Our Policies

Sportsafe UK Ltd is incorporated in England and Wales and provides the supply, servicing, manufacturing and repair of sporting and fitness equipment. Sportsafe UK Ltd is part of the Abeo Group of companies. For more information about the Abeo Group and associated companies and their respective privacy policies, please visit www.groupe-abeo.fr.

This Privacy Policy explains how Sportsafe UK Ltd collects, uses and protects personal information when you use our website or engage with our services.

We are committed to protecting your privacy and handling your personal data in a transparent and secure manner, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller

Sportsafe UK Ltd is the Data Controller for the purposes of UK GDPR.

If you have any questions about this Privacy Policy or how we use your personal data, you can contact us at:

Email: [email protected]
Post: 17–19 Smeaton Close, Severalls Industrial Park, Colchester, Essex, CO4 9QY

What information do we collect about you?

We collect personal information when you:

• Create an online account
• Place an order for products or services
• Complete online forms
• Submit enquiries or feedback
• Participate in surveys or competitions
• Use our website (via cookies and similar technologies)

The information we collect may include:

• Name
• Address
• Telephone number
• Organisation name
• Organisation address
• Job title
• Email address

Additional information may be collected where necessary to process a request, order or service, and will be clearly indicated at the point of collection.

Lawful basis for processing

We process personal data under one or more of the following lawful bases:

• Contract – where processing is necessary to fulfil an order, service or agreement
• Legitimate interests – where processing supports our business operations and does not override your rights (for example account management, service improvement and call recording)
• Consent – where you have actively opted in (for example marketing communications and non-essential cookies)
• Legal obligation – where required for regulatory, accounting or legal compliance

How we use your information

We collect and use your personal data to:

• Process orders and enquiries
• Arrange service appointments
• Manage customer accounts
• Provide customer support
• Improve our products and services
• Conduct market research
• Personalise repeat website visits

Where permitted, and where you have consented or where legitimate interests apply, we may share your information within the Abeo Group so that group companies can provide relevant products or services.

Sportsafe UK Ltd does not share personal data for marketing purposes with companies outside the Abeo Group.

In processing orders, we may share personal data with credit reference agencies and fraud prevention agencies where necessary.

Telephone call recording

Sportsafe may record inbound and outbound telephone calls for training, quality assurance, service improvement and performance monitoring purposes.

Lawful basis

Call recordings are processed under legitimate business interests in order to:

• Improve customer service quality
• Train and support employees
• Monitor service standards
• Resolve disputes or clarify instructions
• Enhance product and service delivery

We ensure that this processing is necessary, proportionate and does not override the rights and freedoms of individuals.

Transparency

Callers are informed that calls may be recorded at the start of calls. If you do not wish for your call to be recorded, you may inform the team member or end the call.

Third-party providers

Call recordings may be processed by trusted third-party service providers acting as data processors on our behalf. Appropriate contractual safeguards and security measures are in place.

Retention

Call recordings are retained only for as long as necessary and in accordance with our internal retention policies.

Marketing

We may send information about our products and services, and those of other Abeo Group companies, where:

• You have given consent, or
• Legitimate interests apply (primarily business-to-business communications)

You may opt out of marketing communications at any time by emailing [email protected] or by clicking the unsubscribe link included in any marketing email.

Live chat

The live chat on our website is our own software, running on our own servers. It is not supplied by a third party, and your conversation is not shared with any organisation outside Sportsafe.

If you use live chat, we may collect:

• Name
• Email address (optional)
• Chat content
• Website usage information

Chat records are retained for two years. You may ask us for a transcript of your chat if you give us your email address during or after the session.

Booking a call

If you book a call with us, we collect your name, email address, phone number, organisation name, the postcode of the site you are asking about, and anything you write in the comments box, so that we can hold the call and follow it up. A separate privacy notice covering the booking system is at bookacall.sportsafeuk.com/legal/privacy.

Cookies and website tracking

We use cookies to enable core website functionality, analyse website usage, improve content and user experience, and track engagement with marketing communications.

We use both essential cookies and non-essential cookies (including analytics, profiling and marketing cookies). Non-essential cookies are only placed where you have provided consent via our cookie management system. You may withdraw or change your consent at any time through your browser settings or cookie preferences.

Further guidance on managing cookies is available at www.youronlinechoices.com/uk/five-top-tips.

Analytics and profiling tools

Google Analytics

Google Analytics is used to analyse website traffic and performance. It uses persistent cookies but does not store direct personal identifiers. You may opt out of Google Analytics tracking by visiting https://tools.google.com/dlpage/gaoptout.

Affiliate tracking

We work with the Awin affiliate network. If you arrive at our website through an affiliate link, Awin sets a cookie so that the partner who referred you can be credited for any order that follows. It records the referral rather than who you are.

Email tracking

Email tracking is used to analyse engagement with email campaigns and improve the relevance of future communications.

IP address information

We may record IP addresses and match them against public and proprietary databases to identify organisations visiting our website. This generally identifies organisations rather than individuals, although in limited cases personal data may be inferred from publicly available sources.

