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Registered Office: 10 Hotwell Road, Bristol BS8 4UD, ENGLAND ---- Registration No. 2073278

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The General Data Protection Regulation (GDPR) replaces previous privacy laws, giving you more rights as an individual and more obligations to organisations which hold your personal data.


Overview

Ionet Systems respects your right to privacy. This privacy policy details the privacy practices followed by Ionet Systems in connection with our website, products and services.

This privacy policy does not apply to Ionet Systems services or products offered by or through our partners, or other third parties, or other third-party websites, and we encourage you to read the privacy policies

 of  those partners and third parties.

This privacy policy will inform you about what data is collected, how we use such data, where data is processed, how you may opt out of your data being used, the security provisions surrounding the storing

of your data; and how to correct or update your data.


What is Personal Data

Personal data is defined as data relating to a living individual who can be identified from:

That data and other information which in the possession of, or is likely to come in to the possession of the data controller and includes an expression of opinion about the individual and any indication of the

 intentions of the data controller, or any person in respect of the individual. GDPR’s definition is more detailed and makes it clear that information such as an online identifier – for example an IP address or

email address – can be personal data. The more expansive definition provides for a wide range of personal identifiers to constitute personal data, reflecting changes in technology and the way organisations

collect information about individuals.

The GDPR applies to both automated personal data and to manual filing systems where personal data are accessible according to specific criteria. This is wider than the Data Protection Agencies definition

and could include chronologically ordered sets of manual records containing personal data.


Collection of Personal Information

We collect and store information from you when you:

 Contract with Ionet Systems to fulfil various IT and associated technology support services

 Open a request for support or assistance to fulfil the IT support services agreed between us

 Place an order for goods or services with Ionet Systems

 Any communications via email, post or telephone, in the course of our operational business


What Type of Information is Collected from You

The personal information we collect might include your name, company, address, job title, email address, IP address and possibly some passwords

We only collect the relevant amount of information necessary for the purpose for which the data is being collected. If you are contacting us regarding the purchase of our products and services,

we need to know certain details in order for us to progress with your enquiry.


Use of Personal Information

Ionet Systems treats all personal information as confidential. Your information, whether public or private, will not be sold, exchanged, transferred outside of our company,

or given to any other organisation or individual for any reason without your consent.


Processing of Data and Consent

We will process your data for the purposes of fulfilling our contract or service to you or for the legitimate interest of our business and ongoing trading relationship.

We may share information with the following third parties for the purposes listed above:

Other organisations or businesses who provide services to you either via Ionet Systems or directly, such as: internet access services, backup services, server hosting services, email hosting services,

data hosting services, IT software and hardware support and maintenance services, document storages services, security services, telephony services, suppliers of other back office functions,

debt recovery agencies and government agencies as required by law.

Your refusal to provide personal data to us for certain products and services may hinder us from fulfilling your order for those products and services.

Also, if you deny or withdraw your consent to use personal data or opt out of receiving information about Ionet Systems products and services, this may result in you not being made aware of sales

promotions, renewal notices, service updates, security updates, related to product or service information, and status updates on support and maintenance requests or order updates and service availability.

Where Ionet Systems have access to third party or client’s systems, we will ensure that only the specific systems and applications are accessed to fulfil the needs of the client’s request for support or maintenance.

Any data accessed will remain under the control of the customer and their Data Controller, which is generally the data subject’s employer.


Individuals who Email us

We use Transport Layer Security (TLS), enabled by default within Microsoft Outlook and Office 365, to encrypt and protect email traffic. If your email service does not support TLS, you should be aware that

any emails we send or receive may not be protected whilst in transit.

We will also monitor any emails sent to use, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the

bounds of the law.


Data Retention

We will hold your personal information based on the following criteria:

 For as long as we have reasonable business needs, such as managing our relationship with you and manging our operations

 For as long as we provide quotations for and the supply of goods and services to you

 Retention periods in line within the legal and regulatory requirements or guidance


How we Protect your Information

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to

safeguard and secure the information we collect. Any data we process will be hosted securely within the European Union.


Access to your Personal Information

Ionet Systems are committed to being as open as it can be in terms of giving individuals access to their personal information. Individuals (not Companies or Organisations) can find out if we hold

any personal  information by making a ‘subject access request’. If we hold information about you, we will:

 Give you a description of what that information is

 Tell you why we are holding it

 Tell you who it could be disclosed to

 Let you have a copy of the information in an intelligible form


To make a request to Ionet Systems for any personal information we may hold you will need to put the request in writing.

If you agree, we will try to deal with your request informally, for example by providing you with specific information you need over the telephone or via an email.

If we do hold information about you, you can ask us to correct any mistakes or make any changes by, once again, contacting Ionet Systems in writing.

We will require you to provide identification in order to verify the authenticity of the data subject.

We will make every reasonable effort to respond to and process your request in a timely manner.


Opting Out – Withdrawing Consent

If at any time you would like to unsubscribe from receiving any future marketing emails, you simply need to email sales@ionet.co.uk or telephone us, stating your wish to unsubscribe and we will

action your request and confirm to you that your request has been actioned.

If Ionet Systems is processing your personal data based on your consent, you may withdraw your consent by email or telephone as above.


Links to Other Websites and Services

This privacy policy does not cover any links within our website or within any emails or attached documents we may send to you, to other websites. We encourage you to read the privacy policies

on any other websites you visit.

Where we send information, or resell products or services which relates to third party systems, whether sold via Ionet Systems or where you contract direct with the third party; we encourage you

to read the privacy policies of those third parties. Relevant subject requests will need to be made directly to each third party.


Individuals who make a Complaint to us

When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

We will only use the personal information we collect to process the complaint and to check on the level service we are providing.

We normally have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of the persons record is in dispute.

If a complainant does not want information identifying them to be disclosed, we will try to respect that; however it may not be possible to handle a complaint on an anonymous basis.

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint for two years from closure. It will be retained

in a secure environment and access will be restricted according to the ‘need to know’ principle.

Similarly, where enquiries are submitted to us, we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.


Your Rights

In compliance with the European rules on privacy, you have the following rights established by law:

 We use the data you submit only for the purposes identified in this privacy policy.

 You have the right to review your personal data that Ionet Systems holds and check it for accuracy.

 You have the right correct data in the case that errors may be found in our records.

 You have the right to request that any of your personal data be erased.

 You have the right to obtain and reuse your personal data for your own purposes.

 You have the right to request that Ionet Systems restrict the processing of your personal data under certain circumstances.

 You have the right to object to our processing of your personal data.


This Privacy Policy is under regular review. It was last reviewed in May 2018. Data Protection Officer: Michael Nevin


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