GDPR Privacy Notice
The information set out below forms our Privacy Notice. It explains what we do with your personal information, why we want to use it, how we protect it, and what rights you have to control our use of your personal data.
Keen IT Solutions Limited recognise and respect your right to privacy.
The most important fact is that it’s your personal data. We have complete respect for your rights and we will only use it where necessary to deliver our services and products to you and / or your organisation, or to keep you up to date about developments in our services and products
Information about the data controller
The data controller is Keen IT Solutions Limited, Unit 8, St Georges Industrial Estate, Wilton Road, Camberley, Surrey. GU15 2QW. Our company number is 5582621 and our registration number with the Information Commissioner’s Office is Z2153783.
If you want to contact us about any of the points on this notice, or just generally about how we protect your privacy, please email us at firstname.lastname@example.org.
We use this email address for all data protection and data access matters.
The purpose and lawful basis for processing your personal data
We use information for a few different purposes and these each have a different lawful basis. This section describes these in detail and, although it’s technical, we’re required by law to explain this to you.
If you are an existing Keen IT Solutions customer, we hold your name and contact details because we have a contractual obligation to deliver services to you. We need your contact details to deliver our services (such as send you update emails when you need to take actions, send you invoices and so on.) We also hold technical information about services and products you use. We will hold your information for three years from the termination of our contractual obligation, for legal records.
If you are a previous Keen IT Solutions’ customer, in the three-year period following the end of our contract, we may continue to contact you with information about Keen IT Solution’s services because we think you will find it useful. We believe we have a legitimate interest in this direct marketing activity (and this is also permitted under the Privacy and Electronic Communications Regulations or “PECR”) but you are always able to unsubscribe by clicking the link at the bottom of the emails we send, or by emailing us at email@example.com
If you are an employee of (or temporary or contract worker at) an existing Keen IT Solutions customer, you should note that we have most likely been given your personal data by your employer, we may not have collected it from you directly. We hold your name and contact details so that we can help deliver our services to your organisation. We have a legitimate interest in being able to use your information in this way, we believe it’s also in your interests to be able to support and assist you under our contractual requirements with your employer.
We will hold your personal information for three years from the expiry of your employer’s Keen IT Solutions relationship, for legal records.
If you are a supplier or other business associated with Keen IT Solutions field of work, we will hold your contact details because we have a legitimate interest in doing business with your company. We will aim to hold this information for three years since we were last in contact with you. It’s possible we picked this information up from public directories (such as LinkedIn and internet searches) or that you passed your details to us with a business card.
If you’re not an existing customer we may have your contact details on our marketing list so we can send you emails and newsletters about our service, along with information we think you’ll find interesting and useful. We will only send you this information if we have your consent (which you gave to us by ticking a consent box when you signed up to our lists.) You may withdraw consent at any time - usually this is easiest by choosing the “unsubscribe” option at the bottom of information we send to you. You can also email us at firstname.lastname@example.org any time. Please note that if you do this, we will delete your records on our marketing list. If you remain on our marketing list, we will hold your information for two years from the time we last checked that you wanted to receive communication from us.
Who we share your personal data with
We use a number of different service providers (acting as “data processors”) who provide IT and system administration services to enable us to operate our business and the services we provide to our users and partners. Your personal data is transferred to (and stored by) these data processors, who generally fall under the following categories:
- Our service providers and sub-contractors, including but not limited to payment processors, suppliers of technical and support services and cloud service providers;
- Companies that assist us in our marketing, advertising and promotional activities;
- Website analytics service providers
- Website and data hosting service providers
- Document storage service providers
- Email, contacts and calendar service providers
- Backup Solution providers
- Accounting software service providers
For security reasons (to reduce the risk of phishing attacks to our customers) we do not name all our service providers in this privacy notice. The types of personal data we hold about you (and that may be transferred to our data processors) are set out above. Please contact us at email@example.com if you want further information on specific data processors or the types of personal data they process for us.
Other circumstances in which we may share personal data with third parties
We may also share your personal data with the following third parties in certain circumstances:
- We will share personal information with law enforcement or other authorities (such as tax authorities) if required by applicable law.
- We may share personal information with third parties to whom we may choose to sell, transfer, or merge parts of our organisation or our assets. Alternatively, we may seek to acquire other organisations or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
- We may share personal information with professional advisors such as lawyers, accountants or auditors in order for them to provide legal, accounting or auditing services to us.
Third Party Websites
To protect our customers, premises, assets and staff from crime, we operate CCTV systems in our Workshop, Office and car parks which record images for security. We do this on the basis of our legitimate business interests. These systems may record your image during your visit.
