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Welwyn Merx Privacy Policy

NOTICE: This Privacy Policy below will become effective May 25, 2018.

Welwyn Merx Limited cares about your privacy. For this reason, we collect and use personal data only as it might be needed for us to deliver to you our services. Your personal data includes information such as:

  • Name
  • Address
  • Telephone number
  • Email address
  • Other data collected that could directly or indirectly identify you

Our Privacy Policy is intended to describe to you how and what data we collect, and how and why we use your personal data. It also describes options we provide for you to access, update or otherwise take control of your personal data that we process.

This document refers to personal data, which is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain.

The General Data Protection Regulation (GDPR) seeks to protect and enhance the rights of data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU. It should be noted that GDPR does not apply to information already in the public domain.

Personal Data

Welwyn Merx Limited uses the information collected from you to provide quotations, make telephone contact and to email you information which Welwyn Merx Limited believes may be of interest to you and your business. In you making initial contact you consent to Welwyn Merx Limited maintaining a marketing dialogue with you until you either opt out (which you can do at any stage) or we decide to desist in promoting our services. Welwyn Merx Limited also acts on behalf of its clients in the capacity of data processor. When working exclusively as a data processor, Welwyn Merx Limited will be acting on the instruction of its client and will take the reasonable necessary steps to ensure that the client is fully GDPR compliant.

Some personal data may be collected about you from the forms and surveys you complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to personally identifying information like Internet Protocol (IP) addresses. Welwyn Merx Limited may from time to time use such information to identify its visitors. Welwyn Merx Limited may also collect statistics about the behaviour of visitors to its website.

Welwyn Merx Limited’s website uses cookies, which is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. The website hosting provider uses cookies to help Welwyn Merx Limited identify and track visitors and their website access preferences. Welwyn Merx Limited’s website visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using Welwyn Merx Limited’s website.

Any information Welwyn Merx Limited holds about you and your business encompasses all the details we hold about you and any sales transactions including any third-party information we have obtained about you from public sources and our own suppliers such as credit referencing agencies.

Welwyn Merx Limited will only collect the information needed so that it can provide you with marketing and consulting services, we will NOT sell or broker your data.

Legal basis for processing any personal data

To meet Welwyn Merx Limited’s contractual obligations to clients and to also respond to marketing enquiries.

Legitimate interests pursued by Welwyn Merx Limited and/or its clients.

To promote the marketing and consulting services offered by Welwyn Merx Limited and/or to market the services and/or products offered by Welwyn Merx Limited’s existing clients.


Through agreeing to this privacy notice you are consenting to Welwyn Merx Limited processing your personal data for the purposes outlined. You can withdraw consent at any time by emailing or writing to us, see last section for full contact details.


Welwyn Merx Limited may on occasions pass your Personal Information to third parties exclusively to process work on its behalf. Welwyn Merx Limited requires these parties to agree to process this information based on our instructions and requirements consistent with this Privacy Policy and the GDPR.

Welwyn Merx Limited do not broker or pass on information gained from your engagement with the service desk without your consent. However, Welwyn Merx Limited may disclose your Personal Information to meet legal obligations, regulations or valid governmental request. We may also enforce its Terms and Conditions, including investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of Welwyn Merx Limited, its clients and/or the wider community.

Retention Policy

Welwyn Merx Limited will process personal data during the duration of any contract and will continue to store only the personal data needed for seven years after the contract has expired to meet any legal obligations. After seven years any personal data not needed will be deleted.

Data storage

Data is held within the EEA. Welwyn Merx Limited does not store personal data outside the EEA.

Your rights as a data subject

At any point whilst Welwyn Merx Limited is in possession of or processing your personal data, all data subjects have the following rights:

  • Right of access– you have the right to request a copy of the information that we hold about you.
  • Right of rectification– you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten– in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • Right to restriction of processing– where certain conditions apply you have a right to restrict the processing.
  • Right of portability– you have the right to have the data we hold about you transferred to another organisation.
  • Right to object– you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling– you also have the right not to be subject to the legal effects of automated processing or profiling.

In the event that Welwyn Merx Limited refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge.

Welwyn Merx Limited at your request can confirm what information it holds about you and how it is processed

You can request the following information:

  • Identity and the contact details of the person or organisation (Welwyn Merx Limited) that has determined how and why to process your data.
  • Contact details of the data protection officer, where applicable.
  • The purpose of the processing as well as the legal basis for processing.
  • If the processing is based on the legitimate interests of Welwyn Merx Limited or a third party such as one of its clients, information about those interests.
  • The categories of personal data collected, stored and processed.
  • Recipient(s) or categories of recipients that the data is/will be disclosed to.
  • How long the data will be stored.
  • Details of your rights to correct, erase, restrict or object to such processing.
  • Information about your right to withdraw consent at any time.
  • How to lodge a complaint with the supervisory authority (Data Protection Regulator).
  • Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
  • The source of personal data if it wasn’t collected directly from you.
  • Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

To access what personal data is held, identification will be required

Welwyn Merx Limited will accept the following forms of ID when information on your personal data is requested: a copy of your national ID card, driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If Eden IT Services Limited is dissatisfied with the quality, further information may be sought before personal data can be released.

All requests should be made to or by phoning 01707 395999 or writing to us at the address further below.

Changes to this Privacy Policy

We reserve the right to modify this Privacy Policy at any time. If we decide to change our Privacy Policy, we will post those changes to this Privacy Policy and any other places we deem appropriate, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. If we make material changes to this Privacy Policy, we will notify you by means of a notice on our home page at least thirty 30 days prior to the implementation of the changes.


In the event that you wish to make a compliant about how your personal data is being processed by Welwyn Merx Limited or its partners, you have the right to complain to Welwyn Merx Limited’s Managing Director. If you do not get a response within 30 days, you can complain to the Data Protection Regulator.

The details for each of these contacts are:

Welwyn Merx Limited, for the attention of Mr Phillip Tutt

Welwyn Merx Limited 6 Garden Court, Welwyn Garden City, Welwyn Garden City, Hertfordshire AL7 1BH

Telephone 01707 395999 or email: info@welwynmerx.uk

Data Protection Regulator:

Information Commissioner’s Office

Telephone 0303 123 1113 or complete a form at: https://ico.org.uk/concerns/handling/