PRIVACY POLICY

We, the Allectra Group, use your personal data to provide our manufacturing services and sales services of High Vacuum and Ultra High Vacuum components to you. We have described how we collect, store and use your data in this Privacy Policy. We take seriously our responsibilities to look after your data and we are committed to protecting your privacy. There are steps you can take to control what we do with your data explained in this Privacy Policy.

When we talk about data and personal data in this Privacy Policy, we mean personal data which identify you or which could be used to identify you such as your name and contact details, how you purchase our components and use or services. It may also include information about how you use our websites.

WHAT YOU NEED TO KNOW

1. Who is responsible for your data?

The Allectra Group is responsible for your data. We are the controller of the data which we collect from you, and as such we control the ways your personal data are collected and the purposes for which your personal data are used.

The Allectra Group consist of Allectra GmbH and Allectra Limited.

Allectra GmbH registered address is Traubeneichenstrasse 62-66, D-16567 Schönfließ b.Berlin. We are registered as a company in Germany in the commercial register under company number HRB 7467 NP. Register court: AG Neuruppin.

Allectra Limited registered address is Meridian House, Bluebell Business Estate, Sheffield Park, East Sussex, TN22 3HQ. We are a private company registered at Companies House, Cardiff (No 4682286) Allectra Limited C/O Clark Brownscombe, 2 St Andrews Place, Lewes BN7 1UP.

2. Personal data we collect about you

Depending on how you use our services and our websites, we might collect the following kinds of information about you (this data is not sold, or given for free to third parties for reasons outside our business):

Your name and contact details

(email address, telephone number, company address)

When you create an account with us

When you purchase products or services from us

When you fill in forms on our website

When you contact a sales office

When you contact us at exhibitions

Information about your purchases of products and services

When you purchase those products or services

Communication we have with you

(emails, letters, telephone calls, messages to our online chat services, messages sent to us through our social media platforms, feedback)

When you get in touch with us

Information about you, your location and how you use our websites

When you use our digital systems

When you accept our cookies placed on your device

When you update your account information

When you open our marketing emails

When you fill in forms on our websites

When you get in touch with us

When you opt in to receive messages from us

We do not collect any credit or debit card information as this is processed via PayPal’s secure payment service.

3. How we use your personal data

We can only use your personal data if we have a proper reason for doing so. According to the law, we can only use your data for one or more of the following reasons:

To fulfil a contract we have with you, or

If we have a legal duty to use your data for a particular reason, or

When it is in our legitimate interests

Legitimate interests are our business or commercial reasons for using your data, but even so, we will not unfairly put our legitimate interests above what is best for you.

In the table below, we have set out the different ways in which we use your personal data and the reasons we rely on for using that data.

If we rely on our legitimate interests for using your personal data, we will explain that to you.

What we use your personal data for

Legal grounds for using it

Our legitimate interests

To provide services to you

Communicating with you and to send you information about your orders

Fulfilling contracts

Our legitimate interests

Keeping our records up to date, working out which of our products or services may interest you

Developing products and services and what we charge for them

Identifying or defining types of customers for new products or services

Being efficient about how we fulfil our contracts, provide our services and fulfil our legal duties

To communicate with you and manage our relationship with you

To personalise and improve your customer experience

To inform you about our news and technical information that we think you might be interested in

Fulfilling contracts

Our legitimate interests

Keeping our records up to date, working out which of our products or services may interest you

Developing products and services and what we charge for them

Identifying or defining types of customers for new products or services

Being efficient about how we fulfil our contracts, provide our services and fulfil our legal duties

To detect, investigate and seek to prevent fraud and financial crime

To manage risk for us and our customers

To obey laws and regulations which apply to us and the way we deliver our services

To respond to complaints and to seek to resolve them

Fulfilling contracts

Our legitimate interests

Our legal duty

Being efficient about how we fulfil our contracts, provide our services and fulfil our legal duties

Identifying ways to improve the way we deliver services to our customers

To run our business in an efficient and proper way

To fulfil our administrative purposes including accounting, billing and audit

To improve our services

To manage how we work with other companies that provide goods and services to us and our customers

To protect our business interests

Fulfilling contracts

Our legitimate interests

Our legal duty

Being efficient about how we fulfil our contracts, provide our services and fulfil our legal duties

Identifying ways to improve the way we deliver services to our customers

To develop and manage our brand, products and services

To test new products and services

Fulfilling contracts

Our legitimate interests

Our legal duty

Being efficient about how we fulfil our contracts, provide our services and fulfil our legal duties

Identifying ways to improve the way we deliver services to our customers

4. Marketing: How to manage the marketing messages you receive

We may send you marketing communications by email if you have indicated that you are happy to receive such emails or if you are an existing customer or following contact by telephone, exhibitions or email requesting additional information about our products and you have not told us that you no longer wish to receive marketing emails. Our marketing communications include information about our new and existing components, technical information and technical updates and company updates which we think might be useful to you when researching your purchases.

