Privacy Policy - Simple IT Distribution LTD

 

This Privacy Policy defines how we, Simple IT Distribution LTD, collect, store and use your personal data when you access or interact with our website www.simpleit-distribution.co.uk, and where we obtain or collect your data. This Privacy Policy is applicable from 1.06.2022.

Content

• Summary

• Details about our company

• What information we collect when you visit our website

• What information we collect when you contact us

• How we collect information about you from third parties

• Disclosure and additional uses of your data

• How long your data is stored

• Securing your information

• Transfer of your data outside the European Economic Area

• Your rights to personal data

• Your right to object to the processing of data for certain purposes

• Sensitive personal data

• Changes to our privacy policy

• Confidentiality of minors

• Copyright

 

Summary

This section summarizes how we obtain, store, and use your data. This summary is intended only to provide an overview of our privacy policy. This section is not a complete description and it is necessary to read the additional chapters in this document for additions.

• Data operator: Simple IT

• How we collect or obtain information about you:

- When providing such data (eg by contacting us)

• What information we collect: name, phone number and email address

• How we use your data: for business and administrative purposes (especially to contact you and to process orders you place on our site), to fulfill our contractual obligations, to analyze your use of our site

• Disclosure of user data to third parties: We do not disclose your details to third parties other than in accordance with any contractual obligation to you.

• Are user data sold to third parties? (in cases other than the sale or purchase of the business / company): No.

• How long your information is stored: no longer than necessary, depending on our legal obligations (eg to maintain accounting records), or any other legal basis for the use of the information (eg consent, contractual obligations, legitimate interests ). Information on specific user data storage periods can be found in the section How long your data is stored.

• How your data is secured: by using technical and organizational solutions such as: storing information on secure servers, encrypting data transfers to and from our servers, using SSL / TLS technology, allowing access to your personal data only when needed, email encryption and end-point encryption.

• Use of cookies: we do not use cookies on our website.

• Transfer of your personal data outside the European Economic Area: we will transfer your personal data outside the European Economic Area, only if we are obliged to do so by law.

• Use of automated decision-making and profiling processes: We do not use automated decision-making or profiling processes.

• Your rights in connection with your personal data

- You have the right to access your data and to receive information about its use

- you have the right to request the correction and / or completion of the information

- you have the right to request the deletion of data

- you have the right to restrict the use of data

- you have the right to receive the data in a portable format

- you have the right to object to the processing of your data

- you have the right to withdraw your consent for the processing of your data.

- you have the right to appeal to a supervisory authority

• Sensitive personal information: We do not intend to collect what is commonly referred to as “sensitive personal data”. Please do not send sensitive personal information about yourself. For more information, please refer to the main section entitled "Sensitive Personal Information".

 

Our details

The data operator on our site is: Simple IT Distribution LTD from the UK. You can contact the data operator by writing to the email address: office@simpleit-distribution.co.uk

If you have any questions about this privacy policy, please contact us.

 

What information do we collect when you visit our website

We collect and use information from website visitors in accordance with this section and the section entitled Disclosure and Additional Uses of Your Data.

 

Web server log information

We use our own server to host our website.

Use of information from website server logs for IT security purposes.

We collect and store server logs to ensure the security of the IT network. This includes analyzing log files to help identify and prevent unauthorized access to our network, distributing malicious code, predicting DDOS attacks and other cyber attacks by detecting unusual or suspicious activity.

If we do not investigate suspicious or potentially threatening activity, we will not attempt to identify you based on information collected through server logs.

Legal basis for processing: compliance with the legal obligations to which we are subject (Article 6 (1) (c) of the General Data Protection Regulation).

Legal obligation: Registering access to our website, using server log files, is a technical measure to ensure an adequate level of security to protect the information collected from our website, in accordance with Article 32 paragraph (1) of the General Data Protection Regulation.

 

The information we collect when you contact us

We collect and use information from your contact persons in accordance with this section and the section entitled Disclosure and Additional Uses of Your Information.

