Privacy Policy

1 Introduction

1.1 Summary

Codelocks believe you should know what data we collect from you and how we use it. Our policy explains the what, how and why of the information we collect and how we use it, and the control you have regarding your own data. Codelocks are committed to transparency and takes your privacy very seriously. In preparation for the new data protection laws we have updated our Privacy and Personal Data Protection Policy. In its everyday business operations Codelocks Ltd makes use of a variety of data about identifiable individuals, including data about:

Current, past and prospective employees
Customers
Users of its websites
Subscribers
Other stakeholders

In collecting and using this data, the organisation is subject to a variety of legislation controlling how such activities may be carried out and the safeguards that must be put in place to protect it.

The purpose of this policy is to set out the relevant legislation and to describe the steps Codelocks Ltd is taking to ensure that it complies with it.

This control applies to all systems, people and processes that constitute the organisation’s information systems, including board members, directors, employees, suppliers and other third parties who have access to Codelocks Ltd systems.

1.1.1 Data we collect

Data is any personal information that you provide to us and which is recorded and used by us and by which you can be identified. We process your personal data primarily based on Legitimate Interest as a business but only if necessary for the propose we collected it for. We also process data based on contractual and transactional obligation where necessary. We process and use your information only for the following purposes:

Processing your orders, including despatch, payment and returns
Sales and marketing activities such as calls, emails, web sign ups, and other types of communications
Details of visits to our website, apps and digital services, the pages and resources that are accessed including but not limited to, traffic data, location data and other communication data that may assist us in understanding and improving how visitors use our website
Customer services activities such as calls, emails, training and support
To prevent or detect fraud or abuses of our websites, apps and digital services
To administer and provide technical support for our website, apps and digital services

In addition to the data collected for the above purposes, the following data is collected:

Technical information generated during the use of our apps for technical support and debugging purposes
When you create an account, your email address will be collected for the purpose of signing-in and to provide service related information only unless you specifically request marketing information in addition.
With our apps, software versions and hardware models may be recorded for technical support purposes
When using our website, apps and digital services information that may provide location indications such as your IP address and if requested and granted, more specific location information.
When using our apps and digital services, log information related to your use of the services and connected products is an intrinsic part of the overall product or service provided. As such, this information is stored on our servers.

When you shop on our website, we will ask you to input and we will collect personal information from you such as name, email address, address, telephone numbers (s) and product selections. Credit or debit card details, including billing address, are not collected or processed by Codelocks. These details are processed securely via our third payment processors including WorldPay, Stripe and PayPal.

1.1.2 Disclosure - Who do we share your personal data with?

We sometimes share your personal data with trusted third parties, to carry out certain activities on our behalf that involve the processing of personal information. For example, we may engage third party service providers to fulfil orders and deliver packages including the direct shipping of orders direct from manufacturing or distribution facilities.

In order to deliver our apps and digital services, data is hosted and processed by selected external services including Amazon AWS (web services), JPush (push notifications), Apple (app services) and Google (app services). These services constitute an intrinsic component of the product or service requested, provided or sold. We do not facilitate nor actively provide data to any organisations other than for the specific purposes of providing our website, apps and digital services and undertaking actions requested via the Customer's use of those services.

1.1.3 Other documents

The following policies and procedures are relevant to this document:

Data Protection Impact Assessment Process
Personal Data Mapping Procedure
Legitimate Interest Assessment Procedure
Information Security Incident Response Procedure
GDPR Roles and Responsibilities
Records Retention and Protection Policy

2 Privacy and Personal Data Protection Policy

2.1 The General Data Protection Regulation

The General Data Protection Regulation 2016 (GDPR) is a piece of legislation that affects the way that Codelocks Ltd carries out its information processing activities. GDPR is designed to protect the personal data of citizens of the European Union. It is Codelocks Ltd’s policy to ensure that our compliance with the GDPR and other relevant legislation is clear and demonstrable at all times.

2.2 Definitions

There are a total of 26 definitions listed within the GDPR and it is not appropriate to reproduce them all here. However, the most fundamental definitions with respect to this policy are as follows:

Personal data is defined as:

any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person;

‘processing’ means:

any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction;

‘controller’ means:

the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law;

2.3 Principles Relating to Processing of Personal Data

There are a number of fundamental principles upon which the GDPR is based.

