What personal data we collect and why we collect it
Introduction
Our privacy policy reinforces the exceptional standards that we have in terms of data protection and the privacy of your data. We aim to provide this in are clear and easy to read format to ensure that you know exactly what we do with your data, and why we need it.
We place a huge importance on the privacy of your data and only keep information about you to be able to provide the high level of IT support that our clients expect from us and for required financial accounting purposes. We never share your data with third parties other than those that are required to provide you with our various services unless we are instructed to do so for specific legal reasons such as police investigations. The information that we hold is stored in a secure manner with restricted access.
You are always in control of your data. You may ask us to provide you with the information that we hold about you and you can ask for this to be removed from our records at any time.
When referring to “we” or “us” in this policy, we refer to Regent Systems Ltd which trades as “Your Computer Department”. This does not refer to any third parties that we may introduce you to as they will be subject to their own privacy policies. These third parties will be ones which you sign up to and pay directly.
What do we do with your information?
Any information we hold about you is used only for the purposes of providing and improving our services.
Web Site
When you visit our web site, we collect and record information about the pages you visit, your geographical location, operating system & internet web browser details. This is usually recorded by our web server each time a device accesses the web site.
We use this information to produce non-identifying reports to improve our services. To do this, the data that is collected by web site is shared with third party analytical services such as (but not limited to) Google Analytics.
We may also use this data to fight any abuse of our services.
Third party advertising on our web site may use their own cookies which are often used by them to help serve personalised advertisements.
Accountancy – The basic information we need in order to do anything for you
When you use our services, you will need to provide us with accounting details so that we can open an account for you. We will record your Company or trading name, trading address, registered Company address (if your Company is incorporated), email address and at least one telephone number.
We use GoCardless to collect payments for the services we provide you with. Your card or bank details are stored on GoCardless servers and they do not share this information with us.
Contacting You
If you are opted into our mail service, we may send you information via email or post about best practices and products & services that you may find useful. You may opt in or out of this service at any time by either contacting us directly or by using the unsubscribe link at the bottom of the email.
We may also contact you by email or post to inform you about important changes to the services that you use such as new Terms or service announcements that are relevant to the trading relationship we have with you. These are considered to me critical and, as such, you may not opt out of these.
Your name and email address may be uploaded to third parties such as software vendors who provide subscription services to you and (but not limited to) MailChimp as we use these third party tools to communicate with you.
Contacting us
Our email system is provided by Microsoft and any emails that you send to us are stored securely on their servers. If you request assistance, then a support ticket will usually be raised. Your name, email address and the details in the support ticket will be stored in a system called Spiceworks which is a hybrid service meaning that some data is stored on Spiceworks’ servers and some on our own in-house servers.
The data we hold
We are very careful about who we partner with to provide our services. Your contact information is shared with our technicians and administration personnel who are often an external third party. Information is provided to them securely and they pledge the same high standards with regards to data security. These people need information about you and your IT systems to support you efficiently. This means that we will supply them with the information that we hold about you and your systems where necessary. While much of this information is not personally identifiable directly, we feel that it is important that you know that we do have access to it and it would allow us access to personally identifiable data. Obviously, we treat this information with the greatest of care and in the strictest confidence. This may include any or all of the following:
- Accountancy details such as your name and address
- Broadband connection credentials
- Network equipment configuration credentials
- Server administrative credentials
- Third-party administration console credentials such as global administration of Office 365
- Workstation & laptop login credentials
- Hard disk encryption keys
- Software licences & activation keys
- Email account credentials
Your credentials to many other third party services such as (but not limited to) Office 365, Sync, Dropbox, Mail Defender & Adobe Cloud.
With your explicit permission, we may also have multi-level authenticated remote access to your computers for us to provide you with fast, efficient IT support. This uses a mixture of third party services – carefully chosen to provide a very high level of security. This remote access can be removed at any time on request – but you need to be aware that this will increase the time (and therefore the cost) of supporting your business in most cases.
We use two-factor authentication where possible to protect access to your data. We store your data very securely – both here on our own servers, and on secure and encrypted third party services such as LastPass and Sync. The information that is required to carry out the work necessary can only be accessed by employees and authorised partners.
About this Privacy Policy
We reserve the right to modify the way in which we handle your data and will update this policy from time to time. We will publish this policy on our web site at www.yourcomputerdepartment.co.uk and keep it up to date. Any revisions will become effective once published and, by continuing to use our services, you agree to accept this Privacy Policy.
Objecting to your personal data being stored or used
You may object and exercise your right to have your data removed from our system. However, this may lead to us being slower and more expensive to provide support to you – or we may even be unable to continue to provide our services to you. You can contact us using the contact details page of the web site for further guidance on this matter.
Last updated: 31/5/2020