 

E-mail

When you send a message to the email address displayed on our site, we collect your email address and any other information you provide in that email (such as your name, and the information contained in any signature block in the email).

Legal basis for processing: our legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation).

Legitimate interest: To answer questions and messages we receive and to keep track of correspondence.

Legal basis for processing: required to perform a contract or to start the process of contracting at your request (Article 6 (1) (b) of the General Data Protection Regulation).

The reason why it is necessary to perform a contract: if your message is about providing goods or services or taking action at your request, before providing you with our goods and services (for example, providing information about such of goods and services); we will process your information to do this).

 

Contact form

When you contact us using the contact form, we collect the email address. We also collect any other information you provide to us when you complete the contact form.

If you do not provide the required information required by the contact form, you will not be able to submit the contact form and we will not receive your request.

Legal basis for processing: our legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation).

Legitimate interest: to answer the questions and messages we receive and to keep track of correspondence.

Legal basis for the processing: it is necessary to perform a contract or to start the process of hiring, in a contract, at your request (Article 6 (1) (b) of the General Data Protection Regulation).

The reason why it is necessary to perform a contract: if your message is about providing goods or services or taking action at your request, before providing you with our goods and services (for example, providing information about such of goods and services); we will process your information to do this).

 

Phone

When you contact us by phone, we collect your phone number and any information you provide to us during the conversation with us.

We do not record phone calls.

Legal basis for processing: our legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation)

Legitimate interest: to answer the questions and messages we receive and to keep track of correspondence.

Legal basis for the processing: it is necessary to perform a contract or to start the process of contracting at your request (Article 6 (1) (b) of the General Data Protection Regulation).

The reason why it is necessary to perform a contract: if your message is about providing goods or services or taking action at your request, before providing you with our goods and services (for example, providing information about such of goods and services); we will process your information to do this).

 

Transfer and storing your information

Your call information, such as your phone number and the date and time of your call, is processed by our telephone service provider.

At this time, our telephone service provider is Vodafone UK.

Their privacy policy is available on their website.

 

Post

If you contact us by mail, we will collect all the information you provide to us in any postal communications you send us.

Legal basis for processing: our legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation)

Legitimate interest: to answer the questions and messages we receive and to keep track of correspondence.

Legal basis for the processing: it is necessary to perform a contract or to start the process of contracting at your request (Article 6 (1) (b) of the General Data Protection Regulation).

The reason why it is necessary to perform a contract: if your message is about providing goods or services or taking action at your request, before providing you with our goods and services (for example, providing information about such of goods and services); we will process your information to do so).

 

Information collected or obtained from third parties

This section sets out how we obtain or collect information about you through third parties.

Information received from third parties

In general, we do not receive information about you from third parties unless you have shown interest in one of the products distributed on the pages of the manufacturers, and they have transferred the data to us under the distribution agreement.

 

If we receive information about you by mistake

If we mistakenly receive information about you from a third party and / or do not have a legal basis for the processing of this information, we will delete your information.

 

Disclosure and additional use of your data

This section sets out the circumstances under which we will disclose your data to third parties and any other additional purposes for which we use your data.

 

Disclosure of your information to service providers

We use a number of third parties to provide us with services that are necessary to run our business or to help us run our business and that process your information for us on our behalf. These are:

- Telephony service providers, including Vodafone. Their privacy policy is available on their website

Your information will be shared with these service providers / solution / product manufacturers that we distribute where necessary to provide you with the product / service you have requested, whether or not this request is for access to the site. or order products and services from us.

Legal basis for processing: legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation).

Legitimate interest based on: if we share your information with these third parties, in a context other than where it is necessary to perform a contract (or following your request to do so), we will share information with such third parties to enable us to effectively run and manage your business or process orders placed by you.

Legal basis for processing: required to perform a contract or take action at your request to conclude a contract (Article 6 (1) (b) of the General Data Protection Regulation).

Reason needed to perform a contract: We may share information with our service providers / manufacturers of the solutions / products we distribute to enable us to fulfill our obligations under the contract or to take action. You requested them before concluding a contract with you.