Disclosure of information

We do not disclose personal data to third parties except where necessary to fulfil services, engage suppliers or contractors, or meet legal or regulatory obligations. We may share anonymised or aggregated analytical data with third parties.

International data transfers

Some service providers and Abeo Group companies are located outside the UK. Where personal data is transferred internationally, appropriate safeguards are in place, including UK adequacy regulations, International Data Transfer Agreements or standard contractual clauses.

Your rights

You have the right to:

• Access your personal data
• Request correction or erasure
• Restrict processing
• Object to processing, including direct marketing
• Request data portability
• Withdraw consent at any time
• Lodge a complaint with the Information Commissioner’s Office (ICO)

The ICO website is available at www.ico.org.uk.

Other websites

Our website may contain links to other websites. This Privacy Policy applies only to this website. When linking to other websites, please review their own privacy policies.

Changes to this policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page and will supersede previous versions.

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact [email protected].

Introduction

We aim to be an equal opportunities employer and undertake to apply objective criteria to assess merit. Our objective is to encourage, value and manage equality & diversity and demonstrate our commitment to equality for all. We aim to act in good faith and in an equitable manner with employees and potential employees and as a result earn a good reputation for excellence in the communities in which we are located and in which we operate by providing opportunities for employment for all sections of those communities.

We will work hard to ensure that the diversity of its workforce is considered as a valuable source of talent and skill. We encourage, values and manages diversity for all and will vigorously enforce this Policy and compliance with the principles of relevant legislation i.e. Equality Act (2010).

We will actively recruit from all sectors of the community and will seek to ensure wherever possible that the composition of its workforce reflects the diversity of the communities in which it operates.

We are committed to promoting and establishing a working environment which embraces diversity and equality. This commitment encompasses those within our Organisation, our customers/clients, suppliers and members of the public with who we come into contact during the course of our work-related duties.

Accordingly, Management will ensure that recruitment, selection, training, development and promotion procedures result in no job applicant or worker receiving less favourable treatment on the grounds of race, colour, nationality, ethnic or national origin, religion or belief, disability, trade union membership or non-membership, sex, pregnancy/maternity, gender reassignment, sexual orientation, married or civil partnership status, age, or being a part-time or fixed term worker.  The objective is to ensure that individuals are selected, promoted and otherwise treated solely on the basis of their relevant aptitudes, skills and abilities.

Wherever possible, vacancies will be advertised as widely as possible, such as internal Intranet, recruitment service providers, local and national press, technical publications, job centres and educational establishments. All external job advertisements will clearly confirm in the text that we are an Equal Opportunity employer and that it actively seeks applications from all sections of and ethnic groups within the community.

Job descriptions will include details of the main requirements of the job and will be objective and job related.

Our workforce and applicants for employment should not be disadvantaged by any policies or conditions of service which cannot be objectively justified as necessary for operational purposes.

We will not accept discrimination by association or perception. Associative Discrimination occurs when an individual is discriminated against “on the grounds of association” with a person who possesses a protected characteristic as listed above. Discrimination by perception is discrimination against an individual because it is thought they possess a particular protected characteristic, irrespective of whether this is correct.

Victimisation is when someone suffers a detriment that is in retaliation for their involvement in bringing, or supporting, a complaint of discrimination. This is not acceptable behaviour.

Management has the primary responsibility for successfully meeting these objectives by:

• not unlawfully discriminating in the course of employment against workers, job applicants, or anyone else within the working environment;
• not inducing or attempting to induce others to practise unlawful discrimination;
• bringing to the attention of employees that they will be subject to action under the Disciplinary Procedure for unlawful discrimination of any kind; and taking action if they become aware of any form of unlawful discrimination;

You can contribute by:

• not unlawfully discriminating against fellow workers, customers, suppliers or members of the public with whom you come into contact during the course of your duties;
• not inducing or attempting to induce others to practise unlawful discrimination; and reporting any unlawful discriminatory action to a Director or the HR Manager;

The successful achievement of these objectives requires the active contribution from everyone, and you should report any unlawful act of discrimination you are aware of.

If you consider that you are a victim of unlawful discrimination, please raise the issue through the Grievance Procedure.

Disabled Persons

It is our policy not to discriminate against disabled persons whether in, or applying for, employment. We actively encourage and assist in the employment, training or retraining and career development of disabled persons whenever possible.

To achieve this policy, the following procedures must be applied:

All applicants for vacancies within our Organisation are considered on their merit, and people with disabilities possessing the minimum criteria for any vacancy will be short-listed for interview.

Disabled applicants for employment will not be considered less favourably than those without disabilities, except where there is a substantial reason preventing employment.  Questions will not normally be asked about health, unless the nature of the job requirements identifies that such questions about health are intrinsic to the job requirements, or it is necessary to allow reasonable adjustments.

Consideration will be given to making reasonable adjustments, where practicable, to the workplace and to methods of working, to accommodate disabled workers.  In order to be able to do this, you have a responsibility to make us aware if you have any impairments or conditions, which may constitute a disability under the terms of the Act.  If you develop a serious health condition, you should advise your Manager of any reasonable adjustments to your working conditions, or the nature of your job which you believe could assist you in the performance of your duties.

