PRIVACY POLICY

** Please note that all telephone calls are recorded for Quality and Training Purposes **

 

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Data Security and Information Assurance Policy (incorporating Data Privacy)

1. Introduction

1.1. Bournes (the "Company") is committed to maintaining and protecting the information it holds on its customers and its operations. This includes protection from theft, loss or corruption through external or internal sources and contingency planning in the event of systems failure.

1.2. Bournes is committed to a policy of protecting the rights and freedoms of individuals with respect to the collection, processing and storage of their personal data (by electronic and/or paper means) and complies with The Data Protection Act and its 8 basic principles that ensure that data shall be:

  • Fairly and lawfully processed
  • Processed for limited purposes
  • Adequate, relevant and not excessive
  • Accurate and where necessary kept up to date
  • Not kept for longer than is necessary
  • Processed in line with your rights
  • Secure
  • Not transferred to other countries without adequate protection

2. Management

2.1. All staff involved in the collection, processing and storage of personal information are trained with regards to their responsibilities within the Data Protection act and are aware of guidelines to aid compliance.

2.2. Employees have a responsibility to comply with this policy and to co-operate with supervisors and managers on Security and Information Assurance matters. They should not interfere with anything provided to safeguard data and information. They are responsible for notifying the Finance and IT Director of any potential risks / hazards or regarding any concerns they may have.

2.3. All partners, subcontractors and suppliers are issued with a copy this privacy notice and are made aware of their obligations to comply.

2.4. Bournes complies with the law as set out in the Data Protection Act.

2.5. Bournes consults with external IT specialists with regard to this policy.

2.6. The Finance and IT Director has overall responsibility for Security and Information Assurance as well as day-to-day responsibility for ensuring this policy is put into practice.

3. Data Privacy Notice

3.1. It is the nature of our business that we need to collect, process, use and retain non-public personal information and we know that privacy is important to everyone. It is important to us that our customers, employees and other individuals with whom we work can trust us in taking care of their non-public information. We are committed to respecting those individuals whose personal information we handle in running our business and delivering our services in accordance with applicable law, our own policies and those of the professional standards to which we are certified.

3.2. Bournes operate a strict Data Security and Information Assurance policy which sets out our commitment to maintaining and protecting the information we hold in compliance with the UK Data Protection Act and the FIDI FAIM Privacy Principles.

  • We collect, process, store and disclose information only for the purpose intended and always with consent.
  • We ensure non-public data is protected by appropriate security procedures with significant access controls to safeguard from loss, damage or unauthorised access at all times.
  • We do not keep information for longer than necessary in order to fulfil required services and comply with legal regulations. We ensure that after this date information is securely disposed of or deleted.
  • We strive to ensure the data we hold is accurate and up to date and provide reasonable access to individuals to view and update their information.

3.3. All employees, partners, subcontractors and suppliers are responsible for ensuring that we protect the rights and freedoms of individuals in compliance with data protection laws.

3.4. Employees, partners, subcontractors and suppliers should familiarise themselves with the Data Security and Information Assurance policy and their obligations under it, any non-compliance will be treated seriously and may involve disciplinary action.

3.5. Should you have additional questions please contact Bournes Quality Manager at the following details:

Hayley Couzens
Quality and Training Manager
customerservice@bournesmoves.com
01797 228000

4. Choice and consent

4.1. We will not collect, use, retain or disclose your personal information without consent. In many cases we will directly ask for your consent, however in other cases this may be implied because of your action for example in completing website forms or customs documentation. By providing your personal information to us you give your explicit consent with respect to its collection, use and disclosure as described in this notice.

5. Collection

5.1. We shall obtain and process personal data fairly and in accordance with statutory and legal obligations. We collect information for the sole purpose of providing our various services.

5.2. We may retrieve data from our website, our phone conversations, email or any of the forms that we may require you to complete. We may also obtain personal information via an authorised third party via another service that has been provided by them, with your consent, for example if you have been referred to us by a friend or have used a comparison site.

6. Use, retention, and disposal

6.1. We limit the use of personal information to the sole purpose of running our business as described in section 2. We retain information for only as long as necessary to fulfil our requirements under the scope that you have given or as required by law or other regulations we are obligated to comply with. Thereafter we will appropriately and securely dispose of this information.

6.2. All sensitive cardholder data stored and handled must be securely protected against unauthorised use at all times. Any sensitive card data that is no longer required for business reasons must be discarded in a secure and irrecoverable manner.

6.3. It is strictly prohibited to store:

6.3.1. The contents of the payment card magnetic stripe (track data) on any media whatsoever.
6.3.2. The CVV/CVC (the 3 or 4 digit number on the signature panel on the reverse of the payment card) on any media whatsoever.
6.3.3. The PIN or the encrypted PIN Block under any circumstance.

7. Access

7.1. You may reasonably access and update your personal information by contacting customerservice@bournesmoves.com

8. Disclosure to third parties

8.1. We shall use and disclose your personal data only in circumstances that are necessary for the purposes for which we collected the data. For example we may share a customer's contact details with an international agent providing services on our behalf. All parties who we may disclose data to are aware of this policy and their commitment to comply.

8.2. We will never sell your information to third parties.

9. Security for privacy

9.1. Electronic Information:

Bournes servers and all information stored locally are protected by a hardware firewall that is preventing unauthorised intrusion into the network. Software solutions are also in place which constantly scan for malware and viruses on the network.

9.2. Web Based Redsky Security:

Bournes utilise the Redsky Relocation Management system. This is a web based software platform. The security or access control is one of the most important features in the system especially when it's catering to a multi-company hosted application like RedSky.

Full details of Redsky Security features are available on request.

9.3. Access to Computers:

All computers within Bournes sites and company laptops used remotely are protected by unique usernames and user defined passwords. All staff are required to lock computers whenever away from their work station.

9.4. Access Control – Hard Copy and Data Files

All staff are required to ensure that any files not in current use are stored in filing cabinets and locked at all times when offices are unoccupied. Any waste documentation produced is shredded and disposed of immediately.

9.5. Data Integrity and Safeguards Programme

To ensure continuity of availability of data, a number of measures are taken:

  • All licensed software is stored outside the office securely.
  • A comprehensive back-up procedure is in operation.
  • All databases are fully backed up, either daily or weekly, including the logs.

10. Quality

10.1. We maintain accurate, complete and relevant personal information as far as reasonably possible and only for the purposes identified in this notice.
10.2. Please note we have shared responsibility with regard to data accuracy so please take care to ensure the information you provide is up to date and correct and to let us know if there are any changes.

11. Monitoring and enforcement

11.1. We monitor compliance with this procedure and our privacy notice. All parties responsible for compliance are aware that any breach may lead to action being taken against them.
11.2. Risk assessments will be undertaken and recorded by the Finance and IT Director in consultation with IT providers.
11.3. Action required to remove or control risks will be approved and actioned the Finance and IT Director in consultation with IT providers.
11.4. This procedure and related policies will be reviewed regularly in light of any legislative or other relevant developments.
11.5. If you believe your information is not handled in accordance with the applicable law or our privacy policies you may submit a complaint to the Quality Manager as at section 3.

 

WHO WE ARE

Our company is known for the way it looks after customers. This reputation is built on over 140 years of trust and the passionate team of people that have always believed in Bournes commitment to deliver excellent customer experiences.

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