These are as follows:

1. Personal data shall be:

(a) processed lawfully, fairly and in a transparent manner in relation to the data subject (‘lawfulness, fairness and transparency’);

(b) collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall, in accordance with Article 89(1), not be considered to be incompatible with the initial purposes (‘purpose limitation’);

(c) adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed (‘data minimisation’);

(d) accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay (‘accuracy’);

(e) kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) subject to implementation of the appropriate technical and organisational measures required by this Regulation in order to safeguard the rights and freedoms of the data subject (‘storage limitation’);

(f) processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures (‘integrity and confidentiality’).

2. The controller shall be responsible for, and be able to demonstrate compliance with, paragraph 1 (‘accountability’).

Codelocks Ltd will ensure that it complies with all of these principles both in the processing it currently carries out and as part of the introduction of new methods of processing such as new IT systems.

2.4 Rights of the Individual

The data subject also has rights under the GDPR. These consist of:

The right to be informed
The right of access
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object
Rights in relation to automated decision making and profiling.

Each of these rights are supported by appropriate procedures within Codelocks Ltd that allow the required action to be taken within the timescales stated in the GDPR.

These timescales are shown in Table 1.

Data Subject Request	Timescale
The right to be informed	When data is collected (if supplied by data subject) or within one month (if not supplied by data subject)
The right of access	One month
The right to rectification	One month
The right to erasure	Without undue delay
The right to restrict processing	Without undue delay
The right to data portability	One month
The right to object	On receipt of objection
Rights in relation to automated decision making and profiling	Not specified

Table 1 - Timescales for data subject requests

2.5 Lawfulness of Processing

There are six alternative ways in which the lawfulness of a specific case of processing of personal data may be established under the GDPR. It is Codelocks Ltd policy to identify the appropriate basis for processing and to document it, in accordance with the Regulation. The options are described in brief in the following sections.

2.5.1 Consent

Unless it is necessary for a reason allowable in the GDPR, Codelocks Ltd will always obtain explicit consent from a data subject to collect and process their data. In case of children below the age of 16 (a lower age may be allowable in specific EU member states) parental consent will be obtained. Transparent information about our usage of their personal data will be provided to data subjects at the time that consent is obtained and their rights with regard to their data explained, such as the right to withdraw consent. This information will be provided in an accessible form, written in clear language and free of charge.

If the personal data are not obtained directly from the data subject then this information will be provided to the data subject within a reasonable period after the data are obtained and definitely within one month.

2.5.2 Performance of a Contract

Where the personal data collected and processed are required to fulfil a contract with the data subject, explicit consent is not required. This will often be the case where the contract cannot be completed without the personal data in question e.g. a delivery cannot be made without an address to deliver to.

2.5.3 Legal Obligation

If the personal data is required to be collected and processed in order to comply with the law, then explicit consent is not required. This may be the case for some data related to employment and taxation for example, and for many areas addressed by the public sector.

2.5.4 Vital Interests of the Data Subject

In a case where the personal data are required to protect the vital interests of the data subject or of another natural person, then this may be used as the lawful basis of the processing. Codelocks Ltd will retain reasonable, documented evidence that this is the case, whenever this reason is used as the lawful basis of the processing of personal data. As an example, this may be used in aspects of social care, particularly in the public sector.

2.5.5 Task Carried Out in the Public Interest

Where Codelocks Ltd needs to perform a task that it believes is in the public interest or as part of an official duty then the data subject’s consent will not be requested. The assessment of the public interest or official duty will be documented and made available as evidence where required.

2.5.6 Legitimate Interests

If the processing of specific personal data is in the legitimate interests of Codelocks Ltd and is judged not to affect the rights and freedoms of the data subject in a significant way, then this may be defined as the lawful reason for the processing. Again, the reasoning behind this view will be documented.

2.6 Privacy by Design

Codelocks Ltd has adopted the principle of privacy by design and will ensure that the definition and planning of all new or significantly changed systems that collect or process personal data will be subject to due consideration of privacy issues, including the completion of one or more data protection impact assessments.

