Privacy policy

Oxford Web Privacy Policy

Who we are

Alberon Ltd, The Wheelhouse, Angel Court, 81 St Clements, Oxford, OX4 1AW.

Scope

This privacy notice covers personal data we hold about customers, prospective customers and website visitors.

It does not cover staff, supplier or freelancer data. It does not cover data we process on behalf of our customers, e.g. websites we host.

Also see: Cookie policy

Website visitors

The information we hold

1. IP addresses

Purpose / How we use your data

To allow us to analyse website usage in aggregate, and for security reasons (e.g. to allow us to block spammers and hackers).

How we obtain information

Your IP address is automatically captured when you visit the website.

Sharing your information with other parties

We will not share personal data with a third party not associated with the provision of services without your explicit consent.

We will also not transfer Subject data to a third-party country outside of the UK or EEA that is not compliant with the applicable data protection laws via adequacy agreement, Binding Corporate Rules or other legally appropriate means, as defined by the Information Commissioners Office, without your explicit consent.

Legal Basis for processing your data

1. Legitimate Interests – we store IP addresses on our servers to help us protect against spammers and hackers. We store IP addresses in Google Analytics in order to analyse website usage in aggregate.

Marketing

The information we hold

1. Name
2. Email addresses

Purpose / How we use your data

We will only send you marketing information or newsletters if you have agreed to receive them. You may opt out at any time.

How we obtain information

We receive information you provide, e.g. from contact forms, in emails, in phone calls, from business cards.

Legal Basis for processing your data

The legal basis for processing your data is consent. When you sign up for a newsletter we ask you to follow a link in an email to confirm this.

Customers and Potential Customers

The information we hold

1. Name
2. Email addresses
3. Postal address
4. Telephone numbers
5. Other information you may provide

Purpose / How we use your data

We hold your data to contact you about your projects, invoice you for work done, deal with your support requests and inform you of planned or unplanned interruptions to services we supply.

How we obtain information

• Information provided by you, e.g. from contact forms, in emails, in phone calls, from business cards
• Data provided by a third party, e.g. if you have a separate company doing IT support they may report problems to us.
• Information about sales leads from our existing contacts.

Legal Basis for processing your data

The legal basis for processing your data includes:

1. Contractual necessity – We may need your personal data to comply with our contractual obligations. For example, we need your contact details for billing purposes.
2. Legitimate Interests – We may require your data to pursue our legitimate interests – for example, to contact you, as a potential customer, to discuss your requirements and quote for work.

Your rights

You have a number of legal rights to control what we do with your information. Please note that in some cases, asking us to do this may mean that we are no longer able to provide you with products or services.

• Access – You have a right to get access to the personal information we hold about you.
• Portability – You have a right to data portability when you request access. This means we will send you your data in electronic form.
• Rectification – You have a right to have inaccurate data corrected and to update incomplete personal information.
• Objection – You have a right to object to the processing of your personal information.
• Withdraw consent – Where data is processed on the basis of consent, you have a right to withdraw your consent.
• Restriction – You have a right to request us to restrict stop the processing of your personal information without deleting it. For example, you could ask us to stop using your personal mobile phone because you now have a work one.
• Erasure – You have a right to request that we delete your personal information.
• Complaint – You have a right to lodge a complaint with the regulator, the Information Commissioner’s Office (ICO).

Please contact dataprotection@alberon.co.uk to submit a request or ask any questions about this policy.

Sharing your information with other parties

We will not share personal data with a third party not associated with the provision of services without your explicit consent.

We will also not transfer Subject data to a third-party country outside of the UK or EEA that is not compliant with the applicable data protection laws via adequacy agreement, Binding Corporate Rules or other legally appropriate means as defined by the Information Commissioners Office without your explicit consent.

How long we keep your information

Retention periods for records are determined based on the type of record, the nature of the activity, product or service and the applicable legal or regulatory requirements.

We will keep your details for 5 years from last contact or your ceasing to be a customer. We will keep financial details for 6 years and emails for 10 years. You can, at any stage, request these periods to be shorter. See Rights above.

We will keep your personal information for as long as you are a customer or potential customer.

We may keep your data for longer if required for the following reasons:

• To respond to any questions or complaints.
• To comply with legal requirements.

IP addresses are kept for up to 2 years.

Changes to this Policy

We regularly review and, where necessary, update this policy.

If we plan to use personal data for a new purpose, we will update our privacy policy and communicate the changes to individuals before starting any new processing.

Version 1.0
Last Updated July 2018