Them Digital is committed to safeguarding the privacy and security of our customers and website visitors. This privacy policy (updated 25th May 2018) explains how we use any personal information we collect about you when you use our services.
It includes the following:
- that information do we collect about you and how
- How we store that information
- How we may then use that information
- How we share that information
- How long we keep your information
- How you can view / amend / delete the information we hold.
- System collected data – collected by cookies on our website.
- How to contact us
What information do we collect about you and how?
Them Digital Ltd, as a data processer and data controller, is bound by the requirements of the General Data Protection Regulations (GDPR). We collect data from you by direct consent only – through our website, over the phone and email or face to face.
You agree that we are entitled to obtain, use and process the information you provide to us to enable us to discharge the Services as outlined in our SLA form, Equipment schedule or Contract for other related purposes including:
- Contact details including your name, email address, telephone number, business name and billing address
- External IP addresses
- Payment information
- Network and account usernames and passwords
- Purchase history
- Device and service license details, e.g. serial numbers, license codes, MAC addresses, operating system information and in some cases dates/times of network activity
- Internet (IP info) and handover documentation for new internet connections is also collected
Data is collected when you make an enquiry with us via phone, email or website form, or contact us on social media and it is solely used to enable us to carry out the services you have requested.
- We do not collect anything without direct contact/consent/request from customers and suppliers
- Some information is generated on our customer's behalf such as telephone numbers, account usernames and passwords. This implies consent has been given.
- We do store this information for customers we support and notify them of this but we do grant customers the right and ability where possible to change these details without informing us of new details and revoke permission for us to store them if they so choose.
- We do not store credit card information at any time.
How we store that information
- All paper documentation is kept in a locked in filing cabinet in a secured office.
- We use 1Password for storing of customer passwords that give us access to servers and other client services
- All Sensitive documents are password protected
- Access to the Them Digital database is protected is password protected
- All TDA kit is encrypted and protected with security software
- Our own data is stored in SharePoint in the cloud. TDA staff access this through Multi Factor Authenticated logins on encrypted devices
We also collect data from suppliers and people who send through their CV.
How we may then use that information:
We take your privacy seriously and will only use your personal information to provide the Services you have requested from us, detailed in our SLA form, Equipment schedule or Contract. We will only use this information subject to your instructions, data protection law and our duty of confidentiality.
We use the information you supply us with for the following activities:
- To prepare a quotation for services based on the information you have supplied.
- To carry our agreed PC and Mac Apple support, computer maintenance, system overhauls, IT sales, hosted services, networking and consultancy services.
- To sign clients up to third party suppliers such as hosted emails, internet connectivity, online backup providers and VOIP suppliers.
- To keep in touch with clients – providing regular reports, work updates and invoicing.
- To assess candidates for interview and contact potential new employees.
We collect information on our website only to process your enquiry. As part of our ongoing service, we will also use this information to occasionally share updates with you about our services which we believe may be of benefit to you.
We collect information as part of the normal operation and function of our business and the services we provide to our customers, we do not market any products or services directly but we do make recommendations and advise customers based on their direct request for our consultation
We do collect some information through contact with customers and partners via email and telephone in order to accept/place/process orders, payments and in the role of directly requested support and service
How we share that information:
In order to provide our full range of services we share data with the following:
- Suppliers – for delivery of goods and / or services. All of our suppliers are GDPR compliant.
- ISP's – for Internet connectivity - required by law / Ofcom regulations
- Other hosts – Telephony carriers and providers / hosted and cloud managed platform service operators / online backup hosts / Email hosts (Microsoft / Rackspace) - required by law / Ofcom regulations
It may also be shared where legally obliged to do so, for the prevention of fraud, or for the purpose of running our business (for example if we need to use a debt recovery agency or carry out third party checks.
We will never sell your information at any time or share your information for marketing purposes with companies so that they may offer you their products and services.
How long we keep your information:
We regularly update the data we hold on file and will not retain old data for longer than is necessary.
- Our client data is stored until the contact has ended or it is handed over to a new IT supplier.
- Some data has to be kept longer than this by law, such as accounting information, archived emails, and details of internet and telephony services.
- We delete obsolete data as soon as it is legally allowable to do so.
- Marketing data will be deleted after 3 years.
- Online backup data is deleted immediately on termination of the Services provided.
How you can view / amend / delete the information we hold:
What is Subject Access Request?
This is your right to request a copy of the information we hold about you. You may request deletion of your personal information by us, and we will use commercially reasonable efforts to honour your request, but please note that we may be required to keep such information and not delete it (or to keep this information for a certain time, in which case we will comply with your deletion request only after we have fulfilled such requirements). When we delete any information, it will be removed from our active database, but may remain in our archives. We may also retain your data for fraud prevention or similar purposes.
If you would like to request a copy of the data we hold on you please email info@themdigital.co.uk. We will respond to your request within one month of receipt of this request and will require suitable ID to verify your identity.
We want to make sure your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate by emailing info@themdigital.co.uk.
System Collected Data – collected by cookies on our website:
Them Digital Ltd uses "cookies" to collect standard internet visitor information and details of behaviour patterns. We do this to find out things such as the number of visitors to the various parts of our website site, where visitors have found us, peak visit times, devices used, and keywords typed in.
We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website. We will not associate any data gathered from this site with any personally identifying information from any source.
How to contact us
If you wish to discuss any of the above, please call us on 0207 490 2163
If you have any comments on this privacy policy, please email info@themdigital.co.uk
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