Privacy Policy

Effective Date: 25 May 2018

NISSIN (UK) LIMITED
EU PRIVACY NOTICE FOR OUR CUSTOMERS AND OTHER BUSINESS RELATED PERSONAL DATA

1. Who is responsible for processing your data?
2. Categories and Sources of Personal Data and Purposes and Lawful Basis for Processing
3. Sharing of Your Information
4. Transfers of Personal Data outside the EEA
5. Your Rights
6. Retention Period
Annex 1 – List of Nissin affiliates

1. Who is responsible for processing your data and how to contact us

We are a global company which provides warehousing, air freight, sea freight, road transport and removals services. Our headquarters are based in Japan and we have offices around the world, including in the EU.

For the purpose of the General Data Protection Regulation 2016/679 and any implementing legislation (the “GDPR”), Nissin (UK) Limited (the “Nissin” or “we” or “us” or “our”) will be the data controller responsible for any personal data we process.

We are committed to respecting your privacy, and this privacy notice explains how we collect, use, disclose, retain and protect your personal data.

Please take the time to read this privacy notice, since it contains important information about the way that we control and process personal data.

Questions, comments, complaints and requests regarding this privacy notice, or Our privacy practices in general, are welcomed and should be addressed to our Data Protection Manager. Any queries and requests regarding this privacy notice may be emailed to data-protection@nissinuk.com or sent by post to Unit 5 Horton Industrial Park, Horton Road, West Drayton UB7 8JD, United Kingdom.

2. What Personal data we collect and why?

We may source, use and otherwise process your personal data in different ways. In all cases we are committed to protecting your personal data.

In each of the sections listed below, we describe how we obtain your personal data and how we treat it.

Section 2.1 Representatives of our Existing or Prospective Customers and Vendors
Section 2.2 Individual Customers
Section 2.3 Visitors to Premises
Section 2.4 Website Visitors

2.1 Representatives of our Existing or Prospective Customers and Vendors

We may collect personal data related to employees, directors, authorised signatories, in other words, representatives of Nissin’s existing or prospective customers or vendors.

A – Sources of personal data
B – Personal data that we collect and process
C – Why do we collect your personal data and what are our lawful bases for it?
D – How long do we keep your personal data?

A – Sources of personal data

We may obtain your personal data from the following sources:

a) from you directly,
b) from a company that employs you, if you are an employee of our existing or prospective customer or vendor,
c) from Nissin’s affiliates;
d) during networking events that we have either hosted, or sponsored, or attended; and/or
e) from publicly available sources (for example, your company website).

B – Personal data that we collect and process

We may collect the following categories of personal data relating to our existing or prospective customers’ or vendors’ employees, officers, authorised signatories, and other associated individuals:

a) name;
b) business address;
c) business email address;
d) business telephone number; and/or
e) job title.

C – Why do we collect your personal data and what are our lawful bases for it?

Representatives of our Existing or Prospective Customers and Vendors

We may use your personal data to: Our lawful basis for doing so is: Our legitimate interests in doing so are:
Provide you with our products or services or receive products or services from you Legitimate Interest Efficiently fulfil our contractual and legal obligations
Management Reporting (including at an intra-group level)
Establish and manage our relationship Legitimate Interest Efficiently fulfil our contractual and legal obligations
Account Management
Understand the market in which we operate
Management Reporting (including at an intra-group level)
Exercise or defend legal claims
Learn about how our products and services are or may be used Legitimate Interest Understand the market in which we operate
Management Reporting (including at an intra-group level)
Security Legitimate Interest Managing security, risk and fraud prevention
Management Reporting (including at an intra-group level)
Let you know about our products, services and events that may be of interest to you by letter, telephone, email or other forms of electronic communication Legitimate Interest Promote our goods and services
Management Reporting (including at an intra-group level)

If you object to us using your personal data for these purposes, including direct marketing, please let us know using the email address provided in section 1.

Where we use your email to communicate marketing information to you we will seek your prior consent where required to do so by law.

D – How long do we keep your personal data?

We will keep and Process your Personal Data only for as long as is necessary for the purposes for which it was collected in connection with your business relationship with us, unless we have a legal right or obligation to retain the data for a longer period, or the data is necessary for the establishment, exercise or defence of legal claims.

2.2 Individual Customers

We may collect personal data related to individual customers, i.e. individuals whose personal data we have been requested to process by our corporate customers.

A – Sources of personal data
B – Personal data that we collect and process
C – Why do we collect your personal data and what are our lawful bases for it?
D – How long do we keep your personal data?

