We are committed to protecting your privacy. We will only use the information that we collect about you lawfully (in accordance current with UK Data Protection Law). This document is dated 24th January 2019.
Why we hold your data
We collect information about you for the following reasons:
- to process your order
- to fulfil a contract
- to provide you with the service as detailed below.
- because you have given consent for us to do so for direct marketing purposes in connection with our products and services or those of associated companies or official partners
- where there is a legal requirement to do so and
- where there is a legitimate interest.
The type of information we will collect about you includes but is not limited to:
- your name
- phone number
- email address
- information relating to visits to our websites
- information (“Specific Data”) relating to your:
- Employees, contractors or temporary workers of the Customer,
- their personal identification; communication means, location and contact details, and
- any other information the Customer chooses to store on systems providing by Advance IT Group Ltd
We may also receive information about you from third parties in connection with our services.
We will never collect sensitive information about you without your explicit consent.
The information we hold will be accurate and up to date. You can check the information that we hold about you by emailing us. If you find any inaccuracies, we will delete or correct it promptly. You may request to have your personal information deleted provided it such request is allowed by law.
How we use your Specific Data specifically for the purposes of providing you (“the Customer”) with the our service:
The Data Processor – Advance IT Group Limited (“AITG”) - only carries out data processing for the provision of its service in accordance with the “Customer”’s (the Data Controller) written instructions and anything specifically defined in the Supply Agreement. We may however be required to do otherwise by law.
We only process the Specific Data so that we can provide the Services to the Customer and meet our obligations under any applicable law including Data Protection Legislation. We will only correct, delete or block the Specific Data when instructed to do so by the Customer.
Only authorised personnel are permitted to process the Specific Data and those that are subject to a binding duty of confidentiality.
Any processing of the Specific Data that is subcontracted to a third party by AITG is done so to the same obligations as AITG personnel. We only disclose to them any personal information that is necessary for them to provide their service and we have, where possible, a contract in place that requires them to keep your information secure and not to use it other than in accordance with providing the AITG service.
The Specific Data is protected by appropriate measures both technically and operationally against unauthorised or unlawful processing and accidental destruction, damage or loss, including the measures taken in accordance with applicable Data Protection Legislation, so as to allow the Customer to comply with its obligations under the Data Protection Legislation.
At a reasonable cost agreed with the Customer, AITG can help provide information and assistance to the Customer to allow the Customer to comply with its obligations under the Data Protection Legislation, including assisting the Customer to:
- Comply with its own security obligations
- Respond to requests for exercising data subjects’ rights
- Comply with its obligations to inform data subjects about serious personal data breaches
- Carry out privacy impact assessments and audit privacy impact assessment compliance; and
- Consult with the applicable supervisory authority following a privacy impact assessment;
AITG will, after the end of supplying its services to the Customer, securely delete the Specific Data or, at a reasonable cost, keep the Specific Data as required by the Customer in order to demonstrate compliance with any of its obligations.
Whilst by the nature of the services and the media used (mobile, email, etc) means that the Specific Data transits globally AITG’s policy is to store the Specific Data within the EU or, if outside the EU, where data agreements are in place.
AITG will direct any of the Customer’s users of the service to the Customer when:
- they are seeking to exercise their rights under the Data Protection Legislation
- they make a complaint or claim for compensation arising from or relating to the processing of the Specific Data
This also applies in the case of an approach from any applicable law enforcement authority (including any applicable supervisory authority).
The Specific Data belongs to the Customer at all times.
If we collect your personal information, the length of time we retain it is determined by a number of factors including the purpose for which we use that information and our obligations under other laws. We do not retain personal information in an identifiable format for longer than is necessary. The only exceptions to this are:
- the law requires us to hold your personal information for a longer period, or delete it sooner;
- you exercise your right to have the information erased (where it applies) and we do not need to hold it in connection with any of the reasons permitted or required under the law.
How we hold your data
The personal information which we hold will be held securely in accordance with our internal security policy and the law. Transmission of data via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted to our websites and any transmission is at your own risk. If we transfer your information outside of the EEA in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this policy.
Others who may access to your personal data
We may share your information with others for the purposes set out above to third parties who provide products and services that are associated with our own.
When we use third party service providers, we only disclose to them any personal information that is necessary for them to provide their service and we have a contract in place that requires them to keep your information secure and not to use it other than in accordance with our specific instructions or for a specified purpose.
Other ways we may share your personal information
We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation. We may also transfer your personal information if we’re under a duty to disclose or share it in order to comply with any legal obligation, to detect or report a crime, to enforce or apply the terms of our contracts or to protect the rights, property or safety of our staff, contractors, suppliers, visitors and customers. We will always take steps with the aim of ensuring that your privacy rights continue to be protected.
We will not contact you unless you have given us your consent. We will give you the chance to refuse any marketing communication from us.
We may collect your preferences to receive marketing information directly from us by email, SMS, phone or post if you subscribe to do so.
We may contact you with marketing information by post or by telephone or with targeted advertising delivered online through social media and platforms operated by other companies by using your personal information or use your personal information to tailor marketing to improve its relevance to you, unless you object.
We may also contact you with marketing information by text or email. However, where you deal with us in your capacity as an individual (rather than through your company or organisation), we will only contact you by email or text with direct marketing material if:
- you make an enquiry engage with us in respect of our services, unless and until you indicate you would prefer not to hear from us; or
- you have consented to receive such marketing information directly from us.
We will only share your information with our third-party partners or marketing agents in order for them to send marketing materials on our behalf or capture any requests to unsubscribe from our newsletter.
From time to time, we may ask you to refresh your marketing preferences by asking you to confirm that you consent to continue receiving marketing information from us.You have the right to opt-out of our use of your personal information to provide marketing to you in any of the ways mentioned above.
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