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Privacy notice

Frontpage Privacy notice
Office Supplies Shop (“Webshop”) Privacy Policy
Last updated: June 2023
1. Introduction
Sharp Business Systems UK PLC] ("we", "us", "Sharp") takes your privacy seriously. The following privacy policy describes our role as data controller, what data we collect on our websites, how and why we collect it and your rights to review this data.
As a responsible organisation, we have implemented a number of technical and organisational measures for maximum protection of personal data (such as name, address, email address and telephone number) that are processed through this website in order to comply with the General Data Protection Regulation (GDPR) and in accordance with any country-specific laws regarding the protection of personal data. However, internet-based data transmission is inherently subject to security deficiencies, which is why absolute protection cannot be guaranteed. For this reason, all natural persons have the possibility to transfer personal data to us via alternative methods, such as telephone.
The “Office Supplies” platform (“Webshop”) is provided to Sharp Business Systems UK PLC by Data Design AS – MBE 108 Postboks 1, Youngstorget 0028 OSLO, Norway
This Privacy Policy outlines Sharp’s data protection practices and processes related to the processing of any personal data via the online Office Supplies Shop. 
2. Name and address of controller
The controller of the General Data Protection Regulation, other EU privacy laws and other regulations related to data security are:
Sharp Business Systems UK PLC 01924 823455
Email: Dataprotection.sbsuk@sharp.eu (for requests for personal data)
Website: https://shop.sharp.co.uk/
As a data controller, we are responsible for how we archive, use and protect personal data. In addition, we are obliged to respond to inquiries regarding the use of your personal data. If you have any questions about how your personal data is processed, please contact us as below:
Sharp Europe has a data protection officer based at its London headquarters and data protection coordinators within each entity. For any queries related to data protection please contact our local data protection coordinator:
Email: Dataprotection.sbsuk@sharp.eu
3. Collection of personal data
We collect your personal data when you create an account with us, purchase products or services from us, fill out forms that we provide, send a report or notice regarding our products or services, contact us by phone or email or otherwise communicate with us directly.
We collect the following types of personal data:

  • Contact information: information that allows us to contact you, such as name, address, email address and phone number related to your account, an order or a request.
  • Payment information: payment or credit card information and bank account details that you provide when paying for products or services that you purchase from us.
  • Purchase and account history: records related to purchased products or services.
  • Personal data in reports or messages you send to us: If you send us information about our products or services through our website, we collect the personal data you provide.
  • Entries with discussions or questions: when contacting us by email or phone, we save these records. We also record calls to our customer support for educational purposes and to maintain a high quality of service.
  • We also collect information on how you use our website including details of when a user or automated system visits the website This data is stored in the server log files. We collect (1) the type and version of the current browser, (2) the current operating system, (3) the website from which the visit to our website is made (so-called remittent), (4) subsites, (5) the date and time of the visit, (6) IP address, (7) Internet operator and (8) other similar data and information that may be useful in the event of intrusion into our IT systems.
We do not process or use this website data. Rather, this information is used for the purpose of (1) distributing the content of our website correctly, (2) optimizing the content and advertisements of the website, (3) ensuring the long-term usability of our IT systems and technology, and (4) providing the necessary information to the judiciary for the prosecution in the event of a cyberattack. The controller therefore analyses anonymously collected data and information statistically in order to increase Sharp's data protection and security, as well as ensure optimal protection of the personal data we process. The anonymous data in the server log files is stored separately from all personal data provided by a natural person.
4. Processing purposes
Your personal data is processed in the Webshop platform in order for Sharp to:

  • Provide our services to you and maintain your account
  • Fulfil agreements between you and Sharp
  • Collect payment for our products and services
  • Fulfil agreements between you and Sharp
  • Deliver products to you
  • Answer your questions or respond to complaints
  • Investigate misuse of your account, fraud or debt collection cases
  • Maintain and improve our products and services
  • Contact you with information about products and services that we believe are of interest to you
  • Where provision of personal data may be required to some extent for legal or regulatory purposes
Before you provide your personal data, you can contact our Dataprotection.sbsuk@sharp.eu who can clarify whether personal data is required for legal or contractual reasons, if you are obliged to provide personal data and what the consequences will be if you do not provide any personal data.
5. Legal basis for processing                                                                                                                                       
We limit the collection of personal data to only those that are strictly necessary for us to perform our legal or business obligations. We use the personal data for the purposes listed above because (a) we have a legitimate interest in enabling an online sales process and providing you adequate access to our range of products and services; (b) data is required in order to provide you with a service you requested; (c) we are subject to legal or regulatory obligations, such as providing information to a pubic body or law enforcement agency.
6. How we share your information
We share your personal data with the following parties:

