We gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

i4 Product Design’s registered office is at Broomhills Business Centre, Edinburgh, EH17 8RT and we are a company registered in Scotland under company number SC260503. We are registered on the Information Commissioner's Office Register; registration number ZA338238, and act as the data controller when processing your data. Our designated Appointed Person is Tristan Elliott, who can be contacted at Broomhills Business Centre or enquiries@i4pd.co.uk.

Information That We Collect

i4 Product Design processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

The personal data that we collect from is: -

• Name
• Business Address
• Personal Email
• Business Email
• Home Telephone Number
• Mobile Telephone Number

We collect information in the below ways: -

Online customer feedback forms, website contact form, employment CV’s, telephone enquiries, Business meetings.

How We Use Your Personal Data (Legal Basis for Processing)

i4 Product Design takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time.  The purposes and reasons for processing your personal data are detailed below: -

Purpose and/or reason

• We collect your personal data in the performance of a contract or to provide a service and to ensure that orders are completed and can be sent out to your preferred address
• We collect personal information in a variety of ways, including through personal contact, via tracking cookies (if accepted) or forms submitted through our Web sites, over the telephone, through email correspondence and from other sources, through our employees and their attendance at industry events.
• We collect and store your personal data as part of our legal obligation for business accounting and tax purposes
• We will occasionally send you marketing information where we have assessed that it is beneficial to you as a customer and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests

Your Rights

You have the right to access any personal information that i4 Product Design processes about you and to request information about: -

• What personal data we hold about you
• The purposes of the processing
• The categories of personal data concerned
• The recipients to whom the personal data has/will be disclosed
• How long we intend to store your personal data for
• If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

Sharing and Disclosing Your Personal Information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. i4 Product Design uses third-parties to provide the below services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

Business Equilibrium Ltd

We use Business Equilibrium Ltd to do our bookkeeping and tax returns and they act in the capacity of a processor on our behalf. The only information we provide them with is your name, address and order details to meet business and legal requirements.

For more information about Business Equilibrium Ltd, please read their Privacy Notice at http://www.businessequilibrium.com/contact.htm

Zymplify Limited
This is a sales and marketing platform which is GDPR (ISO 27001) compliant. A cookie is utilised to obtain information on potential intent based on visits to the i4 Product Design website. We may use your 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.

For more information about Zymplify Ltd, please read their Privacy Notice at
https://zymplify.com/privacy-policy/

CMap

CMap is a customer relationship, project management, resourcing and finance system. Your data submitted via the website (through any form) may be entered into the CMap database to be managed there to administer tenders and any subsequent project work. CMap is ISO 27001 compliant. Data will only be stored within the European Economic Area.

For more information about CMap, please read their Privacy FAQ at
https://www.cmap.io/data-security#faqs

Zestia Limited (Trading as Capsule)

Capsule is a customer relationship management system. Your data submitted via the website (through any form) may be entered into the Capsule database to be managed there to administer tenders and any subsequent project work. Capsule is ISO 27001 compliant. Data will only be stored within the European Economic Area.

For more information about Capsule, please read their Privacy Policy at
https://capsulecrm.com/privacy/

Google

We utilise Google Analytics, a web analysis service provided by Google Inc. ("Google"). Google Analytics works using cookies.

Google Analytics cookies collect your IP address, however because IP anonymisation is used on this Website, your IP address will be shortened (and therefore anonymised) as soon as technically possible and before it is stored or otherwise used in connection with Google Analytics.

The anonymisation process takes place within the European Union or the European Economic Area, except in exceptional cases, where your full IP address may be sent to a Google server in the U.S.A. and shortened there.

We use the information collected by Google Analytics cookies to find out about how visitors use our Website.

The IP address sent by your browser in connection with Google Analytics will not be combined by Google, with other data.

You can prevent Google Analytics cookies from being stored by setting your browser software accordingly (see our Cookie Policy for further information). However, please note that you may not then be able to make full use of all the Website's functions.

