Purposes of Processing

Personal data is collected and processed during the operation of our website, we only store personal data for as long as required. We may use third party service providers to help with this processing, they act as a 'data processor' on our behalf and only use the data collected in ways we specify for our own purposes. The categories of third parties which we work with include IT service providers, Delivery Agents, Payment Service Providers and Marketing Companies.

We only process the minimum personal data necessary and use industry standard data masking techniques where possible (pseudonymisation / anonymisation). We have outlined some of this activity and the parties involved (data processors unless otherwise stated) below:

Improving the usability of our website

We process data such as online identifiers and behavioural data in order to measure performance and improve the user experience of our website.

Our website uses Webtrends to provide A/B testing functionality. This lets us see the impact of changes to our website by measuring things like number of clicks on a button. We aggregate the data and use statistical analysis to decide which change performed better. We don't use this data to identify you directly.

Our web site may use ContentSquare for measuring customer experience and analytics. ContentSquare may record mouse clicks, mouse movements, page scrolling and any text keyed into website forms. The information collected does not include bank details or any sensitive personal data. Data collected by ContentSquare from our website is for our internal use only and is retained for 13 months before being deleted. The information collected is used to improve our website usability and is stored and used for aggregated and statistical reporting.

You can set your preferences around this type of processing on our privacy dashboard.

Traffic & Security

When you browse our website the requests are sent via the Cloudflare network. Cloudflare will process online identifiers in order to ensure that our traffic is genuine and prevent cyber-attacks such as a Denial of Service attack. We will also keep logs of requests to our website, the data collected may include your IP addresses.

Cookies

We use cookies on our website to enable essential functionality and enhance your experience when browsing our site. You can find more information in our cookie policy.

Reviews / Q&A

The reviews and Q&A feature on our website is provided by Bazaarvoice, when you leave a review Bazaarvoice will collect this data and make quality control checks before publishing it to our website.

Creating an Online Account

When you create an online account with us you provide us with information that we use to remember you and enable you to check out faster. This also gives you access to features such as Order History, Saved Baskets.

We do not have the ability to recover the password you specify and read it in plain text. This is stored in a one-way hashed format which is computed using the key derivation function PBKDF2, using a randomly generated salt and very high number of iterations.

Contacting Us

When you contact us we will process the data you provided, our agents may access information on your account in order to serve you and handle your query. We use Zendesk Chat to provide our live chat system.

Placing an Order

When you place an order with us we may need to share your data with third parties to process that order.

We will need to provide your delivery and contact information to the delivery agent that you have chosen at checkout (e.g. DPD, UPS).

The payment information you provided will be used by our payment service providers in order to complete the transaction. Any credit card details are securely stored with our Payment Service Provider (Braintree / PayPal). For display purposes, we store your credit card number (PAN) in a masked format in line with PCI standards. If you have chosen to save your card to your account, we use a token provided by Braintree to authorise your credit card on subsequent orders, you can delete any saved cards using My Account.

We will contact you by email to provide you with order status updates, when you give us your mobile telephone number we may send you SMS messages for important information about your order.

When necessary, we may introduce limits on the number of items you may purchase. We will use the information that has been provided or collected at checkout to uphold those restrictions. This will result in subsequent order attempts to be declined. In extreme cases we may perform further additional checks and cancel orders which have breached the terms of sale but have not been flagged at checkout; these checks may involve use of publicly available data sources e.g. Companies House, listings on online marketplaces. This can happen at any point up until delivery.

When you begin to place an order with us, if you do not manage to complete a purchase we may contact you via email or telephone with a reminder and to offer assistance where required. You can opt out of this communication by clicking the link in the footer of the email.

When you place an order via telephone the call is recorded as evidence of the transaction.

After your order has been delivered we may contact you to ask you to provide feedback or leave a review of the products you purchased.

Competitions

We run regular competitions and use a service called Gleam to collect the entries. Gleam act as a data processor on our behalf and only collect data for Scan Computers use. We will only use this information in order to administer the competition (e.g. choose and contact a winner), and use aggregated data for analytical and statistical purposes. We will ask for your consent when entering a competition to do this.

Email Marketing

We send our email newsletters ('Scanshots') to our customers who have given their consent to receive them. We also send these to existing customers who have previously "soft" opted-in and have not unsubscribed. We make it very easy to unsubscribe or set your preferences. You can:

• Unsubscribe by using the link provided in any Scanshot email you receive
• Press "unsubscribe" in your email client (supported email clients only)
• Change your preferences on My Account
• Use our email preferences page

We make every effort to ensure you are still interested in receiving these emails and may automatically unsubscribe you if you do not read the emails, or we experience errors sending them to you. We recommend you add us to your safe senders list to prevent this.

