Privacy Policy

The privacy of your personal information is important to us. This notice describes how we collect and use personal data about you, in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018, the UK Data Protection Bill and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK (‘Data Protection Legislation’).

Office Ready offers a wide range of products and services and will have a requirement to collect some personal data from you for us to provide these services effectively.

Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

ABOUT US

Office Ready Technology are primarily a Managed Office Services business. Our registered office is Thorpe Hall, Wycliffe, Barnard Castle, County Durham, DL12 9TW, although our main operational headquarters are located at 25 Wilton Road, Pimlico, London SW1V 1LW.

For the purpose of the Data Protection Legislation and this notice, we are the ‘data controller’.

This means that we are responsible for deciding how we hold and use personal data about you. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.

We have appointed a data protection manager who is our Data Protection Point of Contact and is responsible for assisting with enquiries in relation to this privacy notice or our treatment of your personal data. Should you wish to contact our Data Protection Point of Contact you can do so using the contact details noted at heading ‘Contact Us’, below.

HOW WE MAY COLLECT YOUR PERSONAL DATA

We obtain personal data about you, for example, when:
• you request a quote or proposal from us in respect of the services we provide;
• you or your employer or our clients engages us to provide our services and also during the provision of those services;
• you contact us by email, telephone, post (for example when you have a query about our services); or
• from third parties and/or publicly available resources (for example, from your employer or from Companies House); or
• When you access some services which utilise online or device based identifiers such as IP addresses

THE TYPES OF INFORMATION WE HOLD ABOUT YOU

Depending on your relationship with us, the services you use and the way in which you interact with us, the information we hold about you may include the following:

• your personal details (such as your name, e-mail address, telephone numbers, work address etc);
• details of contact we have had with you in relation to the provision, or the proposed provision, of our services;
• details of any services you have received from us;
• our correspondence and communications with you;
• information about any complaints and enquiries you make to us;
• Information we receive from other sources, such as publicly available information, information provided by your employer or our clients.
• Information used to identify you or devices you use such as IP addresses, MAC addresses or cookies etc.

HOW WE USE THE PERSONAL DATA WE HOLD ABOUT YOU

We will process your personal data for the following lawful bases and purposes:

-For our legitimate business interests or your own legitimate interests.

Examples of processing which we deem to be based on legitimate interests include the collection, storage and processing of your contact details allowing us to;

• provide you with details about the products and services we can offer which you have requested from us.
• provide you with details about the products and services we offer which we feel would be relevant to you either as an individual or as a representative of your employer, even if you have not requested this specific information. We will only use personal data in this way when we have assessed that to do so would be proportionate, has a minimal privacy impact, and likely to be of a direct benefit to you.
• provide you with products or services which you or your employer has requested from us such as IT support services, supply of hardware/software, cyber security services and any other product or service which we may provide.
• analyse and measure the levels of service which we provide for you such as by requesting feedback directly from you.
• notify you of any changes to your services or any of the terms and conditions related to these services
• provide you with relevant news or information which would be relevant to you and specific to our sector of expertise, examples include bulletins detailing identified security issues, third party service disruptions, virus outbreaks, training opportunities etc.
Further examples of processing which we deem to be based on legitimate interests include the collection, storage and processing of online identifier information such as IP addresses for the purpose of;
• implementation of security measures such as to determine threats to our networks and systems and where necessary, act on or report finding to the relevant authorities.

• confirming your identity for the approval of legal documents which may be sent to you electronically from time to time when you have requested a quotation from us

We may process your personal data for certain additional purposes with your consent, and in these limited circumstances where your consent is required for the processing of your personal data then you have the right to withdraw your consent to processing for such specific purposes.

Please note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data.

We may also process your personal data without your knowledge or consent, in accordance with this notice, where we are legally required or permitted to do so.

If you refuse to provide us with certain information when requested, we may not be able to perform the obligations we have entered into with you. Alternatively, we may be unable to comply with our legal or regulatory obligations.

DATA RETENTION

We realise it is important for you to know and understand how long we will keep and use your data. Although we are required by certain laws and regulations to maintain records for certain periods, we have detailed below some retention policies we have in place:

Your personal contact details used in order for us to manage the relationship we have with you will be erased if you leave the company with whom we are providing services for as soon as we are made aware of this.

In any case, if we no longer provide products or services to you or the legal entity you are a representative of, we will remove personal contact details after 2 years from our last interaction with you.

We may retain certain records regarding a business to business relationship where there is a legitimate reason for us to maintain these records but will remove personal data wherever possible.

CHANGE OF PURPOSE

Where we need to use your personal data for another reason, other than for the purpose for which we collected it, we will only use your personal data where that reason is compatible with the original purpose.

Should it be necessary to use your personal data for a new purpose, we will notify you and communicate the legal basis which allows us to do so before starting any new processing.

DATA SHARING

Why might you share my personal data with third parties?

We will share your personal data with third parties where we are required by law, where it is necessary to administer the relationship between us or where we have another legitimate interest in doing so.

Which third party service providers process my personal data?

“Third parties” includes third-party service providers. The following activities are carried out by third party service providers: cloud services, professional advisory services, administration services, and banking services.

All of our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.

TRANSFERRING PERSONAL DATA OUTSIDE THE EUROPEAN ECONOMIC AREA (EEA)

We will not transfer the personal data we collect about you outside of the EEA, unless specifically agreed with yourself as part of our engagement with you.

Should you require further information about this protective measure, please contact us using the contact details outlined below.

DATA SECURITY

We have put in place commercially reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need.

They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

We are happy to share our more detailed IT Security Policy with you on request if you are a client of ours for whom we process personal data. Contact us using the details below.

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

Your duty to inform us of changes

It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us of any changes of which we need to be made aware by contacting us, using the contact details below.

Your rights in connection with personal data

Under certain circumstances, by law you have the right to:

• Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully.

• Request correction of the personal data that we hold about you.

• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).

• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this basis.
You also have the right to object where we are processing your personal information for direct marketing purposes.

• Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.

• Request the transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible.

If you want to exercise any of the above rights, please email our data protection point of contact using support@officeready.tech

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

RIGHT TO WITHDRAW CONSENT

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please email our data protection point of contact support@officeready.tech

Once we have received notification that you have withdrawn your consent, we will no longer process your personal information (personal data) for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so.

CHANGES TO THIS NOTICE

Any changes we may make to our privacy notice in the future will be updated on this web page.

We will also make you aware of changes to this policy by e-mail if applicable.

CONTACT US

If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal data, please email support@officeready.tech or telephone our Data Protection Manager on 0203 0319 800

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, at any time. The ICO’s contact details are as follows:

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

Telephone – 0303 123 1113 (local rate) or 01625 545 745

Website – https://ico.org.uk/concerns

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