CASPERS ENTERPRISES, LLC
This Privacy Policy explains how CASPERS ENTERPRISES, LLC collects, uses, stores, shares and protects personal information when you visit our website, contact our front desk, request a quote, place a purchase order or take part in a bid sitting. The policy is written in plain English so that a reader does not need a legal background to understand what happens to information that concerns them.
This website and the procurement work described on it are operated by Caspers Ent, the developer and operator name used by the firm for its digital properties, on behalf of CASPERS ENTERPRISES, LLC. When this policy refers to we, us or our, it refers to CASPERS ENTERPRISES, LLC together with Caspers Ent as the party responsible for the website and the systems that support the High Point warehouse office.
We ask that you read this policy carefully before sending personal information to us. By using the website or by writing to the office, you acknowledge that you have had the opportunity to read this policy and to ask questions about it. If you do not agree with the practices described here, please do not submit personal information through the website and contact us by telephone instead so that we can discuss an alternative arrangement.
The policy applies to the public website, to the contact form, to email and telephone enquiries, and to the procurement records kept at the High Point warehouse office. It does not apply to a third party website that you may reach through a link from our pages, and it does not apply to the internal records of a supplier or carrier that is independent of the firm.
CASPERS ENTERPRISES, LLC is a limited liability company working in computer integrated systems design and related professional, scientific and technical services. The firm keeps a working procurement desk and a receiving operation at its warehouse office, where purchase orders, receiving sheets and supplier notes are processed every working day.
The registered postal address of the firm is 1589 Skeet Club Rd Ste 102-155, High Point - 27265-8817, United States (US). The front desk can be reached by email at procurement@caspersenterprisesllc.com and by telephone at +18066398253. Questions about this policy, about a request to access or correct information, or about a concern regarding privacy should be directed to those contact points and will be routed to the person responsible for data protection matters.
The firm acts as the controller of the personal information that it collects through this website and through its direct procurement correspondence. Where the firm handles information solely on the instruction of a client, the client remains the controller of that information and the firm acts as a processor, following the written instructions that the client provides.
This policy covers personal information relating to individuals who interact with the firm, including prospective clients, existing clients, supplier representatives, carrier drivers, visitors to the warehouse office and ordinary readers of the website. It covers information collected in person, by telephone, by email, through the contact form and through the ordinary operation of the procurement desks.
The policy does not cover information that has been fully anonymised so that it can no longer be linked to a person, nor does it cover aggregated statistics about the volume of orders or the performance of carriers where those statistics contain no personal identifiers. Information about a company as a legal entity is not personal information in itself, although the name and contact details of an individual working for that company are treated as personal information.
Some parts of the website are informational only and do not ask for any information at all. The contact form is the only place on the public website where a visitor is invited to type personal details, and that form is designed so that nothing is stored on the website itself, as explained in the section on how information is collected.
We collect several categories of information, and we try to keep each category to what is genuinely needed for the stated purpose. The main categories are described below.
This includes a name, an email address, a telephone number, a postal address and, where relevant, the name of the organisation you represent and your role within it. These details are needed so that the front desk can reply to an enquiry, raise a purchase order or arrange a bid sitting.
This includes the subject and body of a message that you send through the contact form, by email or by telephone. It may include a specification, a delivery date, a supplier name, a question about an existing order or any other information that you choose to place in the message.
When an enquiry becomes an order, the record expands to include purchase order numbers, line items, quantities, prices, freight terms, carrier paperwork, receiving sheet notes and supplier correspondence. Some of this record will name individuals, such as the buyer who approved an order or the clerk who signed a receiving sheet.
The web server that delivers these pages may record standard request information, such as the type of browser used, the pages requested and the approximate time of a request. This information is used to keep the website available and secure, and it is not used to build a profile of an individual reader.
We keep a record of the messages exchanged with a client or supplier so that a later question can be answered without asking the same thing twice. The history is kept with the order record and is retained for the period described in the retention section of this policy.
Information reaches us in a small number of ordinary ways, and each one is worth describing plainly.
You may provide information directly when you complete the contact form, when you send an email to the procurement address, when you telephone the front desk or when you attend a bid sitting at the warehouse office. You may also provide information indirectly when a colleague introduces you by email or when a supplier names you as the contact for a line on a purchase order.
The website collects very little on its own. The contact form does not transmit data to a server side application on this website; instead it prepares a message in your own mail program so that you remain in control of the sending step. This design was chosen so that a visitor is not required to trust an additional database simply in order to write to the office.
