IP Office Group Privacy Policy

This privacy policy sets out how IP Office Group Ltd uses and protects any information that you give when you use this website or are called by the company. IP Office Group Ltd 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.

IP Office Group Ltd may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This Privacy Notice describes the limitations imposed on our collection and disclosure of personally identifiable information (PII), the nature of PII we collect, how we use that information, when and why we may disclose that information and to whom, how long we maintain that information, and how you can access your PII. Please read the entire Privacy Notice to understand our privacy policies and practices.

What we collect

We may collect the following information:

• Name and job title
• Contact information including email address
• Details about you networking configuration

What we do with the information we gather

THE DATA WE COLLECT ABOUT YOU

4.1 We process Personal data. Personal data we process may include name, address and email address. It also may include IP address and cookies (Website).

4.2 Our collection methods are:

4.2.1 Through our website

4.2.2 Through engagement of our services

4.2.3 By communications

4.2.4 Networking

4.2.5 Through engagement of service providers

5. HOW YOUR DATA WILL BE USED

5.1 We use information held about you to:

5.1.1 Ensure that content from our site is presented in the most effective manner for you and for your devices;

5.1.2 Provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes or Legitimate Interests;
(a) Carry out our obligations arising from any contracts entered into between you and us;

5.1.3 Allow you to participate in interactive features of our service when you choose to do so, e.g. asking a question through our website.

5.1.4 Carry out necessary maintenance to our infrastructure; and

5.1.5 Notify you about changes to our services

5.2 We also embrace the use of social media and may wish to process any comments made public by you.

6. LEGITIMATE INTEREST & MARKETING

6.1 Where we use Legitimate Interests we will record our decision and our method on making this decision. This can be requested by you at any time.

6.2 If you are an existing contact or customer we will only contact you by postal and electronic means (e-mail) with information about services or goods which you have previously purchased from us or enquired about. If you are a new customer, and where we permit selected third parties to use your data, we (or they) will contact you by post or electronic means only if you have consented to this. You can choose to not receive these types of communication by contacting us.

7. THIRD PARTIES

7.1 We will keep your information within the ‘firm’ except where disclosure is required or permitted by law or when we use third part service providers (data processors) to supply and support our services to you. We have contracts in place with our data processors. This means that they cannot do anything with your personal data unless we have instructed them to do so. They will not share your personal data with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

7.2 Please see below the list of services where we use third party data processors which sets out the categories of recipients of personal data. SERVICE PROVIDED IT Provider – Cloud Service – IT Support Email Provider Secure document disposal service Internal HR systems provider Storage Facility Cleaning service (Offices) Accountants

8. DATA RETENTION

Our data retention policy is dictated by the Data Protection Laws and is available for inspection by submitting a written request using the contact details provided in this policy.

9. DATA DELETION

Under GDPR you have the right to erasure under specific circumstances. A request for your personal data to be deleted will be decided on a case by case basis and must be submitted in writing to the contact details provided in this policy.

10. DATA CORRECTION

We will correct or update your data without delay provided you make the request in writing to the contact details provided in this policy, clearly specifying which data is incorrect or out of date.

11. DATA INSPECTION

11.1 We strive to be as open as we can be in terms of giving people access to their personal data. Individuals can find out if we hold any of their personal data by making a formal request under the Data Protection Laws. Such requests must be in writing to the contact details provided in this policy. If we do hold your personal data we will respond in writing within one calendar month of your request (where that request was submitted in accordance with this policy).

11.2 The information we supply will:

11.2.1 Confirm that your data is being processed;

11.2.2 Verify the lawfulness and the purpose of the processing;

11.2.3 Confirm the categories of personal data being processed;

11.2.4 Confirm the type of recipient to whom the personal data have been or will be disclosed, and

11.2.5 Let you have a copy of the data in an intelligible form.

11.3 Please note that you may need to provide identification in order to prove who you are to access your data.

11.4 If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

11.5 In the instance that we do not hold information about you we will also confirm this in writing at the earliest opportunity.

12. CHANGES

We keep our privacy notice under regular review and you should check back regularly to ensure you are aware of changes to it. We may display this notice to you from time to time to help ensure you are aware of its contents.

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 safeguard and secure the information we collect online.

How long will your information be kept for?

Your information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following way: If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at This email address is being protected from spambots. You need JavaScript enabled to view it. We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required 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. You may request details of personal information which we hold about you under the Data Protection Act 1998. If you would like a copy of the information held on you please write to:

IP Office Ltd
Silverdown Business Park
Fair Oak Close
Exeter
EX5 2UX