  • Our staff: Your personal data is available to our staff, but only when this is necessary with respect to their duties.
  • Companies in the same group as Sharp: For the purpose of providing services to you.
  • Partners and resellers: For the purpose of answering questions about products and services that are not provided directly by Sharp.
  • Shipping companies: For delivery of ordered products.
  • Credit reference agencies: For verification of your identity and information about missing or delayed payments or other events that may affect your credit assessment.
  • Other service providers and advisors: For example, companies that manage our IT services, analyse our saved data, process payments, send information to our customers, provide legal or financial advice and deliver our services to you.
  • State or regulatory authorities: Then we are required by law to assist in investigations or similar actions.
  • Police and judiciary: Then we must assist in investigations or crime prevention.
  • External service providers: Sharp engages external service providers for assistance with, for example, information technology and other administrative support services for the operation of this website.
  • Law enforcement agencies and regulators: whether we must disclose or share your personal data to comply with legal requirements or regulations
We do not disclose any personal data to parties other than those listed above. We may provide other third-party companies with statistical information and analyses, but before we disclose the information, we compile it so that no person can be identified from this information.
7. Retention of personal data
Sharp will keep your data for the duration of your commercial relationship with us. Sharp will retain your data in line with statutory requirements, legal obligations and legitimate business needs.
8. Transfer of personal data
We do not currently transfer personal data outside the EU and EEA.
9. Cookies
Our website uses cookies. Cookies are text files that are stored on your computer's disk through a web browser.
Many websites and servers use cookies. These use so-called cookie IDs, which is a unique identifier for a particular cookie. This ID consists of a string of characters that can be linked to specific web pages or servers through the specific browser that has stored the cookie. In this way, visited web pages and servers can distinguish the user's specific browser from other browsers that have stored other cookies. A specific browser can thus be identified using the cookie's unique ID.
Thanks to the use of cookies, we can offer our website visitors more relevant services and content, which would otherwise not be possible. Here you will find more information about our https://shop.sharp.co.uk/pages/cookies
10. Your rights
You have the following rights under the GDPR:

  • Right to confirmation – you can request to know if we process data related to you.
  • Access rights – you have the right to see what information about you we have saved (also known as data access requirements). You may require a copy of the personal data we have stored, and verify that we process it in a lawful manner.
  • Right to error correction – you may require that incomplete or incorrect information about you be corrected.
  • Right to deletion – you may require to be removed from our databases and systems if we have no acceptable reason to process your data, if you withdraw your consent, if we save your data unlawfully or if we are required to delete your data in order to comply with applicable EU law. If you have objected to your personal data being processed, you have the right to request that we delete your personal data.
  • Right to restriction of processing – you can limit which personal data may be processed.
  • Right to data portability – you may require your personal data to be transferred to another provider 
  • Right to object – you can prevent your personal data from being processed in a certain way, or withdraw your consent. You can object specifically to data profiling.
If you wish to exercise your rights in respect of any of the above, you can send us an e-mail via Dataprotection.sbsuk@sharp.eu
You have the right to lodge a complaint with the supervisory authority: if you do not agree with our decision regarding your request or believe that we are in breach of applicable personal data law, you can lodge a complaint with an EU supervisory authority. You can contact the Sharp Electronics GmbH via the contact information on DSchott@intersoft-consulting.de
12. Data Security
Sharp takes the security of your data seriously. Sharp has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. Where Sharp engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
If you have questions or you do not feel that your concerns have been addressed in this privacy statement, please contact Dataprotection.sbsuk@sharp.eu
13.  Updates to this policy
We may, time after time, update this Privacy Policy if we change th78e way we process personal data (for example, if we implement new systems or procedures that involve new use of personal data), or need to clarify any information in this notice. The changes made will be in accordance with applicable personal data laws.
We recommend that you regularly check for an update to this notice. We will also inform you directly when any change is made, in case we are required by law to do so.

© Sharp Business Systems UK Plc 2024