A – Sources of personal data

We may obtain your personal data from the following sources:

a) from you directly via our websites and other technical systems (this includes email, instant messaging systems, telephones, voicemail),
b) from a company that employs you, if you are an employee of our existing customer,
c) from Nissin’s affiliates;

B – Personal data that we collect and process

We may collect the following categories of personal data relating to our existing or prospective customers’ or vendors’ employees, officers, authorised signatories, and other associated individuals:

a) name;
b) home address;
c) personal and/or business email address;
d) home and/or business telephone number;
e) date of birth;
f) family members and their dates of birth, whose details you supply to us. Please note that it is your responsibility to obtain consent from adult family members for sharing their personal data with us prior to providing their personal information to us;
g) proof of employment;
h) bank account details;

i) job title;
j) financial details;
k) nationality;
l) passport details; and/or
m) visa details.

C – Why do we collect your personal data and what are our lawful bases for it?

Individual Customers

We may use your personal data to: Our lawful basis for doing so is: Our legitimate interests in doing so are:
Provide you with our products or services (for example, removal services) Legitimate Interest Efficiently fulfil our contractual and legal obligations

Management Reporting (including at an intra-group level)
Establish and manage our relationship Legitimate Interest Efficiently fulfil our contractual and legal obligations
Account Management
Understand the market in which we operate
Management Reporting (including at an intra-group level)
Exercise or defend legal claims
Learn about how our products and services are or may be used (this covers statistical analysis, analysis of purchasing preferences and improving services) Legitimate Interest Understand the market in which we operate
Management Reporting (including at an intra-group level)
Security (this covers security vetting, investigating claims, complaints and allegations of criminal offences, or ensuring confidentiality of commercially sensitive information or preventing unauthorised access and modifications to our systems) Legitimate Interest Managing security, risk and fraud prevention
Management Reporting (including at an intra-group level)
Let you know about our products, services and events that may be of interest to you by letter, telephone, email or other forms of electronic communication Legitimate Interest Promote our goods and services
Management Reporting (including at an intra-group level)

If you object to us using your personal data for these purposes, including direct marketing, please let us know using the email address provided in section 1.

Where we use your email to communicate marketing information to you we will seek your prior consent where required to do so by law.

D – How long do we keep your personal data?

We will keep and Process your Personal Data only for as long as is necessary for the purposes for which it was collected in connection with your business relationship with us, unless we have a legal right or obligation to retain the data for a longer period, or the data is necessary for the establishment, exercise or defence of legal claims.

2.3 Visitors to Our Premises

A – Sources of personal data
B – Personal data that we collect and process
C – Why do we collect your personal data and what are our lawful bases for it?
D – How long do we keep your personal data?

A – Sources of personal data

We may obtain your personal data from you directly and from our systems’ records.

B – Personal data that we collect and process

a) name;
b) business contact details;
c) organisation;
d) role;
e) time and date of your visit; and/or
f) image (for example, from CCTV cameras at our premises).

C – Why do we collect your personal data and what are our lawful bases for it?

Visitors to our Premises

We may use your personal data to: Our lawful basis for doing so is: Our legitimate interests in doing so are:
Security Legitimate Interest Managing security, risk and crime prevention
Maintain records of visitors to our premises Legitimate Interest Management Reporting

If you object to us using your contact details for these purposes, please let us know using the email address provided in section 1.

D – How long do we keep your personal data?

We keep your personal data for as long as necessary to ensure security of our office visitors and as soon as it is no longer necessary we delete it.

2.4 Website Visitors

A – Sources of personal data of personal data
B – Personal data that we collect and process
C – Why do we collect your personal data and what are our lawful bases for it?
D – How long do we keep your personal data?

A – Sources of personal data

We may obtain your personal data from the following sources:

a) from you directly (for example, at the time you submitted our online contact form);
b) from your device or browser; and/or

If you contact us, we may keep a record of that correspondence.

B – Personal data that we collect and process

a) name;
b) company name;
c) home and/or business telephone number;
d) personal and/or business email address;
e) username;
f) operating system;
g) browser type;
h) cookie data (for more information please see our Cookie Notice);
i) preferences regarding online marketing; and/or
j) IP address.

C – Why do we collect your personal data and what are our lawful bases for it?

