D8A is committed to protecting your privacy. This privacy Statement explains what information we collect about users of our services and describes how we will use it.
D8A collects the following:
We collect your personal details during preliminary contact in order to fulfil your initial enquiry, such as performing an audit or providing a quotation.
During our initial audit we are preparing to support your organisation and your users and to such end we obtain information of each of the adult users for automatic entry in our helpdesk system. This will be your full name and email address and this will be used to log cases relating to you as a computer user and to provide you with automatic and manual notifications about the status of open and closed cases.
Upon signing a contract with D8A we require that you nominate one person to be the “Company Supervisor” and it will be required that this user allow us to store their email address and phone number and use it in order to make contact regarding the IT infrastructure of the contracted company. This user may request that we remove their data from our systems but this must be immediately replaced by another user.
We also require an Accounts contact to be nominated and their data will be used to liaise regarding accounting queries such as sending invoices and statements.
All data that we hold is held in a secure environment.
We require that all “Company Supervisors” have a ‘Dashlane™’ account for us to share the login details of the admin account with which the third-party service can be managed.
It is important that customers carefully consider our advice as often it can only be effective if taken as a whole.
During the use of services provided by D8A personal Data may be automatically collected. This could be via LDAP integration, Service Requests by email, guest portal and via the D8A website. All methods will create a SysAid account for use in monitoring and processing requests.
We disable user data in our system when users are removed from your system. Once they have been inactive in our system for 30 days the data is permanently removed.
We only use your personal information for direct marketing purposes if we are allowed to do this by law or if we have your consent. We may use your information to notify you about changes to the functionality of services. Users that are not “Company Supervisors” are not sent marketing emails. “Company Supervisors” are sent mandatory notifications, such as Service status messages and Planned Maintenance.
We may send you offers or information which we think you may be interested in. We may contact you by post or email. “Company Supervisors” are also initially set up to receive our newsletter and marketing emails which we believe to be relevant information for the user in the role of “Company Supervisor”. The newsletter and marketing emails can be unsubscribed, whereas the mandatory notifications cannot.
If at any time you decide you no longer want to be contacted by us or to receive offers and information from D8A, please send an email to firstname.lastname@example.org with the subject "PRIVACY" and we will remove you from our lists.
The legal basis we use to process your personal data may differ for each processing activity.
To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, organisational and managerial procedures to safeguard and secure the information we collect.
For more information on our internal procedures please read the following:
All individuals who are the subject of personal data held by D8A are entitled to:
If an individual, contacts the company requesting this information, this is called a Subject Access Request.
Subject access requests from individuals should be made by email, addressed to the data controller at email@example.com.
Individuals will be charged £10 per subject access request. The data controller will aim to provide the relevant data within 14 days.
The data controller will always verify the identity of anyone making a subject access request before handing over any information.
Individuals have the right to request that we remove the data that we hold for them, only if they are not specified as the “Company Supervisor”, of an organisation that we work with. Please send an email from your own business email address to firstname.lastname@example.org to request that we remove the personal data that we hold for you. If you are a “Company supervisor” then please provide us with the details of a suitable replacement for the role of “Company Supervisor”.
Note: we will make contact with that user to ensure that they consent to taking up the role and us holding their personal information for this purpose
Individuals have the right to request that we correct the information that we hold on them. Please send an email from your own business email address to email@example.com to request that we correct that personal data that we hold for you.
Organisations may also make requests for information held on or stored by their employees, contractors and suppliers. This may include assisting with the retrieval of data held on systems administered by D8A on their behalf.
These requests must be made in adherence to any internal Policies and via Board or Governing body approval. Under no circumstances will such a request be accepted from an individual and independent verification will be sought from the appropriate body.
We may share personal information, as necessary, with our service providers, agents or other relevant third parties so that we can provide the services you have asked for, or to carry out any other obligations arising from any contract or agreement entered into between you and D8A.
When we make a recommendation to use a specific service, such as Office 365™, it is important that you understand how your data is held by the third-party organisations and that you liaise with them directly if you have any concerns about how they store and use your data.
Acronis GDPR resource – (Backup Services) https://www.acronis.com/en-gb/articles/gdpr-compliance
Proofpoint GDPR resource – (Email Archiving) https://www.proofpoint.com/uk/solutions/eu-gdpr-general-data-protection-regulation
Microsoft GDPR resource – (Cloud Services and Software vendor) https://www.microsoft.com/en-us/TrustCenter/Privacy/gdpr/default.aspx
Cloud2Me (Cloud Services and email hosting) http://www.cloud2me.co.uk
We do not permit these parties to use such information for any other purpose than to perform the services they have been instructed to provide by us.
We may also need to disclose your information if required to do so by law.
We keep our privacy statement under regular review. This privacy statement was last updated on 25/09/2018
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