This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data and keep it safe.
Fortified IT Ltd, or ‘Fortified’, is a Managed Services Provider operating within the technology industry. For simplicity throughout this notice, ‘we’ and ‘us’ means Fortified IT Ltd.
The law on data protection sets out a number of reasons for which a company may collect and process your personal data, including:
In specific situations, we can collect and process your data with your consent.
For example, when you tick a box to receive email newsletters.
In certain circumstances, we need your personal data to comply with our contractual obligations.
For example, if you become a client, we’ll collect your details to enable us to deliver your product(s) and/or service(s). Where deliveries of goods are involved, we may also pass them to our couriers.
If the law requires us to, we may need to collect and process your data.
For example, we can pass on details of people involved in fraud or other criminal activity affecting us to law enforcement.
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
For example, we may use your purchase or enquiry history to send or make available to you relevant offers.
We also combine such history of many customers to identify trends and ensure we can keep up with demand, or develop new products/services.
We may also use your address details to send you direct marketing information by post, telling you about products and services that we think might interest you.
For example, your details may need to be passed to a third party to supply or deliver the product or service that you ordered and we may keep your details for a reasonable period afterwards in order to fulfil any contractual obligations such as guarantees and so on.
For example, when a court order is submitted to share data with law enforcement agencies or a court of law.
Sometimes, we’ll need to share your details with a third party who is providing a service (such as delivery couriers). Without sharing your personal data, we’d be unable to fulfil such requests.
We know how much data security matters to all our customers. With this in mind, we will treat your data with care and take appropriate steps to protect it.
We have attained whole-organisation Cyber Essentials certification to demonstrate our robust approach to information security.
Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.
At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.
WHEN YOU PLACE AN ORDER, WE’LL KEEP THE PERSONAL DATA YOU GIVE US FOR 7 YEARS SO WE CAN COMPLY WITH OUR LEGAL AND STATUTORY ACCOUNTING OBLIGATIONS.
IF YOU’VE NOT USED YOUR ACCOUNT FOR MORE THAN 2 YEARS, IT WILL BE FLAGGED AS INACTIVE AND WE’LL CONTACT YOU TO ASK WHETHER YOU WANT TO KEEP IT OPEN. UNLESS YOU REPLY TO SAY ‘YES’, WE’LL CLOSE THE ACCOUNT AND DELETE OR ANONYMISE THE PERSONAL DATA ASSOCIATED WITH IT.
IF YOUR ORDER INCLUDED A WARRANTY, THE ASSOCIATED PERSONAL DATA WILL BE KEPT UNTIL THE END OF THE WARRANTY PERIOD.
We sometimes share your personal data with trusted third parties.
For example, delivery couriers, suppliers, technicians and so on.
We will only do this in very specific circumstances, for example:
Sometimes we will need to share your personal data with third parties and suppliers outside the European Economic Area (EEA).
If you are based outside the UK and place an order with us, we will transfer the personal data that we collect from you to the UK.
The EEA includes all EU Member countries as well as Iceland, Liechtenstein and Norway.
We may transfer personal data that we collect from you to third-party data processors in countries that are outside the EEA such as the USA.
For example, this might be required in order to fulfil our obligations under your choice of service-plan, process your payment details or provide support services.
If we do this, we have procedures in place to ensure your data receives the same protection as if it were being processed inside the EEA.
Any transfer of your personal data will follow applicable laws and we will treat the information under the guiding principles of this Privacy Notice.
You have the right to request:
You can contact us to request to exercise these rights at any time as follows:
To ask for your information please contact The Data Controller, Fortified IT Ltd, 122 Hamlet Court Road, Westcliff-on-Sea, Essex, SS0 7LP or email [email protected]
To ask for your information to be amended please contact us by phone at 01702 567 380.
If we choose not to action your request, we will explain to you the reasons for our refusal.
If you contact us in relation to your personal data, then all Data Subject Rights will be met. There are:
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation.
We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice.
If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.
Ways you can stop direct marketing communications from us:
Please note that you may continue to receive communications for a short period after changing your preferences while our systems are fully updated.
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office by calling 0303 123 1113.
Or go online to www.ico.org.uk/concerns (opens in a new window; please note we can’t be responsible for the content of external websites).
If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.
By using our services or providing your personal data to us, you expressly consent to the processing of your personal data by us or on our behalf. Of course, you still have the right to ask us not to process your data in certain ways, and if you do so, we will respect your wishes.
Sometimes we’ll need to transfer your personal data between countries to enable us to supply the goods or services you’ve requested. In the ordinary course of business, we may transfer your personal data from your country of residence to ourselves and to third parties located in the UK.
By dealing with us, you are giving your consent to this overseas use, transfer and disclosure of your personal data outside your country of residence for our ordinary business purposes.
This may occur because our information technology storage facilities and servers are located outside your country of residence and could include storage of your personal data on servers in the USA, UK, and other parts of Europe.
We’ll ensure that reasonable steps are taken to prevent third parties outside your country of residence using your personal data in any way that’s not set out in this Privacy Notice. We’ll also make sure we adequately protect the confidentiality and privacy of your personal data.
We’ll ensure that any third parties process your personal data only in accordance with their legitimate interests. These third parties may be subject to different laws from those which apply in your country of residence. Please note that we do not take active steps to ensure that any overseas recipient of your personal data complies with the laws which apply in your country.
We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it.
If you have any questions that haven’t been covered, please contact our Data Controller who will be pleased to help you:
The Data Controller, Fortified IT Ltd, 122 Hamlet Court Road, Westcliff-on-Sea, Essex, SS0 7LP
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