Frimley Computing privacy notice
At Frimley Computing, we understand that we have a responsibility to protect and respect your privacy and look after your Personal Data.
The Data Protection law will changed on 25 May 2018. This Privacy Notice, inclusive of our General Terms of Service, explains what Personal Data we collect, how we use your Personal Data, reasons we may need to disclose your Personal Data to others and how we store your Personal Data securely.
For clarity, Frimley Computing acts as a data processor for your Personal Data.
We must advise that this policy is subject to change, so please check our website on a regular basis for any further changes.
Who we are?
Frimley Computing is a provider of Managed IT and Cloud services, based in Frimley, Surrey.
How the law protects you
Frimley Computing will only process Personal Data where we have a legal basis to do so. The lawful basis will depend upon the reason we collected the Personal Data and the needs to use it. Under UK and EU data protection legislation in almost all cases the legal basis will be because:
- processing of the Personal Data is necessary to perform the contract to fulfil your request for services;
- processing of the Personal Data is necessary to support the creation of a contract with you as a new customer;
- it is in Frimley Computing’s legitimate interests as a provider of Managed IT & VoIP services to process the Personal Data to operate and improve our services and solutions;
- processing of the Personal Data to comply with a legal obligation;
- you have consented to Frimley Computing using the Personal Data for a particular purpose.
How do we collect Personal Data from you?
We receive information about you from you when you use our website, complete forms on our website, if you contact us by phone, email, live-chat or otherwise in respect of any of our products and services or during the purchasing of any such product. Additionally, we also collect information from you when you sign up to our newsletter, promotion or survey, or, when you inform us of any other matter.
Your personal information may be automatically collected when you use our services, including but not limited to, your IP address, device-specific information, server logs, device event information, location information and unique application numbers.
If you provide us with personal information about a third party (for example an existing supplier, or client in relation to a support incident), you warrant that you have obtained the express consent from the third party for the disclosure and use of their Personal Data.
As the transmission of information via the internet is not completely secure, we cannot guarantee the security of your data transmitted to our site and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
What type of Personal Data do we collect from you?
The Personal Data that we may collect from you includes your name, address, email address, phone numbers, payment information (for direct debit payment) and IP addresses. We may also keep details of your visits to our website site including, but not limited to traffic data, location data, weblogs and other communication data. We also retain records of your queries and correspondence, in the event you contact us.
Please be aware that any video, image, or other content posted, uploaded or otherwise made available by you onto your website, whether published content or not, is not subject to our Privacy Notice.
We merely process such data on your behalf, subject to our Terms and Conditions and you are responsible for any applicable legal requirements in respect of your content.
How may we use your Personal Data?
We use information about you in the following ways:
- To process orders that you have submitted to us;
- To provide you with products and services;
- To comply with our contractual obligations we have with you;
- To help us identify you and any accounts you hold with us;
- To enable us to review, develop and improve the website and services;
- To provide customer care, including responding to your requests if you contact us with a query;
- To administer accounts, process payments and keep track of billing and payments;
- To carry out marketing and statistical analysis;
- To notify you about changes to our website and services;
- To provide you with information about products or services that you request from us or which we feel may interest you, either where you are an existing customer, or have consented to be contacted for such purposes; and to inform you of service and price changes.
We will keep your Personal Data for 7yrs whilst you are a customer. On the closure of your account, we may keep your data for up to 7 years after you have cancelled your services with us. We may not be able to delete your data before this time due to legal and/or accountancy obligations. We may also keep it for research or statistical purposes. We assure you that your Personal Data shall only be used for these purposes stated herein.
Where we store your Personal Data
Whilst we primarily store the Personal Data you provide to us on secured servers within the EEA, from time to time, your Personal Data may be transferred to and stored in a country outside the EEA in relation to provision of our services. The laws in these countries may not provide you with the same protection as in the EEA; however, any third party referred to above outside of the EEA has agreed to abide by European levels of data protection in respect of the transfer, processing and storage of any Personal Data. By providing your data to us, you agree to this transfer and storage. However, we will ensure that reasonable steps are taken to protect your data in accordance with this privacy notice.
Who has access to your Personal Data?
Our technical, administrative and accounts staff have access to your personal data, but access is restricted to the extent that is required for the fulfilment of their role in relation to providing our services to you.
We work closely with a number of third parties (including business parties and service providers) and we may receive information from them about you. These third parties may collect information about you including, but not limited to, your IP address, device-specific information, server logs, device event information, location information, and unique application numbers. We use their features within our tools and utilities.
We may pass your Personal Data to third parties for the provision of services on our behalf (for example processing your payment by direct debit). However, we will only ever share information about you that is necessary to provide the service and we have specific contracts in place, which ensure your Personal Data is secure and will not be used for any marketing purposes.
We may share your information if we are acquired by a third party and therefore your data will be deemed an asset of the business. In these circumstances, we may disclose your Personal Data to the prospective buyer of our business, subject to both parties entering into appropriate confidentiality undertakings. Similarly, we may share your Personal Data if we are under a duty to disclose data in order to comply with any legal obligation or to protect the rights, property, or safety of Frimley Computing employees, our customers, or others. This includes but is not limited to exchanging information with other companies and organisations for the purposes of fraud protection, credit risk reduction and dispute policies. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.
Summarised below are 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:
- 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. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee. You can request a copy of your Personal Data by emailing your request to email@example.com.
- 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. You can help us maintain the accuracy of your Personal Data, including but not limited to, name, address, title, phone number and e-mail address kept up to date at by telling us if your contact details, or other personal information changes. You can do this by emailing your request to firstname.lastname@example.org.
- Where we have given you (or where you have chosen) a password which enables you to access certain parts of our customer portal, you are responsible for keeping the password confidential. We ask you not to share a password with anyone.
- 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 defence 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 defence 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 defence 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 defence 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.
- You have the right to object to our processing of your personal data for historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest
- To the extent that the legal basis for our processing of your personal data is:
- consent; or
- 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,
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 emailing your request to email@example.com.
Please be aware that in preventing the use or processing of your Personal Data, it may delay or prevent us from fulfilling our contractual obligations to you. It may also mean that we shall be unable to provide our services or process the cancellation of your service.
Links to other sites
In the provision of services to you, we may provide links to third party sites. Since we do not control those websites, we encourage you to review the privacy policies of these third-party sites. Any information that is supplied on these sites will not be within our control and we cannot be responsible for the privacy policies and practices of these.
We agree to take reasonable measures to protect your data in accordance with applicable laws and in accordance with our General Terms and Conditions which are available by emailing your request to firstname.lastname@example.org.
In the event of a data breach, we shall ensure that our obligations under applicable data protection laws are complied with where necessary.
If you have any questions regarding this notice, we can be contacted at:
8 Kilmartin Gardens
Phone: 01276 685060
Our Data Protection representative can be reached at email@example.com.
Your right to make a complaint
You have the right to make a complaint about how we process your Personal Data to the Information Commissioner:
Information Commissioner’s Office
Water Lane, Wilmslow
Cheshire SK9 5AF
Tel: 0303 123 1113
Last updated Oct 2018.