In some cases we may email you with information relevant to your browsing or purchasing activity, for example when an item in your wishlist has become available to purchase. These emails are sent as a legitimate interest to send you relevant communication. You can opt out of these emails at any time by clicking the unsubscribe link in the footer of the email.

Performance Monitoring

Where you consent to allowing cookies, we may use tracking technologies to monitor the performance of our marketing campaigns, using tools such as Google Analytics.

Advertising

We collect pseudonymised information about your browsing - such as products viewed or purchase - and, with your clear opt-in consent, share this data directly with:

• Google Ads for search and display advertising.
• Criteo for dynamic retargeting and look-alike audience building.
• Quantcast (via our agency Dentsu) for campaign measurement, profiling and broader audience insights.

We only set these advertising cookies once you’ve given consent. You can change your choices or withdraw your consent at any time via our Privacy Dashboard or by revisiting our cookie settings; withdrawing consent will prevent these advertising cookies from being set, but you will still see ads that are less closely tailored to your interests.

If you would like to opt-out of processing by third-party advertisers more broadly please visit http://www.youronlinechoices.com/uk/your-ad-choices, https://www.google.com/settings/ads and https://www.quantcast.com/privacy-choices

Privacy Dashboard

We want you to have control over the way we use your personal data. Using our privacy dashboard you can specify your preferences and control whether you would like to opt-out of certain types of processing, such as session recording.

Lawful Basis for Processing

We process personal data under the following lawful bases:

Contractual Performance

We will process your personal data in order to fulfil our contractual obligations to you. For example when processing an order you have placed with us.

Legal Obligation

We may process your personal data under legal obligation where we are required to do so by common law or statutory obligation.

Legitimate Interests

We may process your personal data in order to meet our legitimate interests, when doing so we have considered whether that processing is necessary and balanced it against your interests, rights and freedoms. In some cases you have the right to object.

Some of our legitimate interests are:

• Improving customer experience with our website
• To measure and analyse the performance of our website
• To prevent fraudulent activity on our website
• To prevent multiple purchases of products that have purchase limits in place
• To protect data & network security and ensure data integrity
• To prove a contract
• To prevent cyber attacks
• To market our goods and services to our customers

Consent

In some cases, we process your personal data when you have given us consent to do so. If you have given us consent then you can contact us at any time to withdraw consent.

Your Rights

Under data protection law and GDPR you have a number of rights:

• The right to access
• The right to rectification
• The right to erasure (please be aware this right is not absolute)
• The right to restrict processing
• The right to data portability - you can download your data using My Account
• The right to object

If you wish to exercise any of these rights you can contact us via our help centre, we will endeavour to respond to you as soon as possible and within one calendar month.

Data Retention

Data retention of your personal data will vary depending on the nature of the data and the legal or contractual obligations requiring its retention. For example this may mean we are required to retain your personal data to comply with accounting and tax laws, or for other purposes such as warranty fulfilment (e.g. warranty period + 6 months). While your data is held, we may de-identify it via pseudonymisation (replacing direct identifiers so you’re no longer directly identifiable but allowing re-identification if needed) or anonymisation (irreversibly removing identifiers so it can never be re-identified). Once data is no longer required, we regularly review our records and either securely delete or permanently anonymise the information.

Automated Decision Making

We may use AI-powered automated decision making tools to assess and approve or request your request based on factors such as order history, payment risk scores or fraud indicators. We rely on this processing under our legitimate interest to improve our efficiency and prevent fraudulent activity. If you believe a decision has been made in error, you can request a manual review and meaningful information about the logic used. Please see the contact options on our help center to contact the relevant team.

Personal Data Storage

Locations outside the UK / European Economic Area may be used for transferring data we collect about you, e.g. with third-party data processors that rely on cloud services hosted in the US. We take all reasonable action to ensure the safety of your personal data in agreement with this Privacy Information and ensure appropriate safeguards are in place (e.g. adequacy / contractual clauses). Any information we are provided will be stored on secure servers. We take all reasonable action to protect information sent to us electronically. Where applicable you may be given access to sections of our site that require a password. You are responsible for the passwords safety and confidentiality.

Data Protection Contact

If you have any questions about this notice or how we handle your personal data you can contact our Data Protection team via our query system: Contact Us

Data Protection
Scan Computers International Ltd,
25 - 28 Enterprise Park,
Middlebrook,
Horwich,
Bolton,
BL6 6PE

Right to Complaint

If you are unhappy about the way we handle your personal data then you have the right to lodge a complaint with the supervisory authority. In the UK this is the Information Commissioner's Office (ICO), you can contact them via their website https://ico.org.uk/