 

Disclosure and use of your information for legal reasons

Indication of possible criminal offenses or threats to public safety to a competent authority

If we suspect that criminal or potential conduct has taken place, we will need to contact a competent authority, such as the police, in certain circumstances. This could be the case, for example, if we suspect that a fraud or cybercrime has been committed or if we receive malicious threats or communications from us or third parties.

In general, we will only need to process your information for this purpose, if you have been involved or affected by such an incident in one way or another.

Legal basis for processing: our legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation).

Legitimate interest: prevention of crime or suspected criminal activity (such as fraud).

In connection with the application or potential application of our legal rights

We will use your information in connection with the implementation or potential enforcement of our legal rights, including, for example, the exchange of information with debt collection agencies, if you fail to pay the amounts due when you are contractually obligated to do so. . Our legal rights may be contractual (if we have entered into a contract with you) or non-contractual (such as the legal rights we have under copyright or tort law).

Legal basis for processing: our legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation).

Legitimate interest: to impose our legal rights and to take measures to ensure our legal rights.

In connection with a legal or potential legal dispute or procedure

We may need to use your information if we are involved in a dispute with you or a third party, for example, either to resolve the dispute or as part of mediation, arbitration or a judgment or a similar process.

Legal basis for processing: our legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation).

Legitimate interest: the settlement of disputes and possible disputes.

For continuous compliance with laws, regulations and other legal requirements

We will use and process your information to comply with our legal obligations. For example, we may need to disclose your information, based on a court order or subpoena, if we receive one.

Legal basis for processing: compliance with a legal obligation (Article 6 (1) (c) of the General Data Protection Regulation.

Legal obligation: legal obligations to disclose information that is part of UK law or if it has been integrated into UK legal framework (for example in the form of an international agreement that UK has signed).

Legal basis for processing: our legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation).

Legitimate interest: if the legal obligations are part of the laws of another country and have not been integrated into the legal framework of UK, we have a legitimate interest in complying with these obligations.

 

How long to store your data

This section determines how long we keep our data collected. We have set specific retention periods where possible. If this was not possible, we set out the criteria we use to determine the retention period.

Retention periods

Server logs: We keep information like server logs for 5 years, for security reasons.

Placed Offer Information: When you place a bid, we keep this information for 5 years from the end of the financial year in which you placed your order, in accordance with our legal obligation to keep records for tax purposes.

Correspondence: When you make a request or contact us for any reason, either by email or through our contact form or by telephone, we will retain your information for as long as we need to respond to resolve your request and the following. 24 months after which we will delete your information

 

Criteria for determining retention periods

In all other circumstances, we will keep your information only for as long as necessary, taking into account the following:

• the purpose (s) and use of your information both now and in the future (for example, if we need to continue to store that information, in order to continue to fulfill our obligations under a contract with you or to contact you in future);

• if we have a legal obligation to continue processing your information (such as any record keeping obligations required by law or relevant regulations);

• if we have any legal basis to continue processing the information (such as your consent);

• the levels of risk, cost and responsibility involved in continuing to hold the information;

• how difficult it is to make sure that the information can be up-to-date and accurate; and

• any relevant circumstances (such as the nature and status of our relationship with you).

 

Securing your information

We take appropriate technical and organizational measures to secure your information and to protect it against unauthorized or unlawful use and accidental loss or destruction, including:

• sharing and providing access to your data, to the minimum necessary, subject to restrictions of confidentiality, where appropriate and anonymously, whenever possible;

• use of secure servers for storing information;

• verifying the identity of any person requesting access to information, before granting them access to information;

• use the Secure Sockets Layer (SSL) standard to encrypt any information you send us through any form on our website

• we transfer your data only through a closed system or through encrypted data transfers;

 

Sending information to us by e-mail

The transmission of information on the Internet is not entirely secure, and if you send us information via the Internet (via email, our website or any other means), you do so entirely at your own risk.