You can opt out of receiving marketing emails by clicking on the unsubscribe link which we include in all our marketing emails.

Please note that if you tell us that you do not wish to receive marketing emails, you will still receive service emails which are necessary for example to confirm a purchase or to update you on the status of your order.

Please note that if you ask us to stop sending marketing emails, we will keep a note of your personal information and your request so that we can make sure you are excluded from the emails when they are sent out.

5. How long we keep your data

We keep your data only for as long as we need it. How long we need data depends on what we are using it for, whether that is to provide services to you, for our own legitimate interests (described above) or so that we can comply with the law.

We will actively review the information we hold and when there is no longer a customer, legal or business need for us to hold it, we will delete it securely.

6. How we protect your data

We protect your personal data against unauthorised access, unlawful use, accidental loss, corruption or destruction.

We use technical measures such as encryption and password protection to protect your data and the systems they are held in. We also use operational measures to protect the data, for example by limiting the number of people who have access to the databases in which our purchasing information is held.

We keep these security measures under review and refer to industry security standards to keep up to date with current best practice.

7. Sharing your data

Protecting customer confidentiality is a priority for Allectra.

We share some of your personal data with the following categories of third parties:

Suppliers who provide services to us: We share your data with the company which provides our website e-commerce platform. We make sure that our supplier respects your personal data and comply with data protection laws

Data analytics company: The Allectra website uses Google Analytics, which tracks website data.

To do this, Google Analytics uses cookies to monitor how visitors are using the site. We use this data to analyse user activity in order to improve the website. For example, using cookies we can see how long a user spends on a certain page. We are then able to use such analysis to gain insights into how to improve the functionality and user experience of the website. For more information about this process, please see our Cookies Policy

Our courier companies

PayPal, our payment card and fraud management services provider, process payment card data

8. Sending data outside of the European Economic Area

We only send data outside of the European Economic Area (‘EEA’) to work with our agents and advisers who we use to deliver services to you or to comply with a legal duty. If we do transfer data outside the EEA, we make sure that it is protected in the same way as if it were being used in the EEA. We use one of the following safeguards to ensure that it is protected:

Transfer the data to a non-EEA country which has privacy laws at least as protective as those within the EEA

Put in place a contract with the recipient of the data which means the recipient must protect the data to the same standards as required within the EEA, or

Transfer it to organisations which are part of the Privacy Shield. The Privacy Shield is a framework which sets out the standards for data to be sent between the United States and European countries The Privacy Shield ensures that data is protected to the same standards as used within the EEA

The servers who host our websites as well as the servers who handle our emails are located within the EC.

9. Your rights

You are entitled to see copies of all personal data held by us and to amend, correct or delete such data. You can also limit, restrict or object to the processing of your data. To object to communications from Allectra you can click the unsubscribe link at the bottom of every email. You can also contact us by letter or fax to unsubscribe.

You can object to our use of your data where we rely on our legitimate interests to do so. We explained the legitimate interests we rely in the table above under the heading ‘How we use your personal data’.

To raise any objections or to exercise any of your rights, you can send an email to us at

[email protected] or you can write to us at Data Protection, Allectra Limited, Meridian House, Bluebell Business Estate, Sheffield Park, East Sussex, TN22 3HQ, UK. Also, you can write to us at Allectra GmbH, Datenschutz, Traubeneichenstrasse 62-66, D-16567 Schönfließ b.Berlin.

When you get in touch, we will come back to you as soon as possible and where possible within one month. If your request is more complicated, it may take a little longer to come back to you but we will come back to you within two months of your request. We may also ask you to verify your identity before we provide any information to you.

If Allectra decides to change this privacy policy, the changes will be posted on this page.

10. Complaints

If you have any complaints concerning Allectra’s processing of your personal data please email us at [email protected] or write to us at Data Protection, Allectra Limited, Meridian House, Bluebell Business Estate, Sheffield Park, East Sussex, TN22 3HQ. Also, you can write to us at Allectra GmbH, Datenschutz, Traubeneichenstrasse 62-66, D-16567 Schönfließ b.Berlin.

