June 2018 Privacy Notice
DATA PRIVACY NOTICE
We take your privacy very seriously and we ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal data, your rights in relation to your personal data and on how to contact us and supervisory authorities in the event you have a complaint.
Who we are
Mark1 IT Solutions Limited collects, uses and is responsible for certain personal data about you. When we do so we are required to comply with data protection regulation and we are responsible as a data controller of that personal data for the purposes of those laws.
We, Mark1 IT Solutions Limited are a company registered in England and Wales (company number 8642501) whose registered office is at Mark1 Building, 53 Norman Way, Melton Mowbray, Leicestershire, LE13 1JE. Any data provided to us for the purpose of our services will be used only for that purpose.
The personal data we collect and use
In the course of providing our services to you we may collect the following personal data when you/ your employer provide it to us:
- contact information
- identity information
- financial information
- computer system information including but not limited to, usernames and passwords (where required for access for Mark1 IT employees)
Information collected from other sources
We also obtain personal data from other sources in the course of providing our IT services . Where we obtain this information from another party it is their responsibility to make sure they explain that they will be sharing personal data with us and, where necessary, ask permission before sharing information with us. The personal data we obtain from other sources may include the following:
- From your suppliers (where contact has been made with a supplier on your behalf and with your explicit permission):
- contact information
- identity information
- financial information
- computer system information including but not limited to, usernames and passwords
How is your data collected?
We may collect your personal data using the following methods:
You may give us your contact and identity information by filling in forms or corresponding with us by post, telephone, email or in person at trade shows and/or networking events.
Third parties or publicly available sources
We may receive personal data about you from various third parties and publicly available sources.
Systems we use to Process Personal Data
We use several systems to process data, including:
- Servers, storage, networks and connections
- CCTV and access control systems
- Customer relationship management systems (CRM)
- Marketing automation systems
- Communications systems
- Remote access systems
- Email and instant messaging systems
- Helpdesk system and support related tools
- Intranet and Internet systems
- Telephone, voicemail, mobile phone records
Reasons to Process Personal Data
We process information about you for the following reasons:
- Marketing our business
- Compliance with legal, regulatory and corporate governance obligations and good practice
- Ensuring business policies are adhered to
- Ensuring the confidentiality of commercially sensitive information
- Statistical analysis
- Preventing unauthorised access and modifications to systems
- Processing customer or third-party data
- Analysing purchasing preferences and improving services
- Providing customer services
- Operational reasons, such as recording transactions, training and quality control
- Ensuring safe working practices, monitoring and managing staff access to systems and facilities
- Recording human resource information, such as staff administration and assessments, monitoring staff conduct and disciplinary matters
- Checking references
Special category data
Certain types of personal data are considered more sensitive and so are subject to additional levels of protection under data protection legislation. These are known as ‘special categories of data’ and include data concerning your health, racial or ethnic origin, genetic data and sexual orientation. Data relating to criminal convictions or offences is also subject to additional levels of protection.
Mark1 IT Solutions Limited does not request, receive, record or process any special category data.
We may use personal data we hold about you to help us identify, tailor and provide you with details of products and services from us that may be of interest to you. We will only do so where we have obtained your clear consent and then have a legitimate business reason to do this and will do so in accordance with any marketing preferences you have provided to us. In addition, where you provided your consent, we may provide you with details of products and services of third parties where they may be of interest to you. You can opt out of receiving marketing at any time. If you wish to amend your marketing preferences please contact us:
By phone: 01664 668005
By email: firstname.lastname@example.org
By Post: Mark1 Building, 53 Norman Way, Melton Mowbray, Leicestershire, LE13 1JE
In addition, you can opt out of receiving marketing at any time by clicking the ‘unsubscribe’ link at the bottom of every email.
Disclosures of Personal Data
We may have to share your personal data with some of the parties set out below:
- External third parties – consisting of service providers (acting as processors) who provide other IT and system administration services; professional advisers (acting as processors or joint controllers) including lawyers, auditors and bankers and HM Revenue & Customs, regulators and other authorities (acting as processors or joint controllers) who require reporting of processing activities in certain circumstances;
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
If you fail to provide personal data
Where we need to collect personal data by law or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have entered into with you or are trying to enter into with
you (for example to provide you with goods and services). In this case we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.
How long your personal data will be kept
We will only retain your personal information for as long as is necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements. To determine the appropriate retention period for personal data we consider the amount, nature and sensitivity of personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means and the applicable legal requirements.
By law we have to keep basic information about our customers (including contact and identity data) for six (6) years after they cease being customers for tax purposes.
In some circumstances we may anonymise your personal information (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use such information without further notice to you.
Transfer of your information out of the EEA
We will not transfer your personal data outside of the European Economic Area or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.
You have legal rights under data protection regulation in relation to your personal data. These are set out under the below headings:
- To access personal data
- To correct / erase personal data
- To restrict how we use personal data
- To object to how we use personal data
- To ask us to transfer personal data to another organisation
- To object to automated decisions
- To find out more about how we use personal data
We may ask you for proof of identity when making a request to exercise any of these rights. We do this to ensure we only disclose information or change your details where we know we are dealing with the right individual. We will not ask for a fee. However, where any request is manifestly unfounded or excessive we may charge a reasonable fee for the administrative costs of complying with your request. We also have the right to charge a reasonable fee if an individual requests further copies of their data following a request, with such fee being based on the administrative costs of providing further copies.
