Privacy Notice

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases (opens in a new tab) in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access (opens in a new tab).
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification (opens in a new tab).
• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure (opens in a new tab).
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing (opens in a new tab).
• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing (opens in a new tab).
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability (opens in a new tab).
• Your right to withdraw consent - When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent (opens in a new tab).

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Our legitimate interest is to provide, manage and improve our IT support and related services to our clients. In doing so, we may need to collect and use personal information relating to our clients, their employees, contractors and other relevant contacts. This information enables us to communicate with clients and users, respond to support requests, diagnose and resolve technical issues, maintain IT systems, manage our business relationships, keep appropriate records, and ensure the security and reliability of the services we provide. The benefit of this processing is that we can provide effective and timely IT services and maintain the security and operation of our clients\' systems. We only collect and use personal information that is reasonably necessary for these purposes and do not use it in ways that individuals would not reasonably expect. We consider the potential impact on individuals to be limited because the information is used for legitimate business and service-delivery purposes, access is restricted where appropriate, and suitable technical and organisational measures are used to protect it. We therefore consider that our legitimate interests are not overridden by the rights and interests of the individuals concerned.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Our legitimate interest is to effectively manage and administer our customer accounts and ongoing business relationships. This includes maintaining accurate customer and contact information, recording authorised contacts, keeping appropriate account and service histories, communicating with customers about their accounts, and ensuring that our records remain accurate and up to date. This benefits both our organisation and our customers by enabling us to provide efficient and reliable IT services and maintain clear records of our relationship. We only collect and use information that is reasonably necessary for these purposes, restrict access where appropriate, and do not use the information in ways that individuals would not reasonably expect. We consider these interests to be proportionate and not overridden by the rights and freedoms of the individuals concerned.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Our legitimate interest is to ensure that we can respond effectively to queries, investigate and resolve complaints, and manage or defend any claims relating to our business or the IT services we provide. This benefits our clients and other individuals by allowing concerns to be addressed fairly, accurately and promptly, while also enabling us to protect our business and maintain appropriate records. We only collect and use information that is reasonably necessary for these purposes, restrict access where appropriate, and retain it only for as long as necessary. We consider the impact on individuals to be limited and proportionate, and our interests do not override their rights and freedoms.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.