”, “us” or “our” relate to the relevant entity in Veranova responsible for processing your personal information.
For the purposes of applicable Data Protection Legislation, Macfarlan Smith Limited, trading as Bitrex, is the controller of your personal information and responsible for this website, www.bitrex.com.
If you have any questions or concerns about the way we treat your personal information, any questions about your rights in relation to your information, or if you would like to request a copy of the personal information we hold about you, please contact us at:
Head of Data Protection
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).
What information do we collect about you?
“Personal information” means information that enables you to be identified, either directly or indirectly.
We may collect, use, store or transfer some or all the following kinds of personal information about you when you interact with us or from third parties or publicly available sources, such as professional social media (e.g. LinkedIn) or trade directories:
- Email address, where you have given your consent to marketing.
- Contact information, including your full name, company name, telephone number and email address, where you have submitted an enquiry via our website contact forms.
As a customer, we do not collect any sensitive information about you (such as details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health or genetic and biometric data) or any information regarding criminal convictions or offences. Where you apply for a job with us, we may process relevant sensitive information (see the Job Applicants section below).
Why, and on what basis, do we use your personal information?
The Data Protection Legislation requires that we have a legal basis on which to process your personal information.
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Fulfilling contracts: where we need to perform the contract we are about to or have entered into with you
- Legitimate interest: 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
Where we use personal data for our “legitimate interests”, we have determined, acting reasonably and considering the circumstances, that our legitimate interests are not overridden by your interests, rights, and freedoms, because: (a) we process your information only so far as is necessary for such purpose; and (b) it can be reasonably expected for us to process your information in this way.
Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email. We have set out below a list of all the ways we may use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may rely on more than one legal basis for a particular activity depending on the specific use of your data. We often rely on legitimate interests where we use data in a manner that is complementary to but not necessary for performing a contract or a legal duty. Please contact us if you need more information about the specific legal basis we are relying on to process your personal data where more than one ground has been set out in the table below.
|Providing our services|
We may use your contact details to communicate with you about any future products and services that we believe will be of interest to you. We will contact you, or businesses associated with you, with marketing messages. We may also contact you if you are a new or existing customer, or you are an existing customer and the marketing messages relate to similar products or services to those that you have currently (or have had in the past), and we have a legitimate interest in doing so.
We may also have regulatory or contractual reasons for sending you communications.
Who do we share your personal information with?
We may share your personal information with the following parties where it is necessary to fulfil the purposes we collected it for:
- Associated entities within Veranova
- External third parties, including:
- Service providers (acting as processors) who provide IT and system administration services
- Law enforcement or other authorities where required to do so to comply with a legal or regulatory obligation.
We require all third parties to respect the security of your personal information and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal information for their own purposes and only permit them to process your personal information for specified purposes and in accordance with our instructions.
As an entity with a parent company based in the USA, your data will be transferred outside of the UK or the EEA and to our group entities in the USA as a matter of standard practice. Further, when you contact us in relation to certain products, we will transfer your personal data to the countries in which these products are manufactured to ensure the most appropriate entity responds to your query.
We will take reasonable steps to ensure that your personal information is kept secure and treated in accordance with this Privacy Notice and applicable Data Protection Legislation, including, where relevant, by entering into appropriate contractual terms with the receiving party outside the UK or EEA, such as the Standard Contractual Clauses issued by the ICO or any other approved mechanisms that may become available to us in the future. We will also carry out a risk assessment of the laws and practices of the destination country to identify any technical and organisational measures that need to be put in place to ensure that your personal information is fully protected when in that country.
How do we keep your personal information secure?
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used, altered, disclosed or accessed in an unauthorised way. We limit access to your personal information to those individuals who have a business need to access it. As part of our security measures, we may sometimes require you to give proof of your identity before we disclose personal information to you.
We regularly monitor our systems for possible vulnerabilities and attacks and carry out tests to identify ways to further strengthen our security. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Third party links
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
How long do we keep hold of your personal information?
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, accounting or reporting requirements.
Under the Data Protection Legislation, you have some important rights. You have the right to:
- Right of access – request details or copies of the personal information we hold about you;
- Right to rectification – request to have your personal information corrected if it is inaccurate, and completed if it is incomplete;
- Right to objection and/or restriction of processing – in certain circumstances, object to or restrict the processing of your personal information;
- Right to erasure – in certain circumstances, request to have your personal information deleted or removed; and
- Right to data portability – in certain circumstances, request to have your personal information that you gave us transferred to you or another organisation.
For further information on each of these rights, including the circumstances in which they apply, see the guidance on individual rights from the ICO or contact us (see Contact section above).
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
We may request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that your personal information is not disclosed to any other person. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally, it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
When you apply for a job with us (whether you already work for Veranova or not), we will collect, store and use personal information about you, including information provided in a CV, application form or cover letter, information provided to us during interviews and assessments, records of qualifications, skills and training, references, copies of right to work documentation, and records of pre-employment checks. Some of the information we collect about you may be more sensitive, such as information about your race or ethnic origin, health, or your gender or sexual orientation.
We collect this recruitment information direct from you during the recruitment process and from third parties, including former employers, employment agencies and background check providers.
We use the recruitment information we collect to:
- assess your skills, qualifications, fitness to work and suitability for the work/role;
- carry out background and reference checks, where applicable and where permitted by local laws;
- communicate with you about the recruitment process;
- decide whether to enter into a contract of employment (or other service) with you;
- keep records relating to our hiring processes (which may also be used for diversity monitoring); and
- comply with legal or regulatory requirements.
Subject to local laws, we may retain recruitment information for up to two years after we have communicated to you our decision about whether to appoint you to the role. We may retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way.
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