This privacy statement explains what personal data ICM UK Ltd collects from customers and how we obtain, use and store your data. It will also highlight your data protection rights and how to exercise these rights.
What data do we collect?
ICM UK Ltd collects the following data:
- Personal Identification information such as name, address (for billing), phone number, email address
- For clients from companies, institutions, museums, galleries and auction houses we will request additional information: direct contact details for the individual in contact with us (phone number, email address, job title), contacts for accounts teams, purchase orders and contact information for appointed shippers specific to individual projects.
- Data related to objects for treatment – We will ask for the age of the object, materials used in its’ construction, the maker, where it originates, where it is travelling to/from and past conservation/repair work. We understand this information can often be confidential, especially for high value items. However, we will only ask for information that will prove useful to the service we provide.
If you do not provide your personal data
ICM UK Ltd will only request personal data critical to the service we are providing. In instances where we require your personal data to inform the service we are offering and you fail to provide this information, ICM UK Ltd may not be able to fulfil and complete the project. This may result in delaying or the cancellation of the project.
How do we collect your data?
The vast majority of the data we collect will be directly from you, the client. We collect and process data when:
- You contact us via telephone or email requesting a quotation for treatment or booking in a treatment.
- You visit our premises in person to deliver or collect items.
- You use or view our website via your browser’s cookies
- For items from museums, galleries and auction houses; we will in some instances also obtain additional information regarding the object for treatment from the client’s own website / online collection database.
- We will also re-use existing stored personal data for returning clients and update as and when necessary.
Our company may also receive your data indirectly from the following sources:
- From shippers for deliveries and collections
- From lending or borrowing institutions (for exhibition loans)
- From Fine Art Consultants and Brokers, Auction Houses and PA’s scheduling treatments on behalf of the work’s owner
In any of these instances, ICM UK Ltd assumes that the third party source complies with GDPR regulations and ICM UK Ltd declines any liability for potential infringements by those third parties.
How will we use your data?
Our company collects your data so that we can:
- Record and process your request
- Book in, plan and execute your treatment
- Invoice and manage your accounts
- Email you newsletters with company and industry updates
Our company generates invoices via a third party accounting software, which some personal data will be used for; including your name and billing address.
How do we store your data?
Our company securely stores data digitally on the cloud provided by Microsoft. This service was, in part, selected due to its’ strong performance in security and data protection. Cloud-based data is stored at Microsoft Data Centres across the UK.
Access is only given to members of staff within ICM UK Ltd who require it to fulfil their work duties. The Office Manager and Operations Manager oversee cloud-based privacy controls to enhance the security of your personal information.
Digital files containing personal data are reviewed and updated regularly. Documents are retained for six years. This includes data relevant to our book keeping records, which is a legal requirement. After this time, they are permanently deleted. If the data is still deemed relevant after this three year period, permission will be sought from the individual to update and keep the data.
Hard copy data is kept to a minimum, is securely stored on site at our premises and destroyed after seven years.
ICM UK Ltd would like to send you newsletters to provide you with company news as well as events and industry updates.
If you have agreed to receive marketing material, you can always opt out at any later date.
We will not send your personal data to any third parties unless it is relevant to a live project. However, we will always seek your permission before doing so.
If you no longer wish to be contacted with our newsletters or marketing, please email us at email@example.com.
What are your data protection rights?
ICM UK Ltd would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following:
The right to access – You have the right to request ICM UK LtdK for copies of your personal data.
The right to rectification – You have the right to request that ICM UK Ltd corrects any information you believe is inaccurate. You also have the right to request ICM UK Ltd completes information you believe is incomplete.
The right to erasure – You have the right to request that ICM UK Ltd erases your personal data, under certain conditions.
The right to restrict processing – You have the right to request that ICM UK Ltd restricts the processing of your personal data, under certain conditions.
The right to object to processing – You have the right to object to ICM UK Ltd processing your personal data, under certain conditions.
The right to data portability – You have the right to request that ICM UK Ltd transfers the data that we have collected to another organization, or directly to you, under certain conditions.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: firstname.lastname@example.org.
Call us at: 020 8747 0900
Or write to us: 14 Bell Industrial Estate, Cunnington Street, London, W4 5HB
What are cookies?
A cookie is a text file that a website server places in the browser of your computer or mobile phone when you visit the website. The cookie contains a unique code that recognizes your browser while you visit the website (a ‘session’ cookie) or on later, repeated visits (a ‘permanent’ cookie). Cookies can be placed either by the server of the visited website or by any partners with which that website may happen to be working. The website server can read only those cookies that it has itself placed, it has no access to any other information that may also happen to be kept on your computer or on your mobile phone. Cookies are stored on your computer or your mobile phone in your browser folder. The content of a cookie usually consists of the name of the server that planted the cookie, an expiry date and a unique digital code.
Generally speaking, cookies clear the path and speed up the interaction between visitor and website and help the visitor to steer a course between the many and various parts of a website. Cookies may also be used to make the content of a website or the advertisement and publicity on a website of greater interest and use for the visitor and to adapt the same to his/her actual personal preferences and requirements.
Personal data may be stored in these cookies, either with your consent or because it is necessary for technical reasons to ensure correct use of the website (e.g., to be able to login).
For further information, visit allaboutcookies.org.
What types of cookies do we use and how do we use them?
There are a number of different types of cookies, however, our website uses:
Functionality – ICM UK Ltd uses these cookies so that we recognize you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mix of first-party and third-party cookies are used:
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How to manage your cookies
The simple fact of making use of the website means that you have given your consent to the storage and the possible use of certain necessary cookies on your computer or on your mobile phone. Your consent is however requested for other, non-essential cookies when opening the website.
You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.
Privacy policies of other websites
How to contact us
Email us at: email@example.com
Call us: 020 8747 0900
Or write to us at: 14 Bell Industrial Estate, Cunnington Street, London, W4 5HB
How to contact the appropriate authority
Should you wish to report a complaint or if you feel that ICM UK Ltd has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office.