Privacy Policy

Section 1. INTRODUCTION

Summary
F8 IT Ltd takes your privacy very seriously and will comply with the obligations imposed on us by the applicable Data Protection Legislation.

The Data protection Legislation includes the UK Data Protection Act 1998, the General Data Protection Regulation ((EU) 2016/679) (GDPR) and any national laws, regulations and secondary legislation, as amended or updated from time to time, in the UK and any subsequent legislation to the GDPR or the Data Protection Act 1998.

We shall use personal information provided by you in accordance with the provisions of our Contract, Terms and Conditions and in accordance with this policy.

Our Data Protection and Privacy Policy will be reviewed from time to time to take account of new laws and technology and any changes to our operational processes and any amendments to this policy will be incorporated in an updated version. Any information we hold will be governed by our most recent Data Protection and Privacy Policy.

It is of paramount importance that the information we hold about you is correct and accurate. As such, please inform us of any changes to your personal details which we may hold about you. F8 IT Solutions will not be held liable for any alleged data protection breaches where we were not reasonably expected to have known about changes to your personal data, and you had failed to inform us of such changes.

F8 IT Solutions Ltd is registered with the Information Commissioner’s Office:

Organisation Name: F8 IT Solutions Limited
Registration number: ZA396365

The designated officer for Data Protection at F8 IT Solutions Ltd is Kieran Donnelly, Managing Director. For all enquiries relating to data protection and privacy please email at privacy@f8-it.com.

Scope
This policy applies to anyone who buys or uses any of the services provided by F8 IT Solutions. A separate policy is available for employees.

Section 2. REASONS/PURPOSES FOR PROCESSING INFORMATION

2.1 Summary

We process personal information to enable us to provide IT support and advice service, maintaining our accounts and records and promoting our services. The reasons we collect information or data may include:

To open and maintain your customer account with us
To enable you to purchase products or service from us
To answer queries or provide technical or consultancy services
To provide, install or maintain/repair products or services remotely or on premises
To provide data storage including cloud storage
To provide domains and licenses
For training purposes, quality assurance or to record details about the products or services you purchase from us
To satisfy and meet our legal and regulatory requirements

2.2 Lawful Basis for Processing Information
The lawful basis under which we process your information is usually under contract, however there will be exceptions to this. Generally, we process your information as is necessary to fulfil the obligations of the contract we have with you personally or with your business/organisation. This contract may be written, verbal or implied. If you are unsure about the reason we are processing your information, please contact us for confirmation.

Information we Collect
F8 IT Solutions will only collect information which is necessary to carry out the functions as required in our contract. The information we collect may include (but is not limited to):

Personal information such as your name, phone number, email address and address
Payment information
IT Account information including security information such as passwords or log-in credentials and IP addresses
An asset register of equipment, including software and hardware you hold on your premises
Video or still images
Auditory recordings of telephone calls

2.4 How We Collect Information
We may collect information through the following means, although the list below is not exhaustive:

When making an enquiry or request for service via our website, email, over the phone, via SysAid or in person
Through third party suppliers
Via CCTV systems

2.5 Sharing of Information
In the day-to-day operation of our business, and to enable us to provide products and services to you, our customers, we may disclose your personal information to the following (who may be within or outside the European Economic Area):

Our third party service providers
Professional advisors
Any organisation or person expressly instructed by you
Any regulatory, governmental or law enforcement authority as required by law
Other companies or organisations for the purposes of fraud prevention and credit risk reduction
In some instances we may request to pass your information on to a third party for the purpose of providing a testimonial about our services.

In situations where you have requested a service which requires us to pass on personal information to a third party on your behalf, we will take this as your express consent to do so, and will not routinely inform you of the sharing of this data, as doing so would involve a disproportionate effort. However at any time you may request a record of when we have shared your information at your request, but without expressly informing you (see section 4.2 Right of Access)

2.6 Notification of Privacy Information
F8 IT Solutions will endeavour to actively provide you with privacy information about how we collect and process your personal information. However in this may not be possible or practical in all situations. Examples may include:

In situations where you have requested a service which requires us to pass on personal information to a third party on your behalf as detailed above in section 2.5
Where providing the information to the individual would render impossible or seriously impair the achievement or objectives of the processing, for example if an employee were under investigation by their employer, or subject to a criminal investigation

F8 IT Solutions may on occasion have reason to access information you hold about third parties, for example when restoring files from a back-up. In this situation will we notify you of which files have been accessed and by whom, and a risk assessment will be undertaken to identify whether this forms a data protection breach, and what necessary action needs to be taken (see Section 5.1 for further information).

Section 3 DATA RETENTION AND DELETION

3.1 Retention
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

3.2 Deletion
Once you are no longer a customer of F8 IT Solutions we will securely destroy your personal information in accordance with applicable laws and regulations.