If we discover any criminal activity or alleged criminal activity through our use of CCTV, fraud monitoring and suspicious transaction monitoring, we will process this data for the purposes of preventing or detecting unlawful acts. We aim is to protect the individuals we interact with from criminal activities.
International transfers of personal data, and the measures in place to safeguard it
We do not directly transfer any of your personal data outside the European Economic Area (EEA). However, some of our data processors may do so and this section explains the impact of these international transfers and how your information is protected.
Many of our data processors operate “cloud-based systems”, which means the information is held in information data centres in different locations. All the cloud-based systems we use reserve the right to hold copies of your personal information outside the EEA to hold back-up copies, so they can guarantee recovery.
In each case we and/or our processors use one or more of the following means that are designed to help safeguard your privacy rights and give you remedies in the unlikely event of abuse:
- Certain processors may transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.
- Where personal data is transferred outside the EEA or countries the EC deems to have adequate privacy protection, we use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries.
- Providers storing data in the US may be self-certified to the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US. For further details, see European Commission: EU-US Privacy Shield.
Please contact us at firstname.lastname@example.org if you want further information on the specific mechanisms used by our data processors when transferring your personal data out of the EEA.
Your personal data rights
The personal data we hold about you is your data, so you have certain rights over them. This section summarises your rights. You can exercise any or all these rights when you choose, and the easiest way is by dropping us an email at email@example.com to;
- update any Personal Information which is out of date or incorrect;
- delete any Personal Information which we are holding about you;
- restrict the way that we process your Personal Information;
- provide your Personal Information to a third-party provider of services; or
- provide you with a copy of any Personal Information which we hold about you.
Where we are processing your data based on your consent (e.g. for marketing purposes) you can withdraw that consent and we must immediately stop processing your data. Please note that up to that point, we’re acting lawfully with your consent, withdrawal of consent cannot be backdated.
You have the right to request a copy of all personal data we hold relating to you and we must provide this within 30 days. You also have the right to require us to correct any records that are wrong. You have the right to require us to erase personal data and we must comply unless we need it for one of the purposes described above (for example, this might include the fact that we need to demonstrate performance of our contractual obligations.) We also retain the right to keep data that is needed to establish, exercise or defend a legal claim.
Where we process your data based on a “legitimate interest” (underlined in the section on Purpose and Lawful Basis, above) you still have the right to object to our processing of that data. From that point, we must stop processing your data until we have determined whether your rights override our interests.
Finally, you may have the right to have your personal data transferred to another organisation, and we’re obliged to provide it to you in a clear and reasonable format.
Your rights to lodge a complaint with the Regulator
At all times, you have the right to report a concern or lodge a complaint with the Information Commissioner’s Office. Please refer to the ICO at https://ico.org.uk/concerns/ or by calling them on 0303 123 1113.
Of course, we hope that we can resolve your issue quickly and fairly – you can contact us at firstname.lastname@example.org.
Our contractual requirements to use your personal data
If you’re a Keen IT Solutions customer, it’s a requirement that we collect personal information from you so that we can enter into a contract with you or your company. If you’re an employee (or temporary or associated worker) at a Keen IT Solutions customer or are a private individual, we have a legitimate interest in using your personal data so we can provide our support services. You or Your employer will require us to do this through our contract with them. If you ask us to restrict processing of your personal data, we may not be able to for fill our role of providing support services. For this reason, we use our legitimate interests as the lawful basis for processing your data (which is why we don’t ask for your consent to process it.)
Automated processing of your personal data
The only automated processing we do of personal data within our systems is through the engagement of Mailchimp and Zapier to undertake some automated communications activities. You are able to manage the information you receive from us at any time by contacting email@example.com.
Other purposes for processing personal data
We don’t process your personal data for any other purpose than we’ve described here. We won’t sell your personal data to other companies. As we develop the Keen IT Solutions range of products and services, we might add a new data process that uses your personal information. Should we decide that we want to develop a new processing purpose, we will contact you to let you know what we intend to do, the lawful basis we will use, and your rights over our intended new processing. We’ll also publish information about it here.
Changes to this privacy notice
How to contact us
If you have any questions, concerns or just want some more information in relation to our privacy management, you can contact us in the following ways:
- Telephone: 01276 818461
- Email: firstname.lastname@example.org
- Post: Privacy Team, Keen IT Solutions Limited, Unit 8, St Georges Industrial Estate, Wilton Road, Camberley, Surrey. GU15 2QW
Policy updated: 9th May 2018