Last updated: 17th May 2018
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: firstname.lastname@example.org
OKW Enclosures Ltd.
15 Brunel Way
Fareham, PO15 5TX
Company registration number: 2125249
OKW Enclosures Ltd. is the UK and Republic of Ireland representative for ROLEC Gehäuse-Systeme GmbH of Rinteln, Germany.
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.
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.
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.
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.
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.
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.
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 email@example.com 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).
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.
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.rolec-enclosures.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.
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:
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.
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: firstname.lastname@example.org where you can make requests in order to exercise 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 email@example.com 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.
Copyright © OKW Enclosures Ltd. 2018