The data protection impact assessment will include:

Consideration of how personal data will be processed and for what purposes
Assessment of whether the proposed processing of personal data is both necessary and proportionate to the purpose(s)
Assessment of the risks to individuals in processing the personal data
What controls are necessary to address the identified risks and demonstrate compliance with legislation

Use of techniques such as data minimization and pseudonymisation will be considered where applicable and appropriate.

2.7 Contracts Involving the Processing of Personal Data

Codelocks Ltd will ensure that all relationships it enters into that involve the processing of personal data are subject to a documented contract that includes the specific information and terms required by the GDPR. For more information, see the GDPR Controller-Processor Agreement Policy.

2.8 International Transfers of Personal Data

Transfers of personal data outside the European Union will be carefully reviewed prior to the transfer taking place to ensure that they fall within the limits imposed by the GDPR. This depends partly on the European Commission’s judgement as to the adequacy of the safeguards for personal data applicable in the receiving country and this may change over time.

Intra-group international data transfers will be subject to legally binding agreements referred to as Binding Corporate Rules (BCR) which provide enforceable rights for data subjects.

2.9 Data Protection Officer

A defined role of Data Protection Officer (DPO) is required under the GDPR if an organisation is a public authority, if it performs large scale monitoring or if it processes particularly sensitive types of data on a large scale. The DPO is required to have an appropriate level of knowledge and can either be an in-house resource or outsourced to an appropriate service provider.

Based on these criteria, Codelocks Ltd does not require a Data Protection Officer to be appointed.

2.10 Breach Notification

It is Codelocks Ltd’s policy to be fair and proportionate when considering the actions to be taken to inform affected parties regarding breaches of personal data. In line with the GDPR, where a breach is known to have occurred which is likely to result in a risk to the rights and freedoms of individuals, the relevant supervisory authority will be informed within 72 hours. This will be managed in accordance with our Information Security Incident Response Procedure which sets out the overall process of handling information security incidents.

Under the GDPR the relevant DPA has the authority to impose a range of fines of up to four percent of annual worldwide turnover or twenty million Euros, whichever is the higher, for infringements of the regulations.

2.11 Addressing Compliance to the GDPR

The following actions are undertaken to ensure that Codelocks Ltd complies at all times with the accountability principle of the GDPR:

The legal basis for processing personal data is clear and unambiguous
All staff involved in handling personal data understand their responsibilities for following good data protection practice
Training in data protection has been provided to all staff
Rules regarding consent are followed
Routes are available to data subjects wishing to exercise their rights regarding personal data and such enquiries are handled effectively
Regular reviews of procedures involving personal data are carried out
Privacy by design is adopted for all new or changed systems and processes
The following documentation of processing activities is recorded:
Organisation name and relevant details
Purposes of the personal data processing
Categories of individuals and personal data processed
Categories of personal data recipients
Agreements and mechanisms for transfers of personal data to non-EU countries including details of controls in place
Personal data retention schedules
Relevant technical and organisational controls in place

These actions are reviewed on a regular basis as part of the management process concerned with data protection.

3 Cookies

3.1 Summary

Our Cookie Policy relating to ‘our website’ which includes the following URLs:

codelocks.com, codelocks.co.uk, codelocks.us, codelocks.com.au, codelocks.eu, codelocks.ae, kitlock.com, kitlock.co.uk, kitlock.us, kitlock.eu, kitlock.de, kitlock.com.au, codelockssupport.com and codelocksportal.net.

Encrypted cookies are used for the shopping cart and related functions which include but are not limited to currency selection and language selection. These cookies are necessary for the operation of our website. Should you choose not to accept cookies, which you may do via the existing features or plugins of web browsers, please be aware that you will not be able to make any purchases from our website. In addition, by choosing not to accept cookies other functionality may also be reduced. These encrypted cookies are not used for tracking purposes and can only be used on our website.

3.2 What cookies do we use?

Essential cookies:These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, and to use online forms.
Analytical cookies:They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
Marketing cookies:These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences. These cookies also record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website, the advertising displayed on it and communications sent more relevant to your interests.

4 Website

4.1 Links to other websites

Our website includes links to other websites. We are not responsible for the data protections and privacy practises of these organisations, including their website. This Privacy and Personal Data Protection Policy applies to Codelocks Ltd only.

To view our full Privacy Policy document please click here.