Welcome to the privacy policy of Linnear Ltd trading as linnear cosec.
Linnear Ltd respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.
Please use the Glossary to understand the meaning of some of the terms used in this privacy policy.
1.1 Purpose of this privacy policy
a) This privacy policy aims to give you information on how Linnear Ltd collects and processes your personal data, including any data you may provide through our website (https://www.linnear.com) when you request a quote for our services.
b) Our website and our services are not intended for children and we do not knowingly collect data relating to children.
c) It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.
1.2 Controller
a) Linnear Ltd is the controller and responsible for your personal data (collectively referred to as the “Company“, “we“, “us” or “our” in this privacy policy).
b) We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.
1.3 Contact details
a) If you have any questions about this privacy policy or our privacy practices, please contact our data privacy manager in the following ways:
Full name of legal entity: Linnear Ltd
Company registration number: 12869168
Email address: enquiries@linnear.com
Postal address: 71-75, Shelton Street, Covent Garden, London, United Kingdom
b)You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
1.4 Changes to the privacy policy and your duty to inform us of changes
a) We keep our privacy policy under regular review. This version was last updated on 7 August 2024.
b) 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.
1.5 Status of those who use our website or order our products or services
a) We only provide services to corporate entities – i.e. not individuals. Therefore, all website users and customers who purchase services from us are “corporate subscribers” as defined in the Privacy and Electronic Communications (EC Directive) Regulations 2003.
2.1 Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
2.2 We may collect, use, store and transfer different kinds of personal data about you as follows:
a) Data which may be required for the provision of our Services:
i) Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth, passport number and gender.
ii) Contact Data includes billing address, delivery address, email address and telephone number;
iii) Information relating to the services in which you are seeking to obtain from us
iv) Information to enable us to undertake a credit or other financial checks on you
v) Information about your use of our IT, communication and other systems, and other monitoring information, e.g. if using our secure online client portal
vi) Your National Insurance and tax details
vii) Your bank and/or building society details
This data including that which is personal data, is required to enable us to provide our services to you. If you do not provide personal data we ask for, it may delay or prevent us from providing services to you.
b) Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
c) Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
2.3 We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
2.4 If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel services you have with us but we will notify you if this is the case at the time.
3.1 We use different methods to collect data from and about you including through:
a) Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
i) apply for our services;
ii) request marketing to be sent to you; or
iii) give us feedback or contact us.
b) Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.
c) Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:
i) Companies House
ii) Credit reference agencies
iii) the electoral register
iv) analytics providers
v) search information suppliers
vi) our suppliers
d) We may monitor, record, store and use any telephone, email or other communication with you to check any instructions given to us, for training purposes, crime prevention, and to improve the quality of our customer service
4.1 We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
a) where we need to perform the contract we are about to enter into or have entered into with you.
b) 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.
c) where we need to comply with a legal obligation.
4.2 Please refer to the glossary lawful basis at clause 1 to find out more about the types of lawful basis that we will rely on to process your personal data.
4.3 Generally, we do not rely on consent as a legal basis for processing your personal data.
4.4 Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
| Purpose/Activity | Type of data | Lawful basis for processing including basis of legitimate interest |
| To register you as a new customer | (a) Identity (b) Contact |
Performance of a contract with you |
| To process and deliver your order including:
(a) Manage payments, fees and charges |
(a) Identity (b) Contact (c) Financial (d) Transaction (e) Marketing & Communications |
(a) Performance of a contract with you (b) Necessary for our legitimate interests (to recover debts due to us) |
| To manage our relationship with you which will include:
(a) Notifying you about changes to our terms or privacy policy |
(a) Identity (b) Contact (c) Profile (d) Marketing & Communications |
(a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our services) |
| To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) | (a) Identity (b) Contact (c) Technical |
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation |
| To use data analytics to improve our website, services, marketing, customer relationships and experiences | (a) Technical (b) Usage |
Necessary for our legitimate interests (to define types of customers for our services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy) |
| To make suggestions and recommendations to you about services that may be of interest to you | (a) Identity (b) Contact (c) Technical (d) Usage (e) Profile (f) Marketing & Communications |
Necessary for our legitimate interests (to develop our services and grow our business) |
4.5 Marketing
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
4.6 Promotional offers from us
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services and offers may be relevant for you (we call this marketing).
You will receive direct marketing communications from us via email and/or SMS if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing.
Please note that it is not necessary for us to obtain your consent to direct marketing. This is because you are a “corporate subscriber”. However, you will always have the option to opt out of receiving direct marketing messages.
4.7 Third-party marketing
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
4.8 Opting out
You can ask us to stop sending you direct marketing messages at any time by logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences, by following the opt-out links on any direct marketing message sent to you or by contacting us at any time.
Where you opt out of receiving these direct marketing messages, you will still receive messages that are essential for administrative or customer service purposes.
4.9 Cookies
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see cookie policy.
4.10 Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
We may share your personal data with the parties set out below for the purposes set out in the table at clause 4.4 (Purposes for which we will use your personal data) above.
a) External Third Parties as set out in the Glossary at clause 10.2 below.
b) Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.
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.
We may use service providers who are located outside the UK, which means that an international transfer of your personal data is necessary.
Where an international transfer is required, we will ensure that we only transfer your personal data to countries that the UK has deemed to provide an adequate level of protection, or that we use specific standard contractual terms for the transfer, which are approved for use in the UK. You can request a copy of these terms by contacting us.
- Data security
7.1 We have put in place appropriate security measures 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 those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
7.2 We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. - Data retention
8.1 How long will you use my personal data for?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
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, regulatory, tax, accounting or other requirements.
By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see clause 9 (your legal rights) below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
9.1 Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:
a) Request access to your personal data (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.
b) Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
c) Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. 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. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
d) Object to processing of 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. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
e) Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
i) If you want us to establish the data’s accuracy.
ii) Where our use of the data is unlawful but you do not want us to erase it.
iii) 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.
iv) You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
f) 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. 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.
g) Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us.
9.2 No fee usually required
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 could refuse to comply with your request in these circumstances.
9.3 What we may need from you
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.
9.4 Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
10.1 LAWFUL BASIS
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service and the best and most secure experience. 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.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.
10.2 EXTERNAL THIRD PARTIES
a) Service providers acting as processors based in the United Kingdom who provide marketing and advertising services, and IT and system administration services including payment processors and credit and identity check service providers.
b) Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
c) HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
d) Other companies who are members of our corporate group acting as processors or joint controllers.