We may receive information from a client who asks us to run a receiving sheet on that client behalf, or from a supplier who sends a note about a delivery. In those cases the information is used only for the purpose of the order that it relates to.
The procurement desks produce a large volume of operational records, and those records are the heart of the firm business. A purchase order record normally contains the name of the organisation that raised the order, the name of the individual who approved it, the line items and quantities, the agreed price, the promised date and the bay to which the order was assigned.
A receiving sheet record normally contains the date of receipt, the carrier name, the piece count, any shortage or damage noted in the margin, the initials of the clerk who checked the crate and the shelf position where the contents were placed. A supplier note record normally contains the exchange of messages and the reference number that closes the question.
These records exist to make the production and supply chain of a client auditable. They are kept with care, restricted to the staff who need them and retained for the period described in the retention section. A client may ask for a copy of the records that relate to its own orders, and we will provide that copy in a readable format.
Where the law requires a legal basis for processing personal information, we rely on one or more of the following bases.
We process information because it is necessary to take steps at your request before entering a contract, or to perform a contract that has already been entered, such as raising a purchase order or arranging a delivery.
We process information because it is necessary for our legitimate interests in running a working procurement desk, keeping accurate records, preventing fraud and maintaining the security of the website and the warehouse office. We balance those interests against the rights of the individual and we stop the processing where the balance tips against the individual.
We process information because the law requires us to keep certain business records, to respond to a lawful request or to cooperate with a supervisory authority.
Where we rely on consent, for example for an optional communication, we will ask for that consent separately and clearly, and you may withdraw it at any time without affecting the lawfulness of the processing that took place before the withdrawal.
We use personal information for a limited set of purposes that are set out below.
We do not sell personal information. We do not use personal information to build advertising profiles. We do not send marketing messages to a person who has not asked to receive them.
A supplier note desk depends on a willing exchange of clear information with suppliers. For that reason we ask suppliers to send us only the contact details that are needed to operate an account, and we ask that a supplier note not include sensitive personal information about a customer of the supplier.
Where a supplier sends us information that we did not request, we will either return it or securely dispose of it once its relevance to an order has been confirmed. We do not keep supplier personal information for longer than the period described in the retention section, and we do not use it to contact the individual about anything other than the orders that connect us.
A supplier may ask what information we hold about its representative, and we will answer that question by describing the categories of information in the order record and by providing a copy of the relevant entries.
We keep personal information only for as long as it is needed for the purpose for which it was collected, or for the period that the law requires for business and accounting records.
An enquiry that does not become an order is normally kept for two years so that a later message can be read in context, and is then deleted or anonymised. A purchase order record and its associated receiving sheet are kept for seven years, which is the period generally required for business records and which also covers the ordinary limitation period for a commercial claim.
A supplier note is kept with the order that it relates to and is therefore subject to the same seven year period. Technical server logs are kept for a much shorter period, usually measured in weeks, and are then overwritten in the ordinary course of system maintenance.
When a retention period ends, the record is deleted or anonymised so that it can no longer be linked to an identifiable individual. A small residual record may be kept where a legal hold applies or where the record is needed to defend a claim that has already been notified to the firm.
We take reasonable technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration and disclosure. The warehouse office is a controlled space, the paper records are kept in locked storage outside working hours, and the digital records are protected by access controls that are limited to the staff who need them.
Access to a purchase order record is granted by role, and a clerk who moves from one desk to another loses the access that the previous desk required. Passwords are individual, and shared accounts are not used for the procurement systems. Backups are taken at a regular interval and are tested so that a restore can be relied upon if it is needed.
No method of transmission over the internet and no method of electronic storage is completely secure. For that reason we cannot promise absolute security, but we work to reduce risk to a level that is appropriate to the sensitivity of the information and we review the measures on a regular cycle.
If a breach of security occurs that is likely to result in a risk to the rights of an individual, we will notify the affected individuals and the relevant authority without undue delay and in the manner that the law requires.
The firm operates from the United States, and the primary records are held there. A supplier or a service provider may be located in another country, in which case information may need to cross a national border in order to support an order.
Where information is transferred outside the country in which it was collected, we take steps to ensure that the transfer is lawful and that the information continues to receive an appropriate level of protection. Those steps may include a contractual clause that binds the recipient, a check on the legal framework of the destination country or a specific agreement with the individual concerned.
A client or supplier who wishes to know whether an order involves a transfer to a particular country may ask the front desk, and we will answer the question as clearly as the order record allows.
Depending on where you live, you may have a set of rights over the personal information that we hold about you. We respect those rights and will make it straightforward to exercise them.
You may ask whether we hold personal information about you and, if we do, request a copy together with a description of how it is used.
