Registered Office: 9 Warner Close, Cleeve, Bristol BS49 4TA, ENGLAND ---- Registration No. 2073278
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.
of those partners and third parties.
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.
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 firstname.lastname@example.org 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
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.
In compliance with the European rules on privacy, you have the following rights established by law:
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.
Privacy Statement Us