NISSIN (U.K.) LIMITED
PRIVACY NOTICE FOR OUR CUSTOMERS AND OTHER BUSINESS RELATED PERSONAL DATA
NISSIN (U.K.) LTD. (the “Nissin” or “we” or “us” or “our”) understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our customers and other busines related personnel 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.
1. Who is responsible for processing your data and how to contact?
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.
Nissin 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 dataprotection@nissinuk.com or sent by post to Unit 5 Horton Industrial Park, Horton Road, West Drayton UB7 8JD, United Kingdom.
2. What Is Personal Data?
Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details,
but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
3. What Are Your Rights?
Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
- The right to be informed about our collection and use of your personal data.
- The right to access the personal data we hold 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.
- The right to have your personal data rectified if any of your personal 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 personal data that we hold.
- The right to restrict (i.e. prevent) the processing of your personal data.
- The right to object to us using your personal data for a particular purpose or purposes.
- The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
- The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
- Rights relating to automated decision-making and profiling. we do not use your personal data in this way.
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.
Further information about your rights can also be obtained from the Information
Commissioner’s Office or your local Citizens Advice Bureau.
It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.
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/make-a-complaint/
We would welcome the opportunity to resolve your concerns ourselves, however, so please
contact us first, using the email address in section 1.
4. 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 4.1 Representatives of our Existing or Prospective Customers and Vendors
- Section 4.2 Individual Customers
- Section 4.3 Visitors to Premises
- Section 4.4 Website Visitors
4.1 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 | 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 | Understand the market in which we operate
Management Reporting (including at an intra-group level) |
|
| Security | 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 | 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 defense of legal claims.
4.2 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 | Efficiently fulfil our contractual and legal obligationsAccount ManagementUnderstand the market in which we – 6 -operateManagement 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) | 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) | 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 | 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 defense of legal claims.
4.3 Visitors to Our Premises
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 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.
4.4 Website Visitors
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 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 Policy);
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 | 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) | Website Management | |
| Security | 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 | Promote our goods and services
Management Reporting (including at an intra-group level) |
|
| Learn about how our products or services may be used | 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.
5. 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 Data Protection Legislation.
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 bylaw.
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
6. How and Where Do We Store or Transfer Your Personal Data?
We will store some of your personal data in the UK. This means that it will be fully protected under the Data Protection Legislation.
We will store some of your personal data within the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the EU GDPR and/or to equivalent standards by law. Transfers of personal data to the EEA from the UK are permitted without additional safeguards.
If and when transferring your personal data outside the UK, we will only do so using one of the following safeguards:
a) the transfer is to a country which has an adequacy decision by the UK;
b) the transfer is covered by a contractual agreement, which covers the Data Protection Legislation requirements relating to transfers to countries outside the UK;
c) the transfer is to an organisation which has Binding Corporate Rules approved by an UK data protection authority.
International transfers with Nissin Corporation in Japan or Nissin affiliates in EEA are deemed to provide adequate levels of protection for personal data.
International transfers with other Nissin affiliates are governed by EU approved Standard Contractual Clauses for Controllers and, where relevant, for Processors.
We may also transfer your data to third-party vendors outside the UK, such as our operation management systems providers. Where we do so, the Standard Contractual Clauses or other safeguards approved by the UK data protection authority 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.
7. 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 defense of legal claims.
8. How Can You Access Your Personal Data?
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 shown in section 1. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.
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 one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal 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. Changes to This Privacy Policy
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.
Any changes will be immediately posted on Our Site. This Privacy Policy was last updated on 1st April 2021
