Privacy Policy
Who we are
Absolute Networks are a Derby based IT Support company. Absolute Networks have been helping clients across the UK since 2003. Based in Derby we work in a range of sectors including financial services, manufacturing, healthcare, education, construction, retail and engineering. Providing the highest levels of IT support and project management, to small, medium and large companies. We aim to take on the administrative and technical burden of managing your IT infrastructure allowing you to focus on the core business requirements.
Definitions
We use the following key definitions to describe people mentioned in this document. These are definitions used by the Information Commissioner’s Office (ICO), the UK’s independent body set up to uphold information rights.
‘Data subject’: this is you. As the data subject, we respect your right to control your data.
‘Data controller’: this is us, Absolute Network. With your permission, we determine why and how your personal data is used (as outlined in this document).
‘Data processor’: this is a person, or organisation, who processes your data on our behalf.
Our Commitment to your privacy
Absolute Networks understands that your privacy is important to you and that you care about how your personal data is used and shared. We will only ever collect, store and use your personal data when we have an identified purpose and reason to do so and will do so in a manner that is consistent with our obligations and your rights under the law.
Why and what we collect
We collect your data for a number of reasons. The ICO refers to these reasons as the ‘lawful basis’ for processing. Only when we have identified a lawful basis are we allowed to process your data. The reasons for collecting data are:
People who use our services – We collect data which may include name, company name, company address, email address, phone number. We collect this information in order to facilitate the delivery of our services. The ICO define the lawful basis for processing your data for these purposes as ‘contractual’.
Job applicants, current and former employees – All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary. The ICO define the lawful basis for processing your data for these purposes as ‘contractual’.
Marketing – With your consent and/or where permitted by law, we may also use your data for marketing purposes which may include contacting you by email with information about our products and services. We will take all reasonable steps to ensure that we fully protect your rights and comply with our obligations under the GDPR and the PECR. As defined by the ICO, we use two different lawful bases for processing your data for ‘direct marketing’ purposes: ‘Legitimate Interest’ & ‘Consent’
Cookies – To improve your experience on our website we use cookies. Please see our cookies policy for more information this.
Where we store your data
All of the personal data we process is processed by our staff in the UK. For the purposes of IT hosting your information may be situated outside of the European Economic Area (EEA). This will be done in accordance with guidance issued by the Information Commissioner’s Office.
Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our staff receive data protection training and we have a clear Data Protection Policy and associated guidance which personnel are required to follow when handling personal data.
Who we share your data with
We use third-party providers to fulfil some of our contractual service obligations and therefore some of your personal data (usually limited to contact details only) will be held by these providers. Where this is necessary, we and any third parties we share with, are required to comply with all aspects of the General Data Protection Regulations (GDPR). We have Data processing Agreements (DPAs) with our processors and carryout data processing audits, the results of which can be provided upon request.
Organisations and service providers that we use and may share data with include:
HaloPSA (our current active CRM): Privacy Policy – HaloPSA
Xero (accounting software): Privacy Notice | Xero UK
SyncroMSP (our ticketing platform (redundant) and RMM): https://syncromsp.com/privacy-policy/
TeamViewer (remote access software): https://www.teamviewer.com/en/trust-center/
GoCardless (automated Direct Debits and payment platform): https://gocardless.com/privacy
Zoho (online contract and e-signature platform): https://www.zoho.com/privacy.html
Microsoft (Microsoft365 for contact address book): Microsoft Privacy Statement – Microsoft privacy
SAGE (archived redundant accounting software): Privacy and Cookies | Sage UK
BetterProposals (proposals, contracts, quotes, brochures): Privacy Policy – Better Proposals
3CX (hone system, logging calls and contacts): 3CX Privacy and Cookies Policy
HUDU (existing customer encrypted technical data and contacts): GDPR and Hudu – Hudu Support (usehudu.com)
SimpleSat (existing customer feedback): Privacy Policy – Simplesat
Gamma (telecoms provider): Privacy Policy – Gamma Telecom
Pax8 (billing platform): Privacy Policy | Pax8 US
Legal/compliance bodies where required – insurers, auditors, pension provider, HMRC, Fundraising Regulator, ICO;
Statutory bodies or agencies – for example, to respond to legal issues and risks;
We will never sell personal details to third parties.
We will always endeavour to keep the above list current and up to date but if you require us to confirm where your personal data is held to fulfil our obligations to you, please contact us.
Your rights as a data subject
At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:
Right of access – you have the right to request a copy of the information that we hold about you.
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
Right of portability – you have the right to have the data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
Right to judicial review: in the event that Absolute Networks refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain.
All of the above requests will be forwarded on should there be a third party involved in the processing of your personal data.
Complaints
In the event that you wish to make a complaint about how your personal data is being processed by Absolute Networks (or any third parties engaged by Absolute Networks) please contact us in the first instance. Further information about our complaints policy can be found here.
You have the right to lodge a complaint directly with the UK supervisory authority: Information Commissioner’s Office.
How to contact us
Should you wish to find out more information about the data that we hold about you or anything to do with this policy then please contact us.