This policy explains when, why and how we collect personal information from the people who visit our website or sign up to any of our services or request or contact us in any other manner. The policy also details the conditions under which we may disclose the information to others and how we keep it secure.
- We will never sell your data on.
- We will never share your data for marketing to by any third parties.
- We will always keep your personal data secure using strong encryption, abiding by data protection rules and by implementing good security practice.
- We will never send you direct email marketing without your consent, our newsletter requires you to explicitly opt-in.
2. About us
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
3. When do we collect your personal data
We may collect data about you in the following ways:
- By filling in forms on any of our websites, this includes information provided at the time of registering to use our websites. We may also ask you for information if you report a problem with our site.
- If you contact us, we may keep a record of that correspondence.
- Visiting our sites, including, but not limited to, traffic data, location data and other communication data required for our own security, diagnostic, authentication and billing.
4. What personal data do we collect
If you are simply viewing our website then we will collect the following information within our logs:
- IP Address (See cookies and IP addresses)
If you sign up to use our services we will then collect the following information:
- Email Address
While not actively collected we may store any other personal information that you may disclose during live chat, tickets or emails.
5. Cookies and IP Addresses
We collect IP address information for security (DDoS prevention, anti-hacking and fraud prevention), diagnostics and statistical analysis of traffic used for improvements to the performance and usability of our services, for GDPR purposes we collect this information under legitimate interest.
A cookie is a small file saved on your computer that is used to help store preferences and other information that is used by websites you may visit.
- Authentication of users when logging in or out of our services.
- Analysis of traffic to our website via Google Analytics (see Google Analytics).
- Tracking of website preferences.
- Third party services such live chat.
You can block cookies by activating the setting in your browser which allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies you may not be allowed access to all or parts of our site.
6. Where we store and process your personal data
The data that we collect from you is stored in the UK but it may be processed by staff operating outside the EEA (European Economic Area) who work for us or for one of our suppliers. Such staff may be engaged in, among other things, the provision of support services.
By submitting your personal data, you agree to the processing of this data outside of the EEA.
7. How we protect your personal data
We treat all data with the utmost care and take appropriate steps in compliance with data protection regulation to ensure it is kept safe.
- All data we collect is done so over encrypted connections (https).
- All data is stored behind state of the art firewalls managed by our security team.
- All systems storing personal data have access logging.
- All passwords are encoded at rest.
- All systems are subject to regular penetration testing and are monitored for vulnerabilities and attacks.
8. Uses we make of personal data
We use information held about you in the following ways:
- To verify your identity.
- To carry out our obligations arising from any contracts entered into between you and us.
- To ensure that content from our site is presented in the most effective manner for your device.
- To respond to queries.
- To provide you with information, products or services that you request from us where you have consented to be contacted.
- To notify you about changes to our services.
- To prevent fraud.
- To detect, prevent and diagnose potential security breaches.
9. Legal basis for the collection and processing
Data protection law sets out the conditions under which personal data can be collected and which we use as the basis for collection and processing, these include:
When you purchase a service, we need to collect personal data to fulfil our legal contractual obligation, for example: so we can contact you for technical support purposes.
The law requires we collect and process data for certain purposes and that we can comply with law enforcement requests for data.
We collect data under legitimate interest in a way that is reasonably expected as part of the day to day running of our business.
10. How long we keep personal data
Your data will be kept until it is no longer required for the purpose of its collection.
At the end of the retention period the data will either be deleted or anonymised so it can no longer be linked back to an individual.
Personal data linked to purchases or any other financial transaction are kept for a minimum of 6 years as required by UK law to retain financial data.
13. Google Analytics
Like many websites we use Google Analytics to collect anonymous data about the users of our sites such as how often they visit, what pages they visit, what time they visit, how long the stay and what country they are visiting from.
This data is collected using cookies and from your IP address, the resulting statistics are used for the following purposes:
- Improving website usability
- Tracking the success of marketing campaigns
- Pattern analysis
You can prevent Google Analytics from collecting this information by installing the google opt-out browser addon: https://tools.google.com/dlpage/gaoptout
To learn how Google uses data collected from our own and partner sites please see the following link: https://policies.google.com/privacy/partners?hl=en-GB&gl=uk
15. Disclosure of your personal information
We may disclose your personal information to any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.
We may disclose your personal information to third parties:
If Software Solutions South West Ltd or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms and conditions of supply Terms and Conditions and other agreements; or to protect the rights, property, or safety of our customers or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
16. External links
Our site may, from time to time, contain links to and from the websites of our partners. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
17. Your rights under GDPR
Under GDPR (General Data Protection regulation) you have a number of rights relating to your personal data, these will come into force on the 25th May 2018, for further information please see https://ico.org.uk
Right to Restrict Processing
You have the right to request we restrict processing of your personal data where there is no legitimate interest for us to do so:
- Where the accuracy of the personal data is contested, to restrict the processing until such time as the accuracy has been sufficiently verified.
- Where you object to the processing (See Right to Object), and where we are considering whether there are legitimate grounds to override the request.
- When processing is unlawful and you oppose erasure and request restriction instead.
- If we no longer need the personal data but you require the data to establish, exercise or defend a legal claim.
You can exercise the right at any time by contacting our team (see Contacting Us).
Right of Access (Access to Information)
The GDPR Act gives you the right to access information held about you.
You can exercise this right by contacting us.
We are required to verify your identify before processing any right to access request, once verified the data shall be provided within 28 days.
The data shall be provided free of charge however an admin fee may be applied where a request is manifestly unfounded or excessive, particularly if it is repetitive.
Right to Erasure (Also known as the right to be forgotten)
As an individual you have the right to request the erasure of any data we hold on you, this is not an absolute right, for example it does not override our requirement under UK law to keep financial data such as invoice information.
You can make a request where your personal data is no longer necessary in relation to the purpose for which it was originally collected/processed, for example if you cancel all services you have with us.
To make a right to erasure request please contact our customer services team.
Right to Rectification
The GDPR provides the right to have any personal data rectified that may be incorrect or incomplete.
Customers can update their own personal details via the client area however if this is not sufficient please contact our customer services team.
Right to Object
You have the right to object to the processing of your personal data where there is no legitimate or lawful reason to do so.
To make a right to object request please contact our customer services team.
19. Contacting us
- By creating a ticket through their client area.
- Starting a live chat with us.