In compliance with the European Union General Data Protection Regulations (GDPR) we wish to inform you of the following information regarding collection, processing and retention of your personal/business data. This agreement may be updated frequently as we work to provide the most accurate information possible to our clients, please check back regularly to ensure you understand your rights.
Pro-promotions may, during the course of business,
be required to collect personal information about you.
Pro-promotions is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.
Pro-promotions may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 22/05/2018.
What we collect
We may collect the following information:
· name and job title
· contact information including email address
· demographic information such as postcode, preferences and interests
· other information relevant to customer surveys and/or offers
What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
· Internal record keeping.
· We may use the information to improve our products and services.
· We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
· From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.
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 online.
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following ways:
· whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
· if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at email@example.com
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.
You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to91-93 Bohemia Rd, Hastings, St Leonards-on-sea TN37 6RJ
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.
Data collection and processing for the purposes of Accounting, including but not limited to names, addresses, contact information, payment infomormation is required to fulfil the legal obligations of the Company and its directors. Data collected for this purpose will be held for as long as is legally required and them securely destroyed. This data is excluded from your rights to erasure of personal data. This data will be stored for as long as is legally required and removed during an annual audit after this period has expired.
Pro-promotions may collect data during the course of business, this may include but is not limited to such information as names, addresses, email addresses, telephone numbers, usernames, passwords and other such information. This information is required by Pro-promotions to provide continuous service to our customers including marketing of potentially beneficial products or services and is classified as ‘legitimate interests’ under GDPR as Pro-promotions require the collection, storage and processing of this data to provide our services and ongoing recommendations to our customers. This data may also be shared with third parties in order to provide services to you or your organisation.
Pro-promotions may collect data during the course of business, this data is often provided by clients for monitoring, diagnostic or consultancy purposes and may include all and any personal data provided to the client by service users. This information is required for Pro-promotions to provide contractually obligated services to clients and will be retained until such time as this is no longer required. This information may be considered as held for ‘legitimate interests’ under GDPR until such time as the client requests removal of such data. If you have concerns that Pro-promotions may hold personal data shared from clients that no longer have legitimate interest in holding your data, please in the first instance contact the client directly whom you provided the information to and request they contact us, if this course fails, please contact the data controller with the information below.
Pro-promotions may collect data in regards to support provided, this may include but is not limited to, support session data, chat logs, connection information, customer satisfaction surveys, computer and user information, IP addresses, call recordings, login information, files and folders from your computer. By accepting this agreement you are authorising this collection and processing of data by Pro-promotions for the purposes of providing support and on-going services to yourself and your organisation. This information may at any time be shared with your organisation or the organisations listed below in the interests of that organisation. ‘Your organisation’ is defined as the organisation who contract Pro-promotions to provide IT Support Services on your behalf, this may be your employer or an external agency providing services that require support under.
Pro-promotions may collect data in regards to your usage of the website, including pages visits, times, dates, IP addresses and actions performed while visiting the site. This information is collected for legitimate business interests in determining the user experience while browsing our site and providing insight into how we may improve visitor experience. We hold this data for up to 26 Months from a tracked users last access to our services and delete it after this time. This data may be shared with third party providers who analyse and report on such data.
At this time, Pro-promotions does not collect any other personal data from you or use data collected for any other purposes if this policy changes in future, we will update this page, please ensure you check back regularly to ensure you are aware of your rights.
Client Data Sharing
Pro-promotions may during the course of business be provided or gain access to personal data held by our customers regarding their own clients. Customers of Pro-promotions should ensure that their clients are informed that data may be shared with their IT Support Providers for business operations, including but not limited to support and assistance with problems relating the the files containing data, the software used to access the data or providing backup services for the data. Data may be held by Pro-promotions as required to provide assistance to the client. All requests for data management with regards to customer data should in the first instance be directed to the customer directly, if this fails the client can contact the Pro-promotions Data Controller.
During the course of business clients will be required to provide personal information regarding staff members to Pro-promotions Ltd in order to setup accounts and provide support. Please ensure your staff are aware that you are sharing this information and that in turn, Pro-promotions may share that information with service providers in order to provide you with the services required.
Pro-promotions may use systems that log users login habits both to Pro-promotions Hosted and to clients own systems, these are used primarily to assist in the provision of support to the client and provide records of systems access. Clients should inform their staff this logging may be in place.
Sharing of Data
Pro-promotions may require, for the accurate and timely fulfilment of Legal Obligations, HR and Accountancy processes and to provide you with a range of products and services, to share your data with third parties. These Companies may include:
· Accountancy and Book Keeping Management
· HR Management
· Service Providers
· Hardware / Software Suppliers
· Support Partners
Changes will be updated here as required.
The GDPR includes the following rights for individuals:
· the right to be informed
· the right of access
· the right to rectification
· the right to erasure
· the right to restrict processing
· the right to data portability
· the right to object
· the right not to be subject to automated decision making including profiling
You have a right under the GDPR to ensure that your data is up to date and accurate. If you have any concerns over the accuracy of data held on you, please write to the Data Protection Officer below.
You have a right under the GDPR to access, review and receive a copy of any data held on you by Pro-promotions. If you would like to exercise this right, please write to the Data Protection Officer below.
How to contact the Data Protection Officer
Please use the contact information below to write to the Data Protection Officer. In order for us to fully comply with your rights under the act, all requests being made should clearly mention “General Data Protection Regulations” and include your full name, address and relevant contact information for a response. Requests submitted by any other means than written letter may not be processed.
Data Protection Officer:
Name: Ian White
Position: Company Director
If you are unhappy with any decision made by the Data Protection Officer and wish to escalate your case. You will need to contact the Information Commissioners Office via https://ico.org.uk/concerns/ for further information on your rights.
In the unlikely event of a Data Breach, Pro-promotions contact you via the last known details we hold on file for you. It is your responsibility to ensure that such information is up to date both during and after your employment. You will be informed as far as is technically possible of the data that has been potentially compromised and where you can seek further advise about your rights