Privacy Policy

/Privacy Policy
Privacy Policy2018-05-30T12:22:45+00:00

Phones 4 Business Limited Privacy Notice

May 2018

Introduction

We respect your privacy and understand that privacy is important to you and that you care about how information about you is used, so this privacy notice sets out details about what data we collect and how we use it.

Visitors to our website

Where we collect personal data via our website, we will be upfront about it and it will be obvious to you that you’re providing personal data and how we will be using it.

Google Analytics

When someone visits our website, we make use of the Google Analytics service to collect standard information about visitors to the sites and their behaviour (e.g. what pages they viewed). The data provided by Google Analytics is anonymised and in no way enables us to identify individual visitors, however, Google Analytics will place a cookie on your device to enable the service. For more information about how Google Analytics cookies work on websites visit: https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage

Online forms

If you fill out one of our website forms (e.g. our Contact Us form) a notification email is sent to the relevant team within our company. No copy of the data you submit is stored anywhere. As our site uses SSL (https) the data you submit using the contact form will be encrypted once your press the “Submit” button.

Hosting

Our website is hosted with an EU based hosting provider. This means that where any data is stored about you (e.g. an email in transit), it is stored on servers hosted within the EU, where EU standards of data protection and privacy apply.

Security

As well as using SSL to encrypt the connections to our website whenever someone visits our website, we also make use of various security tools to protect our website from unlawful access, including two-factor authentication.

People who receive our newsletters

If you have subscribed for our updates email, or if you are a customer, your name and email address will be stored within our email mailing list service. You will have the option to unsubscribe from the email list at any time, either by contacting us or using the unsubscribe link at the bottom of the emails we send.

Our mailing list provider is not based in the EU and therefore your subscription details will not be stored or processed within the EU, however, we have confirmed that they apply EU standards of data protection and have demonstrated they meet the adequacy tests required by European law.

People who call our office

We record all calls into our offices. We may ask you to send an email confirming our conversation, or send you an email, a copy of which will be stored within our email system.

People who contact us via email

If you email us, your email will be stored via our email provider’s platform and are accessible on our computers via our email client which uses a local copy of the emails. Access to them is protected via device and email-service passwords.

Our use of social media

We run a number of social media channels, but do not collect or process any information outside those channels.

We use a UK based, third-party to manage our social media channels, and whilst they will have access to details of our followers and messages sent to us through those channels, they do not make use of this information for anything other than providing support services to ourselves. We have also confirmed that they are fully GDPR compliant.

People who are our customers

If you are a customer, we will keep your details within our customer database for the purposes of managing your account and delivering our services to you. This will include us keeping call records relating to the telephone services we provide to you. You have access to this data via our systems.

We may collect the following information from you:

  • name
  • contact information including email address
  • demographic information such as post code

Employee data

If you are an employee, we will only ask for the minimal information required for us to maintain a personnel file, to pay you and provide the usual services you would expect as an employee of a business. This data is stored securely at our offices and access is restricted to the directors of the business.

Recruitment

When we use a recruitment agency to consider as candidates for a vacancy, we will collect together the information supplied by the agency for the purposes of assessing your suitability for the role.

If you are successful and become an employee, your CV and other recruitment information will be placed in your employment file. Unsuccessful candidate data is destroyed.

Retention

Unless stated elsewhere in this document or in any terms of services we only store the data necessary to provide the services we provide to you or if you are an employee, for maintaining your employment with us. We will keep this data for as long as it is lawful for us to do so (this may be for as long as you are a customer (or employee) or because of a legal obligation to retain the information, whichever is the longest).

Your rights

Under current data protection legislation in the UK, you have rights as an individual which you can exercise in relation to the data we store and process about you. You can find more information about your rights on the Information Commissioner’s website: https://ico.org.uk/for-the-public/

Complaints

If you want to make a compliant about the way we are processing your data, you can contact us, using the contact details below. You also have the right to complain to the Information Commissioner’s Office: https://ico.org.uk/concerns/

How to withdraw consent and object to processing

Where we are processing your data and needed to ask your permission to do so, you are able to withdraw your consent at any time. If you wish to stop receiving our marketing emails you can do so, by clicking on the “unsubscribe” link at the bottom or the email. Otherwise, you can contact us, using the contact details below.

If you wish to raise concerns about the way we are processing your data or would like to raise an objection, then please email us using the contact details below,with your concerns.

Keeping your data up to date

It is important that any of your data that we process is kept up to date. We will from time to time ask you to verify your contact details but if you wish to update any information we hold about you, please contact us using the contact details below.

Erasure of your data (the “right to be forgotten”)

Under some circumstances you may request us to delete your data from our systems. Where this is possible (e.g. we don’t have any legal purpose for continuing to process your data) we will erase it from our systems.

If you wish to exercise your right to be forgotten, please contact us via the contact details below.

Portability

Your right to portability allows you to request a machine-readable format of the data you supplied to us and associated service logs (where we store them). Please contact us, using the contact details below, if you wish to receive a CSV export of your data.

Access to your data

You have the right to ask us about what data we hold about you, how we process it and provide you with a copy of the information, free of charge and within one month of your request.

To make a request for any personal information we hold and process about you, we would prefer it if you could put it in writing or in an email to the addresses below. We will need to verify your identity before providing the information and where necessary may contact you further to ensure we understand what data you are requesting.

Disclosure of information

We do not share any personal data with any third parties unless it is lawful for us to do so, if required by law to do so or if you provide us with permission to do so.

More information

For more information about your data rights and privacy or data protection in general visit the Information Commissioner’s Office website: https://ico.org.uk

How to contact us

If you have any questions about how we collect and use your information not covered in this privacy notice, or if you wish to speak to someone about our approach to data protection and privacy, please contact:

Emma Martineau

3 Victoria Park Place,

706 Wimborne Road,

Bournemouth,

Dorset, BH9 2EG

emma@phones4business.com

Changes to our privacy notice

We may change or update elements of this privacy notice from time to time or as required by law. The most current version of our privacy notice is available on our website at https://phones4business.com/privacy-policy/