Emphasys IT Customer Privacy Policy

Contact Details

Telephone

03301332700

What Information We Collect, Use and Why

We collect or use the following personal information for dealing with queries, complaints or claims:

Names and contact details
IP Addresses and User Agents

Lawful Basis and Data Protection Rights

Under UK data protection law, we are required to have a “lawful basis” for collecting and using your personal information, as outlined in the UK GDPR. You can learn more about lawful bases on the Information Commissioner’s Office (ICO) website.

The lawful basis we rely on may affect your data protection rights, which are summarised below. To read more about your rights and any applicable exemptions, please visit the ICO 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. You can read more about this right here.

Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.

Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here.

Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right here.

Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here.

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. You can read more about this right here.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

We will respond to any request without undue delay and no later than one month after receiving it. To make a data protection rights request, please contact us using the details provided at the top of this privacy notice.

Our Lawful Basis for Collection and Use of Your Data

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

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Where We Get Personal Information From

Directly from you.

How Long We Keep Information

Record Type	Retention Period	Business Case	When Period Expires	Managed By	Data Sensitivity
First Name	12 Months	To respond to queries Reporting on contacts in 12-month period	Delete	Admin team Sales team	Normal
Last Name	12 Months	To respond to queries Reporting on contacts in 12-month period	Delete	Admin team Sales team	Normal
Email Address	12 Months	To respond to queries Reporting on contacts in 12-month period	Delete	Admin team Sales team	Normal
Phone Number	12 Months	To respond to queries Reporting on contacts in 12-month period	Delete	Admin team Sales team	Normal
User Agent including IP address	12 Months	Used by security incident and event management to detect adverse behaviour from specific IP	Delete	Admin team Sales team	Normal

Who We Share Information With

Data Processors

Defiant Inc – This data processor does the following activities for us: Manages website security

Data Recipients

Microsoft – Stores contact details received via contact form.

Sharing Information Outside the UK

Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation Name	Type of Processor	Category of recipient	Transfer Country	How the transfer complies with UK data protection law
Defiant Inc	Data processor	Security Provider	USA	Standard Contractual Clauses (UK Addendum)
Amazon Web Services Inc	Sub processor (Defiant Inc)	Cloud Services Provider	USA	Standard Contractual Clauses (UK Addendum)
Twilio	Sub processor (Defiant Inc)	Cloud Services Provider	USA	Standard Contractual Clauses (UK Addendum)
Freshworks	Sub processor (Defiant Inc)	Cloud Services Provider	USA	Standard Contractual Clauses (UK Addendum)
Mode Analytics	Sub processor (Defiant Inc)	Cloud Services Provider	USA	Standard Contractual Clauses (UK Addendum)
Google LLC	Sub processor (Defiant Inc)	Cloud Services Provider	USA	Standard Contractual Clauses (UK Addendum)

How To Complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint