Privacy policy

This privacy policy sets out how SysGroup PLC and its subsidiaries uses and protects any information that you supply when you use this website or our services.

If at any time you have any queries relating to this Privacy Policy, our Terms and Conditions of Use or regarding any of your data held by SysGroup PLC and its subsidiaries (together SysGroup) you can contact us in writing to SysGroup PLC, 55 Spring Gardens, Manchester M2 2BY or by emailing our Customer Experience Team at customerexperience@sysgroup.com or our Data Protection Officer at dpo@sysgroup.com.

SysGroup 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 and in accordance with The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679)and all applicable data protection laws and regulations in force from time to time (Data Protection law).

We may change this policy from time to time by updating this page. We will communicate any changes to you if you are subscribed to the relevant service and you can also check this page periodically to ensure you are happy with any changes. This policy is effective from 25^th May 2018 and is version controlled internally by SysGroup PLC.

What we collect

We may collect the following information:

• Name and title
• Contact information including email address
• Business details
• 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 email 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 use the information to customise the website according to your interests.

How we process your personal data

Contact Forms
Contact information that we process via the contact form is collected using software called ClickDimensions using a secure EU based server which then moves the relevant information on our Customer Relationship Management tool on our secure EU based network.

Online Chat
Our online chat facility is powered by DeskPro and stored on their secure EU server.

Telephone Calls
Our telephone calls are recorded and monitored for training and quality purposes using 3XC telephone system software and is stored on a secure Amazon Web Services server based in the EU.

Website Visits
As you interact with our website, we may automatically collect information about your equipment, browsing actions and patterns by using cookies which are files placed on your system.  For more information please refer to our Cookie Policy.

Retention Periods
We retain personal data for the length and duration of any contractual or business relationship that we have with you for which we require your contact information or for as long as consent is provided to us to enable us to process your personal data.

In the event of any queries relating to agreements made via telephone or email or contractual dispute we may retain this data for a period of 6 years from the date of the enquiry/conversation or from a period of 6 years from the cessation of the contract between SysGroup and the business for which you were working for at the time that the contract was made (or 12 years where a contract is made by deed), whichever is the most applicable period of time.

This does not supersede any contractual agreement we have with you with regards to data retention.

Jurisdiction
In the event that your data is transferred outside the EU to the US by any of our partners or data sub-processors, we can confirm that we have performed due diligence to ensure that they comply with the EU-U.S. Privacy Shield Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of Personal Data from European Union member countries.  To learn more about the Privacy Shield program please visit https://www.privacyshield.gov/.

Lawful Processing

The lawful basis for processing your data is on several different basis and we may use any or all of these.  The first is out of a contractual need, i.e:

• SysGroup has a contract with you and we need to process your personal data to comply with our contractual obligations under the contract
• You have requested us to provide a quote and we need to process your personal data to do what you have asked
• fulfil any other contractual obligations
• to ensure your business continuity
• to ensure your business security
• offer solutions and services that meet your businesses needs

The second is out of legitimate interest for both SysGroup and your business in order to:

• offer solutions and services that meet your businesses needs

The third basis is where we need to comply with a legal or regulatory obligation.

For any other processing purposes we will obtain your consent for the use of your data.

Security

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 safeguards and secure the information we collect online.

Links to other websites

Our website may contain links to enable you to visit other websites of interest easily. However, once you have used these links to leave our website, 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

For any enquiries, or to exercise your rights under Data Protection Law, you may contact our Data Protection Officer at dpo@sysgroup.com our in writing at SysGroup, 55 Spring Gardens, Manchester M2 2BY.

Right to be Informed
Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate whether you wish your information to be used by us for direct marketing purposes.  We will never pre-tick this option box and we will always be transparent about the use of your data so you always have full control over what you are consenting to.

Right to Restrict Processing
You may in some circumstances choose to restrict the collection or use of your personal information.

If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by:

• unsubscribing to a marketing email via the unsubscribe link
• contacting our Data Protection Officer

We will not sell, distribute or lease your personal information to third parties unless we have obtained your permission, or we are required to do so by law. 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.

Right of Access
You may request details of personal information which we hold about you under.  If you would like a copy of the information held on you, please contact our Data Protection Officer.

Right to Rectification
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.

Right to Portability
Should you require your data porting please contact our Customer Experience Team to discuss your requirements.

Right to Erasure
If you believe we should no longer hold your data then you have the right to in essence ‘be forgotten’ and in such cases you may request that we erase all data that we hold about you.

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

Regulatory Rights
You have the right to lodge a complaint with the relevant supervisory authority, which is the Information Commissioners Office.  We would, however, like the opportunity to deal with your concerns before you approach the ICO so please contact us in the first instance.  The ICO can be contacted as follows:

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

Tel: 0303 123 1113
Email: accessicoinformation@ico.org.uk