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Privacy policy statement

Last updated: 17th May 2018

Your privacy is very important to us. With the GDPR (EU) 2016/679 coming into effect from 25th May 2018, we have developed this Privacy Policy to provide you with information on how we collect and process your personal data when you interact with us via our websites, through emails, telephone conversations or during face to face discussions.

To make it as easy as possible for you to discuss your data privacy issues with us, and/or to exercise any of your rights under the GDPR, we have a dedicated email address for you to use: data-protection@okw.co.uk

1). Who are we?

OKW Enclosures Ltd.
15 Brunel Way
Fareham, PO15 5TX
United Kingdom.

Company registration number: 2125249

OKW Enclosures Ltd. (referred to from here on as OKW UK) is the UK subsidiary of OKW GmbH of Buchen, Germany. OKW UK is responsible for the marketing and promotion of the OKW branded range of products produced by OKW (Odenwälder Kunststoffwerke Gehäusesysteme GmbH) of Buchen, Germany which manufactures a range of electronic enclosures and accessories for the OEM electronics market. OKW UK is also a manufacturer of enclosures in the United Kingdom under the METCASE brand. The company is also the UK representative of three other enclosures brands; ROLEC of Germany, TEKO of Italy and SERPAC of USA.

Accordingly, the company presents the following branded websites to the market:

This privacy policy covers all of these brands in the United Kingdom and the Republic of Ireland.

OKW UK is a B2B supplier. The company does not sell products to the consumer market, however, it may sell to individuals who are sole traders or consultants.

OKW UK does not collect or retain data from anybody under the age of 16. If we learn that we have accidentally collected the personal data from a child under 16, we will take steps to delete the information as soon as possible.

2). Why do we collect and retain your personal information?

OKW UK collects your personal data in response to your requests for one or more of the following:

1. To request a quotation
2. To request product information, catalogue, datasheets etc.
3. To request a product sample for design evaluation
4. To request a product drawing
5. When you register to download drawings or 3D models of our products
6. To process an order/contract.

Or, if you are a supplier to OKW UK:

a. When you provide OKW UK with a quotation for goods and services we require
b. When you provide OKW UK with requested information regarding goods and services
c. As part of processing an order/contract with us.

Legal basis for collecting this data

OKW UK understands that the above customer requests (items 1. to 5.) are part of a normal process by which you will collect the necessary information prior to placing an order/contract with us (item 6.). We recognise that it is necessary to obtain at least one of the above (items 1. to 5.) in order to have sufficient information to proceed with the order e.g. a quotation. The same applies in the case of suppliers to OKW UK (items a. and b. for c.).

Therefore, for customers/potential customers the legal basis for us to collect and process your personal information is for the purpose of processing an order (6.), or to take steps (1. to 5.) at your request, in order to provide you with the required information so that you are in a position to place an order/contract.

In the case of suppliers, the legal basis for us to collect and process your personal information is in order to enter into a contract/place an order with your company (c.), or to take steps (a. and/or b.) in order to obtain the required information we need in order to enter into the contract or place an order with you.

OKW UK does not obtain and retain your personal data from other sources.

OKW UK does not process data for scientific or historical research purposes.

3). What personal information do we collect and retain?

OKW UK retains only the most basic personal data required in order to process customer requests for information or as part of processing an order. Without this data we will not be able to process these requests or orders.

Data retained:
1. Title (Mr, Mrs, Ms, Dr, Prof etc.)
2. First Name
3. Last Name
4. Job function/position
5. E-mail address
6. Telephone No.
7. Fax No.
8. Mobile No.

For both customers and suppliers OKW UK does not collect or retain any special categories of personal data for example:

1. racial or ethnic origin
2. political opinions
3. religious or philosophical beliefs
4. trade union membership
5. genetic data or biometric data for the purpose of uniquely identifying a natural person
6. health or data concerning a natural person’s sex life or sexual orientation.

4). How long do we retain your data?

OKW UK has determined that in order to retain necessary records about your projects for a reasonable period, the data retention period will be 36 months (3 years) after the last recorded activity. This means that if after 3 years we have had no any further interactions with you, we will delete your personal details from our database.

For ‘suppliers’ OKW UK will retain the personal data for the active period during which the supplying company is providing OKW UK will goods and/or services. The data will be maintained and updated accordingly.

The maximum retention period for supplier personal data will be as per the customer data. This being 3 years after the last recorded activity. The data will then be deleted.

If you register on our websites to download our drawings and 3D models your data is retained until the retention period is exceeded. This being, if after 2 years you have not downloaded any drawings or 3D models your record will be deleted, and you will have to re-register thereafter.

5). Direct marketing

In order to keep our specific customers regularly up to date on new products and product improvements, OKW UK does carry out direct marketing activities such as monthly email newsletters.

  • We will only send you direct marketing material that we believe is relevant and of interest to you because of your previous interest, and if you meet our specific customer criteria
  • We never share personal information with third party companies for direct marketing of their products.

The legal basis for direct marketing is the legitimate interest of our specific customers (as defined below).

Would we classify you as a specific customer?

OKW UK is a manufacturer and seller of enclosures, enclosures accessories and tuning knobs. Our customers are OEM electronics equipment manufacturers. Our specific customers are those who are involved in the specification, design, purchasing and manufacturing stages of electronics equipment where part of the design process will be to specify a suitable enclosure and/or tuning knob for the equipment. These will be electronics design engineers, electronics design consultants, chief engineers, mechanical engineers, design managers, purchasing professionals, and company owners and directors. Specific customers will have also previously shown a genuine interest in our products by making a product information request as detailed in section 2). of this policy. For example, you have requested a sample, quotation or registered to download our drawings.