If, during your time as a contracted customer of F8 IT Solutions Ltd, you make a request (as per Section 4 of this policy) for your personal data to be deleted, restricted or rectified we will review this request along with any personal data we hold. In some instances it may not be possible to delete all data we hold about you, either because it would hinder our contractual obligations to you, or we are required to retain the information by law. If this is the case we will inform you what information we are unable to delete, the reason for this, and the time at which this information will no longer need to be retained by F8 IT Solutions.

Section 4 RIGHT OF ACCESS, RECTIFICATION, ERASURE AND CONSENT

4.1 Summary
Any individual has a right to request the following information about their own personal data held by F8 IT Solutions:

Confirmation whether we are processing your personal information
A copy of this personal data
Any supplementary information
The source the data was obtained from, if not directly from the individual making the request
In addition, you can ask that inaccurate information we hold is rectified or completed, irrelevant information is deleted, and you can withdraw your consent for us to retain or process your personal information.

4.2 Requests for Access
Whilst requests for personal data can be made by any means, in order for us to deal with requests as quickly and efficiently as possible, please email directly to privacy@f8-it.com.

We will respond to your request for access as soon as possible after receipt to let you know we have received your request.

Where the request falls within the scope of being appropriate, we will provide the information requested within the timeframe of one calendar month, unless the correspondence date falls on a weekend or bank holiday in which case the response will be provided on the next working day.

If your request for data is complex, or you have submitted a number of different requests at the same time, we may extend the response deadline for up to two months. If this is likely to be the case, we will contact you as soon as possible to let you know, or may ask you to clarify your request.

In some situations where the request is complex, you have requested a large amount of paper records, or multiple copies of our response, we may apply a processing fee of up to £10 to provide this to you.

In some situations if we feel your request is manifestly unfounded or excessive, or repetitive, we may request a reasonable fee, ask you to clarify or simplify your request, or we may refuse to comply. If this is the case, we will contact you without delay, and within the one-month timescale explaining our reasons and your rights.

4.3 Rectification
Whilst requests for rectification to personal data can be made by any means, in order for us to deal with requests as quickly and efficiently as possible, please email directly to privacy@f8-it.com.

We will respond to your request as soon as possible after receipt to let you know we have received your request.

Where the request falls within the scope of being appropriate, we will rectify, or complete the information requested within the timeframe of one calendar month, unless the correspondence date falls on a weekend or bank holiday in which case the response will be provided on the next working day.

If your request for rectification of data is complex, or you have submitted a number of different requests at the same time, we may extend the response deadline for up to two months. If this is likely to be the case, we will contact you as soon as possible to let you know, or may ask you to clarify your request.

In some situations where the rectification request is complex, you have requested a large amount of paper records, or multiple copies of our response, we may apply a processing fee of up to £10 to provide this to you.

It will not always be possible to rectify personal information, where the changing the original information held forms part of a record which needs to be kept. For example, a spelling error in a name used in an email address – a new correct email address may be created, but the incorrect email address may need to be kept in use for a limited amount of time to maintain business continuity of emails received to that address.

4.4 Erasure and Consent

Whilst requests for erasure or restriction of processing of personal data can be made by any means, in order for us to deal with requests as quickly and efficiently as possible, please email directly to privacy@f8-it.com

As requests for erasure, restriction or withdrawl of consent for processing of personal data are often complex, each request will be assessed and dealt with upon receipt and in accordance with data protection and GDPR legislation.

You have the right to withdraw your consent to information processing at any time.

Section 5 SECURITY BREACHES AND COMPLAINTS

5.1 Security Breaches

We take the safeguarding of your data very seriously. All personal information in our possession is held securely. We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a legitimate business need to have access. Details of these measures may be obtained from privacy@f8-it.com.

When we need to store or transfer your personal data outside the European Economic Area into countries where there may not be the same protection as in the EEA, we will ensure that reasonable steps are taken to protect your data in accordance with this privacy notice. By providing your data to us, you agree to this transfer and storage.

In line with GDPR, we have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

If we believe that there has been a breach to any third party-data wehold on your behalf (for example if you purchase back-up solution from us) we will inform you immediately, however it will remain your responsibility to inform the Information Commissioners Office.

5.2 Complaints
We will take any complaints about the way we hold or process information very seriously. Please contact us in the first instance, giving details of your complaint, when it occurred and any correspondence or conversations you have already had about this matter with our staff. Please send your complaint to privacy@f8-it.com.

We will endeavour to respond to your complaint without delay, and within one calendar month.

If you are unhappy with our response, you may contact the Information Commissioner’s Office on 0303 123 1113

Section 6 FURTHER INFORMATION

This privacy and data protection policy is supplemented by a separate CCTV policy and employee privacy policy, which are available on request.

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