Privacy Policy

Office Ready Technology is committed to protecting and respecting your privacy. This Privacy Policy outlines how we collect, use, store, and safeguard your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to all personal data we process in the course of delivering our IT services, operating our website, or conducting our business activities.

Office Ready Technology is a UK-registered IT company providing technology solutions and support services. Our registered office is located at: Thorpe Hall, Wycliffe, Barnard Castle, County Durham, DL12 9TW. Company registration number: 12107369.

We are committed to safeguarding the privacy of individuals who use our services or who visit our website.

Personal Data

We may collect and process the following categories of personal data:

From Clients and Users:

• Full name
• Job title
• Company name
• Contact details (email address, telephone number, address)
• Payment and billing information
• Technical data (e.g. IP addresses, browser type, login activity)
• Communications (emails, messages, service requests)

From Website Visitors:

• IP address
• Device type and operating system
• Browsing behaviour (cookies, analytics)

From Job Applicants:

• CVs and application details
• Employment history
• References and right-to-work documentation

How We Use Your Data

We use your personal data for the following purposes:

• To deliver and manage our IT services
• To manage contracts and invoicing
• To respond to enquiries and support requests
• To enhance our services and user experience
• To comply with legal, regulatory, and contractual obligations
• To carry out marketing activities (only with your consent or where lawful)

Office Ready Technology processes personal data in relation to the delivery of services under contract. This may include the following:

IT Support

For the provision of helpdesk services, we will collect and use staff names, staff email addresses, and staff contact numbers.

Cloud Services / Hosting

When we provide hosting and/or cloud-based platforms (e.g. email, hosted storage, virtual machines, remote desktops), we have no control over the data you upload. Therefore, any data processing resulting from service provision is carried out under our legitimate interests.

It is your responsibility to ensure that any uploaded data containing personal or sensitive information complies with EU/UK legislation. You must establish your own legal basis for processing such data as a data controller in line with the General Data Protection Regulation.

Office Ready Technology will not further process any information you upload to systems under our management unless we have a legitimate interest that overrides individual rights and freedoms or a legal obligation to do so.

We may also collect information about the devices used to access our services, including make, model, and installed software.

Cybersecurity

Where we conduct cybersecurity assessments or services, we may access sensitive categories of information including (but not limited to) personal addresses, mobile numbers, health records, bank details, passwords, and National Insurance numbers.

These data may be collected through in-depth analysis of publicly available sources, such as the dark web or breach databases.

We may also gather usage metrics such as login frequencies, login methods, geographic location, and the device used. While this information does not directly identify you, it can help us to identify usage patterns.

Social Media

We use social media, including LinkedIn, to share news and updates regarding our services and relevant industry developments.

How We Use the Information We Collect

The personal data we collect or process about you may be used for the following purposes:

• Provision of Office Ready Technology services
• Managing contracts and invoicing
• Responding to enquiries and providing support
• Improving our services and user experience
• Complying with legal, regulatory, and contractual duties
• Carrying out marketing activities (with your consent or as permitted by law)

Data Retention

The duration for which we retain personal data depends on the purpose for which it is processed. We will retain your data for the duration of your service contract with us.

Certain information may be retained in server logs or system backups for up to seven years after your services with us end, to meet regulatory or legal defence obligations.

Applicant data will be retained for up to twelve months unless employment is offered.

Sharing Your Data

We do not sell personal data. We may share data with:

• Trusted third-party providers (e.g. cloud hosting providers, payment processors)
• Professional advisers (e.g. accountants, legal consultants)
• Public authorities where required by law

All third parties must uphold the security of your data and adhere to applicable data protection laws.

Where data is transferred outside the European Economic Area (EEA), we will ensure appropriate safeguards such as binding contractual clauses are in place. We will not engage with any third party that lacks either a suitable data protection regime or an enforceable data protection contract.

Security

Office Ready Technology employs a range of technical controls to protect your data, including intrusion detection and prevention systems, antivirus software, firewalls, encryption, internet monitoring, and role-based access controls. These measures are implemented in accordance with our Cyber Essentials certification.

External Websites

Our website may contain links to external websites that are not operated by us. While we endeavour to work only with reputable vendors, we are not responsible for the content, privacy practices, or security of such sites. Use of third-party services is at your own risk.

Updating Your Personal Information

If you are a service user, you may request changes to your personal data by contacting us at:

hello@officeready.tech

Please use the subject line: ‘Right to Rectification’.

Your Rights Under UK GDPR

You have the right to:

• Access your personal data
• Request correction of inaccurate or incomplete data
• Request erasure of your data (“right to be forgotten”)
• Restrict or object to data processing
• Withdraw consent (where applicable)
• Lodge a complaint with the Information Commissioner’s Office (ICO)

Contact Us

We are committed to delivering a high standard of service. If you are an existing client and have a concern regarding your privacy or personal data, please contact your account manager in the first instance, or call 0203 031 9800.

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Updates to This Policy

This Privacy Policy may be updated periodically to reflect changes in legislation, including but not limited to the UK GDPR, the Privacy and Electronic Communications Regulations 2003, and the Data Protection Act 2018.