Privacy Policy

What is Personal Data, and What Does Processing Mean?

Personal data includes all information that can be directly or indirectly linked to a living individual, such as name, location data, and an online identifier, or to one or more factors specific to that natural person's physical, physiological, genetic, mental, economic, cultural, or social identity.

Processing is more or less any use of personal data. According to law, processing means any operation or set of operations 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.

Security Processing

Zot uses and processes your data in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and accidental loss, destruction, or damage. It uses technical or organisational measures to ensure that integrity, confidentiality, and availability are always maintained.

Who is Responsible for Your Personal Data?

Zot Engineering Ltd is the controller, where we determine the purposes and means of processing your personal data. This means we are responsible for what we do with your personal data and that we do so in accordance with the law.

We are registered with the Information Commissioner's Office and our registration reference is Z5768052.

You can contact us at Zot Engineering Ltd., Inveresk Mills Industrial Park, Musselburgh, EH21 7UQ, or through our website www.zot.co.uk.

What Personal Data Does Zot Collect About You?

The following personal data may be processed within our customer relationship:

• Contact information (such as name, e-mail address and telephone number)
• Customer category
• Contact preferences

The following personal data may be processed within our partner relationship:

• Contact information (such as name, e-mail address and telephone number)

The following personal data may be processed within our recruitment relationship:

When you apply for a job position through our application form or any other communication channel, we may process the following personal data about you:

• Contact information (such as name, e-mail address and telephone number)
• Information from your Curriculum Vitae, such as work experience, former employers, references and other information that you provide us with

We require contact information about your qualifications, skills and experience and your references to decide whether we will enter into an employment contract with you. Failure to provide this information may mean we reject your application. This does not prevent you from applying for other jobs with us.

Why Does Zot Process Your Personal Data?

Zot will collect and process personal customer data within the scope of our customer relationship processes for the following purposes:

• Completing obligations to customers such as the execution of purchases, invoicing and providing support,
• Improve and optimise customer offering, such as product development and product features,
• Enable general customer care and customer service, such as answering questions,
• Storing customers' preferences for future interactions and communications from Zot,
• The data can also provide the basis for market and customer analyses, market research, statistics, business tracking, and method development related to the purchase of goods and services.

The personal data is processed based on Zot's legitimate interest in maintaining and documenting customer relationships and related activities, fulfilling agreements between Zot and our clients, and providing the products and services ordered.

Where a customer is a private individual, the processing of personal data for the execution of the purchase, invoicing, and support is necessary for the performance of the contract with the individual. Failure to provide sufficient personal data means we cannot enter into or fulfil the contract.

In addition, personal data is processed to help Zot comply with its legal statutory obligations stated in applicable legislation, such as accounting laws.

Zot will also collect and process data to identify and develop potential customers and present offers. This personal data is based on a legitimate interest in reaching out to new potential customers. Zot will provide information about collecting and processing personal data when the first interaction with the potential customer occurs. Individuals always have the right to object to the processing of their personal data.

Zot will collect and process data about suppliers and business partners to manage customer relationships, facilitate information access, and enhance communication to fulfil agreements and legal obligations.

Zot will collect and process data about job applicants to assess their suitability for employment with us and their right to work in the UK.

Retention Periods

Zot will retain customer personal data for the duration of our business relationship and for as long as necessary for our legitimate business purposes. If Zot and a customer do not interact for up to six years, we will erase that customer's personal data when it is no longer needed. Please note that retention periods may vary.

Product quality, design and tractability are vital for Zot. If you, in your role as a Zot customer, are involved in an information exchange regarding the design of our products, we will retain our information exchange regarding product design for as long as the product is being used in the market.

Personal data concerning customers, suppliers and business partners regarding verifications will be retained for at least six years from the end of the calendar year during which the relevant financial year ended for accounting purposes due to legal obligations.

We retain job applications, speculative CVs, and related information for six months from receipt.

Disclosure to Third Parties

When you interact with Zot as a customer, Zot may share your personal data with our suppliers, business partners, and other third parties to the extent necessary for Zot to provide its services.

When you interact with Zot as a supplier or business partner, Zot may disclose personal data to another business partner and/or supplier, such as factories, warehouses, and transportation suppliers. Zot may also share your personal data with governmental authorities to fulfil legal obligations in tax and customs, anti-fraud, and anti-money laundering legislation.

Your Rights

Once you have provided us with your personal data, in certain circumstances, you are entitled to;

• Request confirmation whether personal data is processed and obtain access to your information
• request the correction or updating of any inaccurate personal data we hold about you
• object to any processing of your personal data based on a legitimate interest, on grounds relating to your situation.
• have your personal data erased under certain circumstances, e.g. for direct marketing
• restrict the processing of your personal data under certain circumstances
• request information you provided to us on an automated basis returned to you in a structured, commonly used and machine-readable format, or sent directly to another company, where technically feasible ("data portability").

To exercise the abovementioned rights, please contact our Data Privacy Manager using the details below.

You have the right to complain to the Information Commissioner's Office, the UK's data protection regulator, about how we have processed your personal data. You can find further information about your rights and how to make a complaint at https://ico.org.uk/for-the-public/.

Security and International Transfers

Zot recognises and takes seriously our responsibility to protect the personal data you entrust to Zot from loss, misuse or unauthorised access. Zot uses various security technologies and organisational procedures to help protect your personal data, such as access controls, firewalls, antispam, antivirus, and secure servers. We encrypt certain data types, such as financial information and other sensitive data.

Personal data may be disclosed to external parties, such as service providers, who process personal data under Zot's instructions. Where such disclosure entails transfers of personal data outside the UK, Zot will ensure that appropriate safeguards are put in place prior to such transfers. A disclosure to any party based in a country that is a member of the European Economic Area will be based on adequacy regulations made by the UK Government, which confirms that the country provides an equivalent level of protection for your personal data.

Changes to This Privacy Policy

Zot reserves the right to change or add to this privacy policy occasionally and will post any material revisions on our websites. We will post a prominent policy on our privacy policy page to notify you of any significant changes to this privacy policy. We will indicate at the top of the policy when it was most recently updated. We encourage you to check back often to review the latest version.

Contact Information

If you have any queries about how Zot treat your information, the contents of this privacy policy or your rights under data protection law, please contact our Data Privacy Manager at data@zot.co.uk or phone 0131 653 6834.