Ministry of Ergonomics respects your privacy and is committed to protecting your personal data. This Privacy Policy tells you how we look after your personal data when you visit our website or purchase something from us. It will also inform you of your privacy rights and how the law protects you.

Who we are

We are iQ Workspace Ltd trading as ‘Ministry of Ergonomics’. We are a company incorporated and registered in England. Our company number is: 11508966. Our VAT number is: 301943627. Our Registered Address is Santis House, Curriers Close, Coventry, United Kingdom, CV4 8AW.

When we refer to “we”, “us” or ”our” in this policy, we are referring to iQ Workspace Ltd. We are the data ‘Controller’ in relation to the personal data you provide to us, which means we determine the purposes and the method in which your personal data is, or will be, processed.

Purpose of this privacy policy

This privacy policy aims to inform you how we collect and process your personal data so you can be confident when you shop with us that you know what your personal data is being used for and that it is being kept safe.

Third-party links

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.

How is your personal data collected?

We use different methods to collect data from you including:

• Direct interactions: You may give us your personal data by filling in forms or by corresponding with us in person, by email, by phone, by post or otherwise. This includes personal data you provide when creating an account with us and when you request marketing communications to be sent to you.

• Automated technologies or interactions: As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our Cookie Policy below for further information.
• Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources. For example, analytics providers such as Google.

Information we collect from you 

We may collect and process the following data about you:

• Account data: When you purchase goods from us, you will need to set up an account before you order. As part of this process, we collect your name, address, phone number and email address.
• Social media account handle: When you interact with us on social media platforms like LinkedIn, Facebook, Twitter, Instagram and Pinterest, then we may process your social media account handle and any other personal data you share with us on the relevant platform.
• Correspondence data: If you contact us, we may keep a record of that correspondence.
• Marketing data: If you consent to receiving updates about our brand, products and other changes we may use your name and email address to send you such updates by email.
• Payment data: If you are an existing customer, we will ask you if you would like us to store your payment card information to speed up the transaction process.
• Technical data: When you browse our website, we automatically collect some technical information about your visit to our website, including, but not limited to, the IP address used to connect your computer to the internet, your browser type and version and your browser plug-in types and version.

How we use your personal data

We will only use your personal data when the law allows us to. Mostly we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you (i.e. when you purchase something from us).
• Where we have your prior consent to use your personal data (for example, where you have consented to receiving marketing).
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Where we need to comply with a legal or regulatory obligation

We have outlined below all the ways we plan to use your personal data, and which of the legal bases we rely on to do so.

Please note that we may process your personal data for more than one legal basis depending on the specific purpose for which we are using your data. Please contact us if you need specific details about the legal basis we are relying on to process your personal data, where more than one basis has been listed.

[LEGAL BASIS TABLE]

Disclosure of your information  

We may have to share your personal data with the following third parties:

• External third-party service providers acting as processors who provide the following services: web hosting; metrics and analytics; and payment transaction processors.
• Customer service and inventory management software platforms.
• Professional advisors, including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
• HM Revenue & Customs, regulators and other authorities acting as processors, controllers or joint controllers who require reporting of processing activities in certain circumstances. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
• In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
• If iQ Workspace Ltd or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Data Security

We have appropriate security measures in place to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to employees, agents, contractors and other third parties who need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

All information you provide to us is stored on secure servers. Any payment transactions will be encrypted using SSL technology and using trusted third parties. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, no method of transmission of information via the internet is completely secure.

How long we store your personal data for

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. In some circumstances you can ask us to delete your data sooner, see below for further information.

Where we anonymise your personal data (i.e. so that it can no longer be associated with you) for further research or statistical purposes, then we may use this information indefinitely without further notice to you.

Cookies

Our website uses cookies in a number of ways. Usually this is to help us to provide you with a good experience when you browse our website, and to allow us to improve our site.

We use the following cookies:

• Strictly necessary 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.
• Analytical/performance 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.
• Functionality 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.
• Targeting cookies: These cookies 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 and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

Third-party cookies

Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.

How do I change my cookie settings?

Most web browsers allow some control of most cookies through the browser settings. You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org or www.allaboutcookies.org.

Your rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. If you wish to exercise any of the rights below, please contact us. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Access to your information

You have the right to ask for a copy of the information which we hold on 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.

Correcting personal data

You have the right to request that we correct personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold corrected, though we may need to verify the accuracy of the new data that you provide to us.

Deleting personal data

You may ask us to delete or remove personal data where there is no good reason for us continuing to process it. This is more commonly known as the ‘right to be forgotten’. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law.

Please note, however, that we may not always be able to comply with your request to delete or remove personal data for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Unsubscribing from our Mailing list

To unsubscribe from our mailing list, click the ‘unsubscribe’ link at the bottom of all Ministry of Ergonomics emails, or email help@ministryofergonomics.com.

Objecting to processing

You have the right to stop us processing your personal data for direct marketing purposes. We will always inform you if we intend to use your personal data for such purposes, or if we intend to disclose your information to any third party for such purposes. You can usually exercise your right to prevent such marketing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us.

You may also object to us processing your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Restriction of processing

This enables you to ask us to suspend the processing of your personal data in the following scenarios:

• if you want us to establish the data’s accuracy;
• where our use of the data is unlawful but you do not want us to erase it;
• where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
• you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Transferring your personal data

In certain circumstances, you may request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format.

Please note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdrawing consent

Where we are relying on consent to process your personal data you can withdraw your consent at any time. Please note that this will not affect the lawfulness of any processing carried out before you withdraw your consent.

Changes to our privacy policy

This version of our Privacy Policy was last updated on 10^th September 2021.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.