1. Who we are
Our website address is: https://www.marillionex.com.
Marillion Exchange is a limited company registered in England under company number 14415715
any data protection enquiries, our contact details are:
Email address: [email protected]
Telephone: +44 7502 687 737
Address: 78 St Johns Street, London, EC1M 4JA United Kingdom.
Marillion Ex understands that your privacy is important to you and that you care about how your data is used. We respect and value the privacy of all of our clients and customers and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
This Privacy Information Notice explains how we use your data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your data.
2. What Information Do We Collect About You?
Depending on your relationship with us, we may collect some or all of the following:
- Details about you – your name, job title, email address, address, telephone number, payment details.
- Details about your company – company name, VAT number, collection address for sale items if auctioned from your premises.
- Your MarillionEx activity – which auctions you have registered for, if you want outbid emails, which items you have bid and won, which items you’ve been invoiced for, what type of auctions you’d be interested in in the future, and the price and popularity of items sold.
- How you interact with us – your email enquiries, comments or complaints, or CCTV footage from our main office.
- How you use our website – we automatically collect certain information sent from your web browser such as your IP address (the unique address which identifies your computer on the internet) so we can see how you use our website and social media and whether you have an account or not.
We do not collect any sensitive information about you unless we have a specific lawful reason to use this information, such as in an emergency.
3. How We Collect Information About You
- When you complete the MarillionEx registration form on our website.
- When you sign up for emails about upcoming auctions.
- When you email or talk to us about placing an auction with us.
- When you call us, email us or come into the office with a problem or enquiry.
- When you visit our offices and are captured on our security CCTV cameras.
- When you attend any events or live auctions we host.
- When you visit and browse our website or mobile site.
- When we collect publicly available contact information from your company website to contact you about an auction that might be relevant to you.
4. How We Use Your Information
To enable us to provide you with the best service, we use the data you provide us with for the following:
- To manage your bidding purchasing and selling activity with us; to provide you with access to our auctions, purchase, or vendor contracts; to assist with auction registration; to enable us to carry out financial transactions; to manage the fulfillment of any items you purchase in our auctions quickly and efficiently; to update you on any goods or services you have purchased from us (… based on performing our contract with you or based on our legitimate interests to provide you with customer service).
- To communicate with you such as by returning phone calls or responding to emails (based on our legitimate interests to provide you with customer service).
- To improve the service we offer for either training, security or for general business purposes (based on our legitimate interest in improving our customer services).
- To make our website as user-friendly as possible by cross-referencing or analysing auction website data we have about you with website analytics and research (based on our legitimate interests to operate and present an effective and convenient website to our website users).
- To personalise your customer experience by using the information we have on sales you have registered for to send you information on similar upcoming sales (based on our legitimate interests to present you with the right kinds of products and services).
- To tell you about upcoming auctions and sales that you might be interested in via phone, email, or post (either based on your consent where we have requested it or our legitimate interests to provide you with marketing communications where we may lawfully do so. Please see section 5 – ‘Marketing’). Customers can quickly opt-out at any time by telling us or using a link or email supplied on every email or letter we send.
- To process any job application submitted to us.
- To ensure the security and protection of our customers, staff, business interests, and buildings including to prevent against, investigate and deter fraud, unauthorized or illegal activities (based on our legitimate interest to operate a safe and lawful business or where we have a legal obligation to do so).
- To comply with our legal obligation where we may need to use your information to comply with our legal obligations, for example, court orders (based on our legitimate interests to comply with a legal obligation).
5. Marketing
With your permission and where permitted by new regulations, we may also use your data for marketing purposes, which may include contacting you by email, telephone, or post with information, news, and offers on our products and services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.
We will keep you up to date with our latest routes, offers, partnerships, sales, promotions, competitions that we think might be of interest / relevant to you if you have indicated that you are happy to receive marketing communications from us.
However, if you no longer want to hear from us, you can opt-out or unsubscribe by following the “opt-out” link contained in any marketing communications that you receive from us or by contacting our data protection officer:
Email address: [email protected]
Telephone: +44 7502 687 737
Address: 78 St Johns Street, London, EC1M 4JA United Kingdom.
6. Our Site and Cookies
As you may already know, most sites and apps collect certain information automatically in log files about how you interact with them. This might include your IP address, geographical location, device information (such as your hardware model, mobile network information, unique device identifiers) browser type, referral source, length of visit to the site or app, number of page views, the search queries you make, and similar information.
This information will be collected by us or by a third-party site analytics service provider and will be collected using cookies.
We use this information to improve our website, help improve our functionality and services, analyse trends, track visitor movements and gather broad demographic information.
Cookies are small amounts of information in the form of text files that we store on the device you use to access our site or our marketing communications. Cookies allow us to monitor your use of our services and improve them.
We also use cookies for site analytics purposes and to monitor how customers interact with and receive our marketing communications (for example if you open the marketing communication and/or click on any of our offers). This information is then used to help us improve how we talk to you and what we talk to you about.