Please note that you have the right to lodge a complaint with the supervisory authority which is responsible for the protection of personal data in the country where you live or work, or in which you think a breach of data protection laws might have taken place.

Customers in the UK can contact:

The Information Commissioner’s Office by telephone on 0303 123 1113, or by using the live chat service which is available through the Information Commissioner’s website www.ico.org.uk.

Customers in Germany can contact:

Die Landesbeauftragte für den Datenschutz und für das Recht auf Akteneinsicht
Dagmar Hartge
Stahnsdorfer Damm 77
14532 Kleinmachnow

Telefon: 033203/356-0
Telefax: 033203/356-49
E-Mail: [email protected]

11. Contact us

You can write to us at Data Protection, Allectra Limited, Meridian House, Bluebell Business Estate, Sheffield Park, East Sussex, TN22 3HQ or Allectra GmbH, Datenschutz, Traubeneichenstrasse 62-66, D-16567 Schönfließ b.Berlin or you can send an email to us at [email protected]

12. Cookies Policy

Allectra does not use cookies for any purpose other than the ones listed in this policy. By using our website, you agree that cookies may be placed on your computer or internet-enabled device.

What are cookies?

A cookie is a small amount of information that’s downloaded to your computer or device when you visit certain websites. We use several different cookies on the Allectra.com website, including necessary, functional, and performance Cookies. Cookies make your browsing experience better by allowing the website to remember your actions and preferences (such as login and region selection). This means you don’t have to re-enter this information each time you return to the site or browse from one page to another. Cookies also provide information on how people use the website, for instance whether it’s their first time visiting or if they are a frequent visitor. We use this information to improve the browsing experience for all our users.

What cookies do we use and why?

Some cookies are necessary to allow you to browse our website, use its features, and access secure areas. The use of these cookies is essential for the website to work, and we do not use these cookies to collect personal information about you. For example, we use user-input cookies for the duration of a session to keep track of a user’s input when filling in forms.

We also use functional cookies to remember choices you’ve made or information you’ve provided, such as your username, or the region you are in. This allows us to tailor your website experience specifically to your preferences. For example, authentication cookies are functional cookies that are used for the duration of a session (or persistent, if you agree to the “remember me” function) to allow users to authenticate themselves on subsequent visits or to gain access to authorized content across pages. The functional cookies we use include:

User-centric security cookies to detect authentication abuses for a limited persistent duration, like repeated failed login attempts. These cookies are set for the specific task of increasing the security of the service.

User interface customization persistent cookies are used to store a user’s preference regarding a service across our web pages. They are also used on our shopping site to keep track of the contents of your shopping/ order cart, to store delivery addresses if the address book is used and to store your details if you select the ‘Remember Me’ Option. They are also used after you have logged on as part of that process. 

Allectra is dedicated to user experience and we use some tools to help us improve our website. To this end, we use performance cookies to collect information about how you use our website and how often. These cookies only gather information for statistical purposes and do not gather any information that can personally identify you. However, because these cookies are not strictly necessary for the use of our website, we require your consent to use them. The performance cookies we use are:

Google Analytics to help measure how users interact with our website content. These cookies “remember” what our users have done on previous pages and how they’ve interacted with the website. For more information on Google Analytics, visit Google’s information page. For instructions on how opt out of Google Analytics, see below.

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How long will cookies remain on my computer or mobile device?

The length of time that a cookie remains on your computer or mobile device depends on whether it is a “persistent” or “session” cookie. Session cookies last until you stop browsing and persistent cookies last until they expire or are deleted. Most of the cookies we use are persistent and will expire between 90 days and two years from the date they are downloaded to your device. See the section below on how to control cookies for more information on removing them before they expire.

How to control cookies?

You can control and manage cookies in various ways. Please keep in mind that removing or blocking cookies can negatively impact your user experience and parts of our website may no longer be fully accessible.

Most browsers automatically accept cookies, but you can choose whether or not to accept cookies through your browser controls, often found in your browser’s “Tools” or “Preferences” menu. For more information on how to modify your browser settings or how to block, manage or filter cookies can be found in your browser’s help file or through such sites as: www.allaboutcookies.org.

To opt-out of Google Analytics:

Google Analytics Opt-out Browser Add-on

If you use our website without opting out, it means that you understand and agree to data collection for the purpose of marketing ads to you.

This policy was last reviewed and updated on 17th May, 2018. Policies are periodically reviewed to ensure compliance with the current compliance environment. For questions relating to this policy, please contact [email protected]