Your privacy is important to us, and we are committed to the protection of your personal information. This policy tells you how we use your personal information, and what we do to keep it safe.
"Data Protection Law" means the Data Protection Act 2018, the GDPR, and the Privacy and Electronic Communications (EC Directive) Regulations 2003, as amended from time to time, and all other applicable privacy and data protection laws and regulations, as well as any guidance and/or codes of practice issued from time to time by the Information Commissioner.
For the purposes of Data Protection Legislation in relation to this Policy we are a data controller, which means we control the processing of your personal information in accordance with Data Protection Legislation, and are each responsible for holding your personal information safely.
Information we may collect about you
We may collect personal information about you including, but not limited to:
- identity data including first name, last name, address, the name of the company you work for, job title;
- contact information including postal address, email address, telephone number;
- technical information including IP address, operating system, location, browser type and related information regarding the device you use to visit our websites;
- marketing and communications data, including your preferences in receiving marketing and your communication preferences;
- questions, queries or feedback you leave if you contact us;
- information on how you use the website, using cookies and page tagging techniques; and business information, including information provided in the course of the contractual or client relationship between you or your organisation and By Bits, or otherwise voluntarily provided by you or your organisation.
What's the legal basis for us processing your information?
In accordance with Data Protection Legislation, we'll only process your personal data where we have a lawful basis for doing so. These include one or more of the following circumstances:
- where you've provided us with your consent, or;
- where it's necessary for the performance of a contract we have with you or your organisation, or pre-contract activities made at your request, or;
- for compliance with our legal obligations, or;
- for the purpose of furthering our legitimate interests, including the improvement of our products, services, websites and applications.
How we use your information
We may process your information for the following purposes:
- to communicate with you including responding to your enquiries;
- for administration of contract negotiations;
- for management of the contract and our products and services;
- to communicate with you about promotions, upcoming events, and other news about products and services offered by us or our selected partners, including via email, telephone and/or text messages in accordance with any marketing consent provided by you;
- to disclose your information to selected third parties as detailed by this Policy (see below); and
- to help with product development and to operate, maintain and improve our services, Sites and products
Sharing your information
We may disclose your information to:
- service providers assisting with our business activities, such as: our IT hosting providers, providers of IT support, providers of cloud based software or services used by us, providers of printed documentation, accounting, compliance and law firms;
- HM Revenue & Customs, regulators and other authorities who require reporting of processing activities in certain circumstances;
- companies, organisations or individuals outside of By Bits for legal reasons if we have a good-faith belief that access, use, preservation or disclosure of the information is reasonably necessary to:
- meet any applicable law, regulation, legal process or enforceable governmental request enforce applicable Terms of Service, including investigation of potential violations
- detect, prevent, or otherwise address fraud, security or technical issues and
- protect against harm to the rights, property or safety of By Bits, our users or the public as required or permitted by law
Your data may also be disclosed to third parties in aggregated or anonymised form (i.e. information from which you cannot be personally identified).
If our business is sold or integrated with another business your information may be disclosed to our advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business.
Keeping your information secure
We're committed to protecting information that we collect from you, and to keeping that information safe and confidential. In line with this, we limit access to your personal information to employees and certain third parties (see above) who need to process it in accordance with this Policy.
We'll use technical and organisational physical, electronic and procedural safeguards in accordance with good industry practice to safeguard your information collected against unauthorised or unlawful processing and against accidental loss, damage, destruction, alteration or disclosure.
We'll keep your information only for as long as we need to hold it, including to comply with our legal and regulatory obligations.
Retention of your data
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.
We may retain your personal data for a longer period where required by applicable law or where we have a legitimate and lawful purpose to do so for example, to provide you with an answer to a question you have asked or to comply with applicable legal requirements.
When we no-longer need to hold your data, it will be anonymised and/ or deleted.
Some of the third parties (such as service providers) to whom we may transfer your personal data may be located in countries outside the European Economic Area ('EEA'). They may not have similar protections in place regarding your data, or restrictions on its use as set out in this Policy. However, we'll take steps to ensure adequate protections are in place to ensure the security of your information. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein. By submitting your information you consent to these transfers for the purposes specified in this Policy.
Marketing and opting out
If you've given permission, we may contact you by mail, telephone and email. We may also share your personal data with carefully selected third party organisations, so that they can contact you in the same way. This is to provide information about products, services, promotions, special offers and other information we think may be of interest to you. We'll inform you (before collecting your data) if we intend to use your data for such purposes. If you would rather not receive such third party marketing information from us, or you no longer wish to receive it, you can opt out at any time (see below).
You have the right at any time to ask us, or any third party, to stop processing your information for direct marketing purposes. If you wish to exercise this right, you should contact us by sending an email to firstname.lastname@example.org or contact the relevant third party using their given contact details, giving us or them enough information to identify you and deal with your request. Alternatively you can follow the unsubscribe instructions in emails you receive from us or them.
Links to other websites
You have the following rights in accordance with data protection legislation. Please note that some of the rights may only apply under certain circumstances:
- the right to obtain a copy of the personal data we have collected about you, and to transmit said copy to another data controller; the right to update or amend the personal data we have collected about you if it is inaccurate or incomplete;
- the right to erase, or restrict the processing of, the personal data we have collected about you;
- the right to object to the processing of the personal data we have collected about you, including in respect of any data processed for direct marketing purposes;
- the right to withdraw any consents you have provided in respect of our processing of your personal data, and;
- the right to lodge a complaint with the ICO (www.ico.org.uk).
To exercise any of these rights please write to us using the contact information stated above in ‘Information we may collect about you'. In case you want to amend your personal data you can also do so via our Sites.
Changes to this Policy
We may change this Policy from time to time. You should check this Policy regularly to make sure you're aware of the most recent version that will apply each time you use our Sites.
If you have any questions about this policy, please contact us at email@example.com.
You can also contact us at By Bits Customer Relations, 2-14 Shortlands, Hammersmith, London, W6 8DJ.
If it's urgent, you can also contact our data protection officer directly at firstname.lastname@example.org. Our data protection officer ensures that our processing personal data is carried out in accordance with applicable law.