If you have caring responsibilities associated with a dependant disabled person, then you should advise us so that we can better understand your personal situation and needs.

If you become disabled either physically or mentally, whether through accident, illness or injury, reasonable adjustments to your job or working environment will be considered/made in order to, whenever possible, retain you in employment.

Age Equality

We will provide a working environment free from discrimination on the grounds of age, and recognise the valuable contributions made by staff of all ages.  Many details of this policy relate to older staff, as they are the ones most likely to experience age discrimination, but we will seek to fulfil our duty of care to all workers, irrespective of age.

Dates of birth will only be used for monitoring purposes, or to comply with any specific legal requirement, or other external justifiable requirement.

All employees shall have equal rights to training, promotion and other aspects of career development.  Age will not be used to justify a failure to promote or train any employee.

Commitment to Trans-Equality

We are committed to equality of opportunity for trans-people throughout recruitment and employment, including supporting trans-employees through any transitioning process.  We will not tolerate discrimination, victimisation or harassment on the basis of a person’s gender identity, gender expression or trans-status. We seek to provide a supportive environment for trans-employees, and to create a culture and environment where trans-employees are able to thrive and are well supported during any process of transition.

Monitoring

We will periodically complete reviews with and seek advice from, organisations or bodies with responsibility for the promotion of equality in the workplace, such as the Equality and Human Rights Commission in order to measure the effectiveness of its approach to promotion of and compliance with equal opportunities.

We will continuously monitor the effectiveness of its Equal Opportunities Policy. Where such monitoring shows that the composition of the workforce is inappropriately disproportionate with respect to one or more ethnic or nationality group and to the diversity of the communities in which it operates, the company will wherever possible take affirmative action to target recruitment within ethnic and other minority groups in the community and seek to redress the imbalance.

We welcome feedback and use it as a positive tool to improve business performance.

Want to be sure you’re getting unbeatable value?

At Sportsafe, we promise that if you see a product cheaper elsewhere and notify us, we’ll match it. We guarantee that we won’t be beaten on price.

Our Guarantee

We continually scour the market and other suppliers to ensure we won’t be beaten on price, meaning you will get the best possible deals available.

However, if by any chance we overlook a price, and you find a product that is cheaper we will match the price. All you have to do is follow these steps.

Price match promise applies to orders only when you:

• Notify us of the cheaper competitor price at the time of placing the order with us
• Provide us with written proof or a link to the competitor’s product
• The items must be sold within the UK by a UK based company
• They must be in stock and available on the same or better delivery times
• The product must have an identical specification
• They cannot be subject to any special promotions or discounted offers

Sportsafe has established this quality policy to be consistent with the purpose and context of our organisation. It provides a framework for the setting and review of objectives in addition to our commitment to satisfying applicable customers’, regulatory and legislative requirements as well as our commitment to continually improve our management system.

Customer focus: As an organisation, we have committed to understanding our current and future customers’ needs; meeting their requirements and striving to exceed their expectations.

Leadership: Our Top Management has committed to creating and maintaining a working environment in which people become fully involved in achieving our objectives.

Engagement of people: As an organisation, we recognise that people are the essence of any good business and that their full involvement enables their abilities to be used for our benefit. Further developed and implemented for the benefit of all parties.

Process approach: As an organisation, we understand that the desired result is achieved more efficiently when activities and related resources are managed as a process or series of interconnected processes.

Improvement: We have committed to achieving continual improvement across all aspects of our quality management system; it is one of our main annual objectives.

Evidence-based decision making: As an organisation, we have committed to only making decisions relating to our QMS following an analysis of relevant data and information and with full consideration of risk/impact on our quality objectives.

Relationship management: Sportsafe recognises that an organisation and the relationship it has with its external providers are interdependent and a mutually beneficial relationship enhances the ability of both to create value.

Our policy is also to meet the requirements of other interested parties and in meeting our social, environmental, charitable, regulatory and legislative responsibilities.

We have produced quality objectives which relate to this.

This policy is available and communicated to all interested parties as well as being made available to the wider community through publication on our Website, and Company Notice board.

Authorised by: Head of Finance

Date Approved: 27^th October 2021

Review Date: September 2022

Sportsafe UK Limited (‘the organisation’) accepts that the management of the environment is fundamental to its business and is therefore an integral part of its business strategy policy.

The organisation aims to make sound environmental management a feature throughout its activities and have established this Environmental Policy to be consistent with the purpose and context of our Organisation. It provides a framework for the setting and review of environmental objectives in addition to our commitment towards the following:

• Protect the environment, including the prevention of pollution
• To sustainable resource use, climate change mitigation, protection of biodiversityand ecosystems
• Conform to applicable legislative, regulatory and compliance obligations
• Continually improve our Environmental Management System and to enhance environmental performance

We have produced environmental objectives which relate to this policy and form part of the integrated management system.
This policy is communicated to all interested parties as well as being made available to the wider community through publication on our Website and Company Notice board.

Authorised by: Head of Finance

Date Approved: 27^th October 2022

Review Date: September 2023