Website Visitors

We may use your personal data to: Our lawful basis for doing so is: Our legitimate interests in doing so are:
Provide our website services to you Legitimate Interest Website Management
Promote our goods and services
Account Management
Establish and manage our relationship Legitimate Interest Understand the market in which we operate
Management Reporting (including at an intra-group level)
Account Management
Learn about our websites(s) users’ browsing patterns and the performance of our website(s) Legitimate Interest Website Management
Security Legitimate Interest Managing security, risk and crime prevention
Management Reporting (including at an intra-group level)
Let you know about our products, services and events that may be of interest to you by letter, telephone, email or other forms of electronic communication Legitimate Interest Promote our goods and services
Management Reporting (including at an intra-group level)
Learn about how our products or services may be used Legitimate Interest Understand the market in which we operate
Management Reporting (including at an intra-group level)

If you object to us using your contact details for these purposes, including direct marketing, please send us an email using the email address in section 1.

Where we use cookies or similar technologies we will seek your prior consent where required to do so by law.

Where we use your email to communicate marketing information to you we will seek your prior consent where required to do so by law.

D – How long do we keep your personal data?

We will keep and process your personal data only for as long as is necessary for the purposes for which it was collected in connection with your requests via our website.

3. Who do we share your personal data with

We do not sell your personal data to third parties.

Nissin’s Affiliates
We may share your personal data with Nissin’s affiliates.

Our Partner Organisations and Service Providers
We may disclose information about you to organisations that provide a service to us, on the understanding that they will keep the information confidential and will comply with the GDPR and other relevant data protection laws.

We may share your information with the following types of service providers:

a) technical support providers who assist with our website and IT infrastructure;
b) third party software providers, including ‘software as a service’ solution providers, where the provider hosts the relevant personal data on our behalf;
c) professional advisers such as solicitors, accountants, tax advisors, auditors and insurance brokers;
d) providers that help us generate and collate reviews in relation to our goods and services; and/or
e) service providers that assist us in providing our services.

Law enforcement or government bodies
We may disclose your personal data as permitted by law to provide services to you, in order to investigate, prevent or take action regarding illegal activities, suspected fraud, violation of our intellectual property rights, situations involving potential threats to the physical safety of any person, violation of our Terms and Conditions or other agreements, or as required by law.

Company Mergers and Takeovers
We may transfer your personal data to potential purchasers and their advisors, subject to appropriate confidentiality obligations, in the event we decide to dispose of all or parts of our business.

4. Transfers of personal data outside the EU/European Economic Area

If and when transferring your personal data outside the EEA, we will only do so using one of the following safeguards:

a) the transfer is to a non-EEA country which has an adequacy decision by the EU Commission;
b) the transfer is covered by a contractual agreement, which covers the GDPR requirements relating to transfers to countries outside the EEA;
c) the transfer is to an organisation which has Binding Corporate Rules approved by an EU data protection authority; or
d) the transfer is to an organisation in the US that is EU-US Privacy Shield certified.

International transfers with Nissin affiliates, including Nissin Corporation in Japan, are governed by EU Commission-approved Standard Contractual Clauses for Controllers and, where relevant, for Processors.

We may also transfer your data to third-party vendors outside the EU/EEA, such as our operation management systems providers. Where we do so, the Standard Contractual Clauses or other safeguards approved by the European Commission are in place to safeguard that personal data.

You may request a copy of these agreements by contacting us using the email address in section 1.

5. Your Rights

The GDPR provides you with certain rights in relation to the processing of your personal data, including to:

  • Request access to personal data about you (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you, and to check that we are lawfully processing it.
  • Request rectification, correction, or updating to any of the personal data that we hold about you. This enables you to have any inaccurate information we hold about you corrected.
  • Request personal data provided by you to be transferred in machine-readable format (“data portability”).
  • Request erasure of personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove personal data where you have exercised your right to object to processing (see below).
  • Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you (e.g. if you want us to establish its accuracy or the reason for processing it).
  • Object to the processing of your personal data in certain circumstances. This right may apply where the processing of your personal data is based on the legitimate interests of Company, as explained above.
  • Withdrawal of consent. If we rely on your consent (for example, when setting cookies on your device or for direct marketing), you may withdraw your consent at any time.

These rights are not absolute and are subject to various conditions under:

  • applicable data protection and privacy legislation; and
  • the laws and regulations to which we are subject.

If you would like to exercise any of your rights set out above, you can contact us by emailing using the email address in section 1.

If you are unhappy with how we have dealt with your request or concern, you have the right to file a complaint with the Information Commissioner’s Office, the UK supervisory authority. For more details, please visit the ICO’s website: https://ico.org.uk/concerns/handling/.

6. Retention period

We will keep and Process your Personal Data only for as long as is necessary for the purposes for which it was collected in connection with your relationship with us, unless we have a legal right or obligation to retain the data for a longer period, or the data is necessary for the establishment, exercise or defence of legal claims.