Privacy Policy

1. Introduction

This policy applies to where we are acting as a data controller with respect to the personal data of visitors to our website, web applications and users of our services; in other words, where we determine the purposes and means of the processing of that personal data.

We do not use cookies on our website or any other web applications.

In this policy, “we”, “us” and “our” refer to our Data Officer. See Data Officer section below.

2. How we use your data

In this Section 2 we have set out:

1. the general categories of personal data that we may process;
2. [in the case of personal data that we did not obtain directly from you, the source and specific categories of that data];
3. the purposes for which we may process personal data; and
4. the legal bases of the processing.

We may process data about your use of our website and services (“usage data”). The usage data does not include any data that can identify an individual, but may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The usage data is obtained using a tool called Google Analytics and may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.

We may process your account data (“account data”). The account data may include your name and email address. The source of the account data is [you or your employer. The account data may be processed providing our services and communicating with you. The legal basis for this processing is the performance of a contract between you or your employer and us and/or taking steps, at your request, to enter into such a contract.

We may process your personal data that is provided in the course of the use of our services (“service data”). The service data may include name, telephone numbers, email address and postal address. The source of the service data is you or your employer. The service data may be processed for the purposes of operating providing our services and communicating with you. The legal basis for this processing is legitimate interests, namely the performance of a contract between you or your employer and us and/or taking steps, at your request, to enter into such a contract.

We may process information contained in any enquiry you submit to us regarding goods and/or services or employment opportunities. (“enquiry data”). The enquiry data may be processed [for the purposes of offering, marketing and selling relevant goods and/or services to you or providing you with employment. The legal basis for this processing is consent.

We may process information relating to our customer relationships, including customer contact information (“customer relationship data”). The customer relationship data may include [your name, your employer, your job title or role, your contact details, and information contained in communications between us and you or your employer. The source of the customer relationship data is you or your employer. The customer relationship data may be processed for the purposes of managing our relationships with customers, communicating with customers, keeping records of those communications and promoting our products and services to customers. The legal basis for this processing is our legitimate interests, namely the proper management of our customer relationships.

We may process information relating to transactions, including purchases of goods and services, that you enter into with us. (“transaction data”). The transaction data may include your contact details. The transaction data may be processed for the purpose of supplying the purchased goods and services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely [the proper administration of our business.

We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (“notification data”). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

We may process information contained in or relating to any communication that you send to us (“correspondence data”). The correspondence data may include the communication content and metadata associated with the communication. Our webs applications will generate the metadata associated with communications made using the application’s communications features. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.

We may process [identify general category of data].[ This data may include [list specific items of data].][ The source of this data is [identify source].] This data may be processed for [specify purposes]. The legal basis for this processing is [consent] OR [our legitimate interests, namely [specify legitimate interests]] OR [the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract] OR [[specify basis]].

We may process any of your personal data identified in this policy] where necessary for the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

In addition to the specific purposes for which we may process your personal data set out in this Section 2, we may also process [any of your personal data] where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

Please do not supply any other person’s personal data to us, unless we prompt you to do so.

3. Providing your data personal data to others

We may disclose name and contact details to our suppliers or subcontractors insofar as reasonably necessary for the performance of services under contract, for example the repair or replacement of goods under warranty or licensing arrangements.

In addition to the specific disclosures of personal data set out in this Section 3, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

4. International transfers of your personal data

In this Section 4, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).

The hosting facilities for the accounts sections our web applications are situated in Quebec, Canada. The European Commission has made an “adequacy decision” with respect to the data protection laws of each of these countries. Transfers to Canada will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission, a copy of which you can obtain from https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/adequacy-protection-personal-data-non-eu-countries_en

With exception to specific information provided in this section 4, no personal data is transferred outside of the European Economic Area (EEA).

5. Retaining and deleting personal data

This Section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

We will retain your personal data as follows: name and contact details will be retained for a minimum period of 90 days following a cease in trading with you or your employer, and for a maximum period of 180 days following a cease in trading with you or your employer.

In some cases it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention based on the following criteria:

the period of retention of name and contact details will be determined based on whether there is legitimate interest to retain the data.

Notwithstanding the other provisions of this Section 5, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

6. Your rights

In this Section 6, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

Your principal rights under data protection law are:

1. the right to access;
2. the right to rectification;
3. the right to erasure;
4. the right to restrict processing;
5. the right to object to processing;
6. the right to data portability;
7. the right to complain to a supervisory authority; and
8. the right to withdraw consent.

You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. Individuals will be charged £10 per subject access request. The data controller will aim to provide the relevant data within 14 days.

You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.

In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defense of legal claims.

In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defense of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defense of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.

You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defense of legal claims.

You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.

To the extent that the legal basis for our processing of your personal data is:

consent; or

1. that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract,
2. and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.

To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

You may exercise any of your rights in relation to your personal data by written notice to us, in addition to the other methods specified in this Section 7.

7. Company Details

The website and web applications covered by this privacy statement are owned and operated by ITbuilder Ltd.

We are registered in [England and Wales] under registration number 04296864, and our registered office is at Great Northern Works, Unit 2A Hartham Lane, Hertfotd, SQ14 1QW

Our principal place of business is at Great Northern Works, Unit 2A Hartham Lane, Hertford, SQ14 1QW.

You can contact us:

by post, to the postal address provided above;

by telephone, on 0333 344 0980; or

by email, using dataofficer@itbuilder.co.uk

Our data protection officer’s contact details are: James Naylor, 0333 344 0980 dataofficer@itbuilder.co.uk.