You can also opt-out of Google Analytics by downloading and installing the browser plug-in available at the following link: http://tools.google.com/dlpage/gaoptout?hl=en

Microsoft 

i4PD use Microsoft 365 to create, manage and share documentation / reports. Specifically, the data you supply to i4PD may be stored on Microsoft Sharepoint or OneDrive and entered into Excel, Word or PowerPoint. This data may be accessed by Microsoft’s Copilot service for the purpose of utilising AI derived summaries or analytics some manner when working on a potential or active project with yourself. Microsoft’s deployment and use of AI is subject to Microsoft’s AI Principles and Microsoft’s Responsible AI Standard, and Microsoft’s collection and use of personal data in developing and deploying AI features is consistent with commitments outlined in this privacy statement. Product-specific details provide additional relevant information.

Learn about Microsofts policy around it’s governance of Copilot/AI here: https://learn.microsoft.com/en-us/copilot/microsoft-365/microsoft-365-copilot-privacy

Microsoft’s full privacy statement is here: https://privacy.microsoft.com/en-gb/privacystatement

All data is held and processed within the EEA. More information on the EU Data Boundary can be found here: https://www.microsoft.com/en-us/trust-center/privacy/european-data-boundary-eudb

Safeguarding Measures

i4 Product Design takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: encryptions, restricted access, IT authentication, firewalls, anti-virus/malware.

i4 Product Design utilise some products or services (or parts of them) that may be hosted/stored in non-EU countries, which means that we may transfer any information which is submitted by you through the website outside the European Economic Area ("EEA") for the below purposes: -

website hosting, email servers, marketing database.

Therefore, when you use our website/send us an email/sign up to our newsletter etc, the personal information you submit may be stored on servers which are hosted in non-EU countries. Where this is the case, we will take steps to ensure that those providers use the necessary level of protection for your information and abide by strict agreements and measures set out by i4 Product Design to protect your data and comply with the relevant data protection laws.

Consequences of Not Providing Your Data

You are not obligated to provide your personal information to i4 Product Design Ltd, however, as this information is required for us to provide you with our services, we will not be able to offer some/all our services without it.

How Long We Keep Your Data

i4 Product Design only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed.

Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

Lodging a Complaint

i4 Product Design only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.

i4 Product Design Ltd

Gordon Miller

Suite 3, Broomhills Business Centre

49 Frogston Road East

Edinburgh, EH17 8RT

0131 4482266

info@i4pd.co.uk

Supervisory Authority

ICO (Information Commissioners Office)

Wycliffe House, Water Lane,

Wilmslow, Cheshire SK9 5AF

0303 123 1113

www.ico.org.uk

Cookie Notice

A ‘cookie’ is a small piece of data sent from a website and stored on the user’s computer by the user’s web browser while the user is browsing. When you visit a site that uses cookies for the first time, a cookie is downloaded onto your computer/mobile device so that the next time you visit that site, your device will remember useful information, visited pages or logging in options. Cookies are widely used in order to make websites work, or to work more efficiently, and our site relies on cookies to optimise user experience and for features and services to function properly.

We use Google, Zymplify, Hubspot and Mailchimp to drive website traffic to subscribe to our mailing list. Mailchimp and Zymplify install a JavaScript tracking snippet (“Snippet”) on our website. This Snippet will allow cookies, pixels, and other technologies to be set on our website to facilitate the use of certain automations, features and functionality offered by Mailchimp through our pop-up banner. The Snippet will allow our website to deploy a Mailchimp cookie that recognises whether a visitor to our site has previously viewed a popup form and ensures the same visitor does not see the form again for a period of up to one year. To refuse this cookie, please click here.

Through the use of Web site cookies we may identify your company and monitor the Web site pages you see and the number of times these pages are seen by visitors to our site. Through the use of these cookies, we are able to capture standard web traffic information such as time, date, IP address and browser, but in most circumstances the information captured cannot identify you as an individual. We use this information to improve the quality of our service and help us better understand how our visitors interact with us. Most web browsers allow some control to restrict or block cookies through the browser settings, however if you disable cookies you will not notice any difference in your experience on our website.