If you don’t want cookies to be installed on your device, you can change the settings on your browser or device to reject cookies.
7. How Do We Share or Process Your Personal Information?
Based on the lawful grounds described, we share your information with the following third parties to enable us to provide you with our service, run our business, or for marketing and legal purposes:
- Our other group companies/subsidiaries – we may share your personal data with other companies in our group such as Shag Brands, Boustead Beef, Boustead Leather to keep you informed of the latest deals and offers in line with our legitimate interests or where you have given consent for us to do so.
- Courts or advisors – we share your information with other third parties (including legal, accountants or other advisors, regulatory authorities, courts, and government agencies) where necessary to enable us to enforce our legal rights or to protect the rights, property, or safety of our employees or where such disclosure may be permitted or required by law.
- Third parties which are successors of the business – your information may be disclosed to any successors of our business, in the event of a re-organisation, merger, or sale, for them to use for the purposes as set out in this Privacy Policy.
- Third parties – that we work with to enable our business such as IT service providers, software companies, payment service providers, marketing agencies, or marketing software companies to fulfil our service to you. These include:
- BidLogix – as our auction software provider, BidLogix acts as a ‘data processor’ for MarillionEx. Please see BidLogix own privacy notice at https://bidlogix.net
- Stripe – as our online payment service provider Stripe acts as a ‘data processor’ for MarillionEx. Stripe has its obligations about your data. Please see Stripe’s privacy notice at https://stripe.com/gb
- MailChimp – as our email marketing delivery service, MailChimp acts as a data processer. MailChimp has its obligations with regard to your data. Please see MailChimp’s privacy policy at https://mailchimp.com/legal/privacy
Where we do share your information with third parties, we will require them to maintain appropriate security to protect your information from unauthorised access or processing, unless we cannot do so (for example, where we are sharing information with border agencies or enforcement authorities).
If any personal data is transferred outside of the EEA, we will take suitable steps to ensure that your data is treated just as safely and securely as it would be within the UK and under the GDPR.
8. How Can You Access Your Personal Information?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses of our data protection officer, who can be contacted on:
Email address: g[email protected]
Telephone: +44 7502 687 737
Address: 78 St Johns Street, London, EC1M 4JA United Kingdom.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within 30 days of receiving it. Normally, we aim to provide a complete response, including a copy of your data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
9. Your Rights & Exercising Them
Under the new GDPR guidelines, you have the following rights, which we will always work to uphold:
- The right to access the personal data we hold about you.
- The right to have your data rectified if any of your data held by us is inaccurate or incomplete.
- The right to be forgotten i.e. the right to ask us to delete or otherwise dispose of any of your data that we have.
- The right to be informed about our collection and use of your data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more.
- The right to restrict (i.e. prevent) the processing of your data.
- The right to object to us using your data for a particular purpose or purposes.
Please note that we reserve the right to retain certain information for our record-keeping (for example, to ensure that you do not receive marketing communications that you have opted-out of receiving) and to defend ourselves against any claims. We may also need to send you service-related communications relating to the services that we provide to you even when you have requested not to receive marketing communications.
If you have any cause for complaint about our use of your data, please contact us.
10. How We Look After Your Information
We strive to constantly keep our security practices under review to make sure that we’re keeping your information as safe as possible. We use a variety of different technical and operational security measures to protect your information against unauthorised access or unlawful use. For example we:
- Ensure the physical security of our offices, warehouses, and other sites.
- Ensure the physical and digital security of our equipment, devices, and systems by mandating appropriate password protection, encryption, and access restrictions.
- Ensure appropriate access controls so that access to your information is only granted to those of our people that need to use it in the course of their work.
- Maintain internal policies and deliver data protection and confidentiality training to make sure our people also understand their responsibilities in looking after your information and commit to taking appropriate measures to enforce these responsibilities.
- Website content is backed up externally on a regional server. All back-ups are encrypted and are not accessible via a forward-facing website.
- Customer’s data is accessed via a password-protected, web-based back-office system. No financial information is stored on the website (such as credit card details).
- The MarillionEx server is the firewall and SSL protected.
11. How Long We Keep Your Information
We keep your information for as long as is reasonably necessary to enable us to provide you with the services that you have requested from us, to comply with any legal obligations that require us to keep the information, or for as long as we reasonably require for our legitimate interests, including for example to exercise our legal rights or defend ourselves against claims. We operate a data retention policy and look to find ways to reduce the amount of information we hold and the length of time that we need to keep it. For example:
- We try to adopt a paperless approach wherever possible and securely destroy any paper correspondence we receive regularly unless we are required to retain it for evidential or legal purposes.
- We retain a suppression list of individuals who no longer wish to be contacted by us indefinitely. We need to keep this information to comply with their wishes not to contact them.
- We may retain any unsuccessful CVs or job applications that we receive for a period of up to 2 years in case we think you might be suited to another opportunity that becomes available shortly.
12. Changes To This Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