You can opt-out of our direct marketing at any time by use of the “unsubscribe” process on the material. Or, if you prefer you can contact us at data-protection@okw.co.uk and request to be excluded from all direct marketing materials.

Unless you expressly ask to be removed from our customer database as well, we will still retain your data in our system in order to process information requests and orders (as described in section 2). Your data will be retained in accordance with our data retention policy (as described in section 4).

6). Cookies and other analytics technologies

Websites: To help analyse how visitors navigate our websites, and compile aggregate statistics about site usage and response rates, we, with assistance from third-party analytics service providers, collect certain information when you visit our sites. This information includes IP address, geographic location of the device, browser type, browser language, date and time of your request, time(s) of your visit(s), page views and page elements (e.g., links) that you click. We may use cookies or other similar tools on our sites or in our email messages to assist us in collecting and analysing such information. We use this information to provide better, more relevant content on our sites, to measure the effectiveness of advertisements, to identify and fix problems, and to improve your overall experience on our sites. If you do not want information collected through the use of these technologies, there is a simple procedure in most browsers that allows you to automatically decline many of these technologies, or to be given the choice of declining or accepting them.

The European Union requires us to obtain your consent to use cookies on our sites, so you have an opportunity to manage your cookie preferences on the sites; except that certain cookies are required to enable core site functionality, and you cannot choose to disable those cookies.

The legal basis for processing this analytical information is our legitimate interest in understanding how our customers interact with our websites so we can enhance the user experience and functionality of the sites.

Examples of the services we currently use:

1. Google Analytics
Google Analytics is used to track site statistics and user demographics, interests and behaviour on websites. We also use Google Search Console to help understand how our website visitors find our website and to improve our search engine optimisation. However, OKW UK only collects aggregated analytics data that does not identify individual users. Find out more information about how this analytics information may be used, how to control the use of your information, and how to opt-out of having your data used by Google Analytics.
2. Hotjar
Our sites use Hotjar web analytics. Hotjar helps us measure and evaluate site usage behaviour, such as mouse clicks, mouse movements, keystrokes (excluding personally identifiable information), scrolling activity, and pages visited and actions taken on the site. For more information, see the Hotjar privacy policy. You can opt-out of having Hotjar track your site usage behaviour.
3. Traffic Analyzer
OKW UK uses a custom tracking solution on its websites (hereby referred to as the traffic analyzer). OKW UK uses the traffic analyzer to help understand -e.g- how much resources an average user on its website consumes during a session or what pages and contents are most likely to be requested during an average session. The data collected cannot be used to identify individual persons and is never connected with any personal data records OKW UK might have access to. It is also possible to set a so called opt-out cookie "_tfoo" for this tracking mechanism. To do so a user can open https://www.okw.co.uk/optout.html thus deleting the trafficflowid cookie and setting the optout cookie to ensure no cookies for the traffic analyzer will be set in the future as long as the opt-out cookie is present. User's should be aware that once the cookie expires in their browser or they delete the opt-out cookie in their browser it will have to be set again.

7). Transfers and processing of your data

1. Transfers and processing
When you make a request or register on our websites your personal data is processed by our secure Rackspace servers which are subject to a processing contract. The data is then securely transferred to us via Symantec MessageLabs, which filters out any malicious content to ensure nothing bad enters the OKW UK network via email. We then process your requests in our CRM system. If you register to download our drawings and 3D models, your data is also retained and managed on the Rackspace servers.

You can learn more about Privacy and Data Protection at our contracted processors here:

OKW is a global business. For all the brands listed above in section 1). of this privacy policy OKW UK is responsible for the United Kingdom and the Republic of Ireland only. If you are located outside of the United Kingdom or Ireland, we may need to transfer your personal data to another OKW company or contracted representative in your country in order for them to carry out your requests and process your contracts/orders. View our worldwide sales network here.

All OKW group companies and OKW contracted representatives in the EU are required to follow the same privacy practices as detailed in this privacy policy.

2. Automated processing and profiling
OKW UK does not carry our any automated decision-making processing or profiling except where it is needed to process an order or contract, for example automated issuing of order acknowledgements, delivery notes, invoices etc.

8). Your rights

OKW UK is committed to ensure you are able to exercise your rights over your personal data. To this end we have a dedicated email address: data-protection@okw.co.uk where you can make requests in order to exercise your rights.

Your rights:

1. Right to full access to the data we hold on you
2. To have your data rectified if it is incorrect
3. To erasure (right to be forgotten)
4. To restrict processing
5. Right to data portability
6. The right to opt-out of direct marketing
7. Right to lodge a complaint with supervisory authority

If you wish to exercise any of your rights as listed above, please contact us at data-protection@okw.co.uk with details of which rights you wish to exercise.

In response to a request we will:

1. Respond to the request within one month
2. Not charge to act on your request, unless repeat requests of the same type are made, and then only a reasonable charge may be made
3. We will provide any information required in an easy to read format (usually .csv file).

We may seek additional information in order to confirm your identity before issuing the data, if we are unsure from the request information. In the unlikely event that issuing the data may infringe the rights of another individual person, we may refuse to supply the data in full.

9). Privacy Policy Updates

We may update this Privacy Policy from time to time as technologies and laws change. You can determine when this Privacy Policy was last revised by referring to the “Last updated” legend at the top of this page. Any changes will become effective upon our posting of the revised Privacy Policy.

We will provide notice to you if these changes are material and, where required by applicable law, we will obtain your consent. This notice will be provided by email or by posting notice of the changes on all of our branded websites that are subject to this Privacy Policy.

Copyright © OKW Enclosures Ltd. 2018