We cannot be held liable for any expenses, loss of profits, damage to reputation, damages, debts or any other form of loss or damage suffered by you as a result of your decision to pass this information on to us by such means.

 

Transfer of your data outside the European Economic Area

All your information is stored in UK.

 

Your rights to personal data

Subject to certain restrictions on certain rights, you have the following rights in connection with your data, which you can exercise by sending an e-mail to office@simpleit-distribution.co.uk.

• request access to your information and information regarding the use and processing of your information;

• request the correction or deletion of your data;

• request a restriction on the use of your data;

• receive the information you have provided to us, in a structured, commonly used and readable format by a device (for example, a CSV file) and the right to transfer that information to another data operator (including a third party data controller);

• object to the processing of your data for certain purposes (for more information, see the section entitled "Your right to object to the processing of data for certain purposes"). and

• withdraw your consent to the use of your data at any time we rely on your consent to use or process this information. Please note that if you withdraw your consent, this will not affect the legality of the use and processing of your data based on your consent, prior to the time you withdraw your consent.

In accordance with Article 77 of the General Data Protection Regulation, you also have the right to lodge a complaint with a supervisory authority, in particular in the Member State of residence.

 

Verify your identity if you request access to your information

If you request access to your information, we are required by law to use all reasonable steps to verify your identity before doing so.

These measures are designed to protect your information and to reduce the risk of identity fraud, identity theft or unauthorized general access to your information.

 

How we verify your identity

If we have adequate information about you in the file, we will try to verify your identity using this information.

If we are unable to identify you based on this information, or if we do not have sufficient information about you, we may request copies or certificates of documents to verify your identity before we can give you access to your data.

We will be able to confirm the exact information we need to verify your identity in your specific circumstances, if and when you make such a request.

 

Your right to object to the processing of data for certain purposes

You have the following rights regarding your data, which you can exercise by sending an e-mail to: office@simpleit-distribution.co.uk:

• object to our use or processing of information in order to perform a task in the public interest or in our legitimate interest, including “profiling” (analyzing or predicting your behavior based on your information); and

• object to the use or processing of your data for direct marketing purposes.

 

Sensitive personal data

"Sensitive personal data" means information about an individual, which reveals racial or ethnic origin, political opinions, religious or philosophical beliefs or membership of a trade union, genetic information, biometric information, for the purpose of uniquely identifying an individual, information on the health or information about the sexual life or sexual orientation of an individual.

We do not knowingly or intentionally collect sensitive personal information from individuals and you must not send us sensitive personal information.

However, if you inadvertently or intentionally provide us with sensitive personal information, you will be deemed to have given us explicit consent to the processing of sensitive personal information in accordance with Article 9 (2) (a). ) of the General Data Protection Regulation. We will use and process your sensitive personal information for the purpose of deleting it.

 

Changes to our privacy policy

We regularly update and change our privacy policy.

Minor changes to our privacy policy

If we make minor changes to our privacy policy, we will update the Privacy Policy with a new effective date mentioned at the beginning. The processing of your information will be governed by the practices set out in the new version of the Privacy Policy as of its effective date.

 

Major changes to our privacy policy or the purposes for which we process your information.

If we make major changes to our privacy policy or we intend to use your data for a new or different purpose from the purposes for which we originally collected it, we will notify you by email (if possible). or by posting an ad on our website.

We will provide you with information about the change in question and the purpose and any other relevant information before using your information for the new purpose.

Whenever necessary, we will obtain your prior consent before using your information for any purpose other than for the purposes for which we originally collected it.

 

Juvenile privacy

Because we care about the safety and privacy of children online, we do not knowingly contact or collect information from people under the age of 18. The website is not intended to solicit information of any kind from people under the age of 18.

We may receive information about persons under the age of 18 through fraud or deception by a third party. If we become aware of this, as soon as we verify the information, when required by law, we will immediately obtain the appropriate parental consent to use this information or, if we are unable to obtain parental consent, delete the information from our servers. If you would like to notify us of the receipt of information about persons under the age of 18, please do so by sending an e-mail to office@simpleit-distribution.co.uk.