You may ask us to correct an entry that is inaccurate or to complete an entry that is incomplete.
You may ask us to delete information that we no longer need, subject to the retention periods described in this policy and to any legal obligation that requires us to keep a record.
You may ask us to restrict the processing of information, or you may object to processing that relies on our legitimate interests. Where an objection is upheld, we will stop the processing and explain what remains possible.
You may ask for a copy of the information that you provided in a structured and commonly used electronic format.
Where processing relies on consent, you may withdraw that consent at any time, and we will stop the processing that depended on it.
To exercise a right, write to procurement@caspersenterprisesllc.com or telephone +18066398253 and describe the request. We may ask for a small amount of additional information to confirm your identity before we act, so that we do not disclose information to the wrong person. We normally respond within thirty days.
If you are a resident of California, the state privacy law gives you additional rights and requires a specific notice. We do not sell personal information, and we do not share it for cross-context behavioural advertising, so the sale and sharing opt out rights do not need to be invoked for this website.
You have the right to know the categories of personal information that we collect, the sources of that information, the business purpose for the collection and the categories of third party to whom it is disclosed. The sections on information collected, how information is collected and how we share information describe those categories for the firm as a whole.
You have the right to request deletion of personal information that we collected from you, subject to an exception that applies to a completed transaction, to a legal obligation or to the defence of a legal claim. You have the right to correct inaccurate information, to request a copy of the information in a portable format and to be free from discrimination for exercising a privacy right.
To make a request, use the contact points at the end of this policy and state that the request is made under the California law. We will confirm receipt, verify your identity and respond within the period that the law allows.
This website and the procurement services described on it are intended for businesses and for adults acting in a professional capacity. We do not knowingly collect personal information from a child under the age of thirteen, and we do not direct any part of the website at a child.
If a parent or guardian believes that a child has sent personal information to the firm, the parent or guardian should contact the front desk so that the information can be located and deleted. We will act promptly and will explain what was found and what was removed.
A school or youth organisation that wishes to purchase through the firm should do so through an authorised adult, and the order record will name that adult as the contact.
Our pages may link to a website that is operated by another organisation, such as a supplier portal or a carrier tracking page. We do not control those websites, and this policy does not apply to them.
We encourage you to read the privacy notice of any third party website before sending personal information to it. A link from our website is not an endorsement of the privacy practices of the destination, and we are not responsible for the content or the security of a site that we do not operate.
If a link on our website points to a page that appears to have changed ownership or purpose, please tell the front desk so that the link can be reviewed and removed if necessary.
The firm does not make decisions with a legal or similarly significant effect about an individual by automated means alone. A purchase order is approved by a person, a quote is compared by a person and a receiving discrepancy is resolved by a person.
Software is used to sort, search and file records, and a search result may help a clerk find a relevant order more quickly. That assistance does not replace the judgment of the clerk, and an individual may always ask for a decision to be reviewed by a member of staff.
If the firm ever introduces an automated feature that produces a decision of that kind, this policy will be updated to describe the logic involved, the significance of the outcome and the way in which a person may request a review.
We review this policy at regular intervals and update it when the way we work changes, when a new service is introduced or when the law requires a change. The effective date at the top of the page tells you when the current version took effect.
Where a change is material, we will place a clear notice on the homepage for a reasonable period so that a returning reader is not surprised by a different practice. We will not apply a materially different practice to information that was collected before the change without first giving notice and, where the law requires it, obtaining consent.
A copy of the current policy is always available from the link in the footer of every page. If you would like a copy by email, write to procurement@caspersenterprisesllc.com and the front desk will send one.
If you are unhappy with the way that we have handled personal information, please tell us first so that we have the chance to put it right. A complaint can be sent to procurement@caspersenterprisesllc.com or made by telephone at +18066398253, and the front desk will record it and pass it to the person responsible for privacy matters.
We will acknowledge a complaint within a reasonable period, investigate the circumstances and explain the outcome in writing. We will also explain any step that we have taken to prevent a recurrence.
You may also have the right to complain to a supervisory authority in the country or state where you live. We will cooperate with that authority and will provide the information that it needs to review the matter.
For any question about this policy, or to exercise a privacy right, please use the details below.
Company: CASPERS ENTERPRISES, LLC
Address: 1589 Skeet Club Rd Ste 102-155, High Point - 27265-8817, United States (US)
Email: procurement@caspersenterprisesllc.com
Phone: +18066398253
Business hours are Monday to Friday, 8:00 to 17:00 Eastern Time. Messages received outside those hours are read on the next working day.