We will respond to all valid requests within one month of receiving such request.
To access personal data
You can ask us to confirm whether or not we have and are using your personal data. You can also ask to get a copy of your personal data from us and for information on how we process it.
To rectify / erase personal data
You can ask that we rectify any information about you which is incorrect. You can ask that we erase your personal data if you think we no longer need to use it for the purpose we collected it from you. You can also ask that we erase your personal data if you have either withdrawn your consent to us using your information (if we originally asked for your consent to use your information), or exercised your right to object to further legitimate use of your information, or where we have used it unlawfully or where we are subject to a legal obligation to erase your personal data.
We may not always be able to comply with your request, for example where we need to keep using your personal data in order to comply with our legal obligations or where we need to use your personal data to establish, exercise or defend legal claims.
To restrict our use of personal data
You can ask that we restrict our use of your personal data in certain circumstances, for example
- where you think the information is inaccurate and we need to verify it;
- where our use of your personal data is not lawful but you do not want us to erase it;
- where the information is no longer required for the purposes for which it was collected but we need it to establish, exercise or defend legal claims; or
- where you have objected to our use of your personal data but we still need to verify if we have overriding grounds to use it. We can continue to use your personal data following a request for restriction where we have your consent to use it; or we need to use it to establish, exercise or defend legal claims, or we need to use it to protect the rights of another individual or a company.
To object to use of personal data
You can object to any use of your personal data which we have justified on the basis of our legitimate interest, if you believe your fundamental rights and freedoms to data protection outweigh our legitimate interest in using the information. If you raise an objection, we may continue to use the personal data if we can demonstrate that we have a legitimate interest which enables us to lawfully process such data.
To request a transfer of personal data
You can ask us to provide your personal data to you in a structured, commonly used, machine-readable format, or you can ask to have it transferred directly to another party
To contest decisions based on automatic decision making
If we made a decision about you based solely by automated means (i.e. with no human intervention), and the decision made by us produces a legal effect concerning you, or significantly affects you, you may have the right to contest that decision, express your point of view and ask for a human review. These rights do not apply where we are authorised by law to make such decisions and have adopted suitable safeguards in our decision making processes to protect your rights and freedoms.
You can contact us for more information
If you are not satisfied with the level of information provided in this privacy notice, you can ask us about what personal data we have about you, what we use your information for, who we disclose your information to, whether we transfer it abroad, how we protect it, how long we keep it for, what rights you have, how you can make a complaint, where we got your data from and whether we have carried out any automated decision making using your personal data. If you would like to exercise any of the above rights, please:
- email or write to our Data Protection Officer at email@example.com or Data Controller, Mark1 IT Solutions Limited, Mark1 Building, 53 Norman Way, Melton Mowbray, Leicestershire, LE13 1JE;
- let us have enough information to identify you, e.g. name, address, date of birth;
- let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
- let us know the information to which your request relates.
Keeping your personal data secure
We have invested significantly to ensure the appropriate security measures are in place to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Our supervisory authority
If you are not happy with the way we are handling your information, you have a right to lodge a complaint with the Information Commissioners Office. It has enforcement powers and can investigate compliance with data protection regulation (www.ico.org.uk). We ask that you please attempt to resolve any issues with us before the ICO.
How to contact us
Please contact our Data Protection Officer if you have any questions about this privacy notice or the information we hold about you. If you wish to contact our Data Protection Officer, please send an email to firstname.lastname@example.org or write to Data Controller, Mark1 IT Solutions Limited, Mark1 Building, 53 Norman Way, Melton Mowbray, Leicestershire, LE13 1JE.
Glossary of Terms
we, us or our Mark1 IT Solutions Limited, a company registered in England and Wales. (company number 8642501) and having its registered office at Mark1 Building, 53 Norman Way, Melton Mowbray, Leicestershire, LE13 1JE.
these are details that can be used to contact a person, including title, first name, surname, personal telephone number, fax, email address, home address, country, postcode or city of residence. This may also include work contact information such as work telephone number, fax, work email and work address.
means a natural or legal person (such as a company) who decides how and why personal data is to be processed.
means a natural or legal person (other than an employee of the data controller) who processes data on behalf of a data controller.
Data protection regulation
applicable data privacy and protection laws.
this is information about your work, if you are employed, self-employed, unemployed, a student or on job seeker allowance.
this is information relating to your bank account, specifically account numbers and sort codes.
this is any information that can be used to distinguish a person or verify their identity, such as name, date of birth, place of birth, gender, marital status, national identity card/number, passport, drivers licence and national insurance number
software which assists us with resources to analyse data to assist us in providing you with IT services (for a list of software providers which we use, please contact us – see How to contact us above)
Process / processing
in relation to information or data, means obtaining, recording or holding the information or data or carrying out any operation or set of operations on the information or data (and includes any adaptation, alteration, use, disclosure, erasure or destruction of the information or data).