BCS COMPUTERS LTD - PRIVACY NOTICE
We are committed to respecting your privacy. This notice is to explain how we may use the personal information we collect before, during and after we have provided you with IT support, sales and services. Whilst also explaining how we comply with the law on data protection, what your rights are and how, for the purposes of data protection, we will be the controller of any of your personal information. This notice applies to you if you have engaged to seek to engage one or more of our organisation’s services.
References to ‘we’, ‘our’ or ‘us’ in this privacy notice are to BCS Computers Ltd. Contact details are set out in the "Contacting us" section at the end of this privacy notice.
1. PERSONAL INFORMATION WE COLLECT FROM YOU
To engage our services, you may initially provide us with or we may obtain personal information about you such as information regarding your::
- personal contact details which allows us to verify your membership and to contact you directly such as name, title, address, email addresses and telephone numbers.
- details of your company
- records of your interactions with us such as telephone conversations, emails and other correspondence such as your instructions to us.
2. PERSONAL INFORMATION YOU VOLUNTARILY SUBMIT
Social Media: You can voluntarily submit personal information or opinions to BCS Computers by leaving a comment or subscribing to our Facebook page (https://www.facebook.com/bcscomputersltd). Any comments, photographs or shares to our page are visible to all our followers and non-followers running a search engine request. Please note: anything deemed offensive, harmful or contrary to our company’s ethos will be removed by our administrator and may result in you being blocked from our Facebook page.
Website: When contacting us for the purposes of engaging our services or sending an enquiry, we utilise numerous automatic forms throughout our website. Required information varies depending on the form and at least includes (i) name, and (ii) e-mail address. The provision of this information is mandatory in order to receive a response from BCS Computers. The provision of the remaining information requested on the registration form is optional.
Email: By emailing us directly at firstname.lastname@example.org, your correspondence and personal information will be stored electronically and may be recalled at a later date.
Hard copy: Any physical correspondence delivered to any member of the committee will be kept and may be recalled at a later date also.
3. WHERE WE COLLECT YOUR INFORMATION
We initially collect personal information about our customers when they contact us regarding our services. With the completion of the form you are giving your consent for us, BCS Computers, to view and store your data. We also collect information relating to complaints for the purpose of protecting our company.
In the occurrence of a breach, we will endeavour to contact our customers as soon as possible and seek to rectify and secure our systems in compliance with the law.
As with the launch of our new website, www.bcs-computers.ltd.uk, February 2020, we now utilise cookies.
A cookie (also called a browser cookie, HTTP cookie, Internet cookie or Web cookie) is, in essence, a small file sent from a Web server to your computer whenever you visit a website. If you return to the website later, your Web browser sends the small file to the server to notify the website of any previous activity you engaged in on the site. Once you return to a website, the server can retrieve the cookie file from local computer to assist in expediting certain functions such as logging in and retrieving account or user data.
As an organisation, we utilise cookies to track long-term browsing history, the performance of our site and service our visitors. It is standard practice for professional websites to do so.
Please note: cookies cannot contain viruses nor install spyware or malware on your computer.
5. USES MADE OF YOUR INFORMATION
For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with. If you do not provide us with the requested personal information, we may not be able to serve you or we may not be able to properly perform our contract with you or comply with legal obligations, and we may have to terminate your IT support.
Where you have given us consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do so by contacting us as described in the "Contacting us" section below.
Please note: the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain support to you.
6. THIRD PARTIES
So that we can provide our customers with accurate information on offers which may be of relevance to them, BCS Computers collects and stores data from any groups or organisations which we feel we have a formal interest in. Examples of the third-party data we hold may record the names and contact details of people who are not customers of our company. Please note: this third-party information is already freely available in the public domain and is only used in rare instances.
As a company, we do not pass any of our customers’ information on to third parties and promise never to do so in the future. BCS Computers will never sell our nor your data to third-parties.
7. CONTACTING YOU
Email, post and social media: from time to time, we may contact you by email, post or notify you on social media with information about our company which we believe you may be interested in such as product offers.
We will only notify you in accordance with the contact preferences you have set. We will never contact you regarding third party schemes, events or products regardless of whether they may be of interest to one or more members of our team.
You can let us know at any time if you do not wish to receive communications, either via post or email, by contacting us at email@example.com. You can unsubscribe from our Facebook page by clicking on the unsubscribe link.
8. DISCLOSURE OF YOUR PERSONAL INFORMATION
We may share personal information with the following parties:
- Any governing, regional or telecoms bodies such regarding lobbying issues and planning applications.
- The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.
- Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.
9. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?
The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement, we retain all physical and electronic records for a period of six years after your last contact with us. Exceptions to this rule are:
- Information that may be relevant to personal injury or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event.
It is important to ensure that the personal information we hold about you is accurate and up-to-date, hence you should let us know if anything changes for example if you change your phone number or email address. You are able to update any of the personal information we hold about you by contacting firstname.lastname@example.org.
10. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION
You have the following rights in relation to your personal information:
- the right to be informed about how your personal information is being used.
- the right to access the personal information we hold about you.
- the right to request the correction of inaccurate personal information we hold about you.
- the right to request the erasure of your personal information in certain limited circumstances.
- the right to restrict processing of your personal information where certain requirements are met.
- the right to object to the processing of your personal information.
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.
To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting us" section below.
If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.
11. CHANGES TO THIS NOTICE
We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.
12. CONTACTING US
In the event of any query or complaint in connection with the information we hold about you, please email email@example.com.
Version dated 29th January 2020