Apptel Privacy Policy

Glossary of Terms

What is personal data?

Personal data relates to any information about a natural person that makes you identifiable which may include (but is not limited to):

·       Names and contact information ie emails and telephone numbers

·       National Insurance Numbers

·       Employment history

·       Employee numbers

·       Credit History

·       Personal tax

·       Payroll and accounting data

What is sensitive personal data?

Sensitive personal data refers to the above but includes genetic data and biometric data. For example:

·       Medical conditions

·       Religious or philosophical beliefs and political opinions

·       Racial or ethnic origin

·       Convictions

·       Biometric data (eg photo in an electronic passport)

What is a Data Controller?

For general data protection regulation purposes, the “data controller” means the person or organisation who decides the purposes for which and the way in which any personal data is processed.

The data controller is Apptel Limited, Chestnut Studios, Corton, Warminster, Wiltshire, BA12 0SZ.

The data protection officer is Justin Fellowes, Managing Director who can be contacted at the above address or by emailing : justin.fellowes@apptel.co.uk or by calling 01985 620133.

What is a Data Processor?

A “data processor” is a person or organisation which processes personal data for the controller.

What is Data Processing?

Data processing is any operation or set of operations performed upon personal data, or sets of it, be it by automated systems or not. Examples of data processing explicitly listed in the text of the GDPR are: collection, recording, organising, structuring, storing, adapting, altering, retrieving, consulting, using, disclosing by transmission, disseminating or making available, aligning or combining, restricting, erasure or destruction.

What do we mean by Business to Business?

PLC, LTD, LLP incorporated partnerships, trusts and foundations, local authorities and government institutions.

What do we mean by Business to Consumer?

Private clients, sole traders, unincorporated partnerships, trusts and foundations.

What information do we collect about you and how?

Apptel, as a Data Controller, is bound by the requirements of the UK General Data Protection Regulations (GDPR). 

You agree that we are entitled to obtain, use and process the information you provide to us to enable us to provide the products and services as detailed in your quotation/proposal and monthly telephone bills and for other related purposes including;

·       Updating and enhancing client records

·       Analysis for management purposes

·       Carrying out credit checks in relation to you

·       Statutory returns

·       Legal and regulatory compliance

·       Crime prevention. 

We collect information about you when you fill in any of the forms on our website ie sending an enquiry, signing up for an event, filling in a survey, giving feedback etc. Website usage information is collected using cookies.

Cookies are text files put on your computer to collect standard internet log information and visitor behaviour information. This information is then used to track visitor use of the website and to create statistical reports on website activity. For more information visit www.aboutcookies.org or www.allaboutcookies.org. You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. Please note in a few cases some of our website features may not function because of this.

Analytics – eg how visitors use our website

We may in the future use Google Analytics to store information about how visitors use our website so that we may make improvements and give visitors a better user experience.

Google Analytics is a third-party information storage system that records information about the pages you visit, the length of time you were on specific pages and the website in general, how you arrived at the site and what you clicked on when you were there. These cookies do not store any personal information about you eg name, address etc and we do not share the data. You can view their privacy policy below:

Google - http://www.google.com/intl/en/policies/privacy/

Internet Based Advertising

We may on occasion use Instagram, Linkedin, Facebook and Twitter advertising services and as such there are tracking codes installed on our website so that we can manage the effectiveness of these campaigns. We do not store any personal data within this type of tracking.

How will we use the information about you and why?

Apptel Limited take your privacy seriously and will only use your personal information to provide the Services you have requested from us, quotation/proposals and monthly telephone bills. We will only use this information subject to data protection law and our duty of confidentiality.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you or your company for one of the following reasons:

·       You/the business you work for are interested in using our services

·       In response to an advert

·       Your company have given us your business details for the purposes of us sending you monthly telephone bills and delivering our services to you

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting [contact details]

(b) We have a contractual obligation.

(c) We have a legal obligation.

(d) We have a vital interest.

(e) We need it to perform a public task.

(f) We have a legitimate interest.

For Business to Business Clients and Contacts our lawful reason for processing your personal information will normally be “Your consent” and/or “Contractual obligation” for potential new customers and marketing purposes the reason will be “legitimate interests”. Under “legitimate interests” we can process your personal information if: we have a genuine and legitimate reason and we are not harming any of your rights and interests.

For Business to Consumer Clients and Contacts our lawful reason for processing your personal information will be “A contract with the individual” eg to supply goods and services you have requested, or to fulfil obligations under an employment contract. This also includes steps taken at your request before entering into a contract.

Our work for you may require us to pass your information to our third-party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing the Services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the Services.

We will not share your information for marketing purposes with companies so that they may offer you their products and services.

Marketing

We would like to send you information about our services which may be of interest to you. If you have consented to receive marketing, you may opt out at any point as set out below.

You have a right at any time to stop us from contacting you for marketing purposes. To opt out please email: : justin.fellowes@apptel.co.uk

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

How we store your personal information

Your information is securely stored. We use various 3^rd party cloud service providers, include Sage Online for accounting and contact information, Microsoft 365 for general business information and emails, BT Wholesale WHC service for cloud telecoms services and Union Street Bureau billing services, Openreach Wholesale Line Rental (WLR) portal and Digital Wholesale Solutions Ltd for phone line, broadband, cloud and mobile services. Generally the information held is purely business information (business address, phone numbers, IP addresses etc) except for individual user names and business email addresses. Each of our providers only hold the minimum business related information required for the various services we deliver to our business clients.

How long will we hold your data for?

We will hold your data for a period of 6 years from when you cease being a client. You will have the opportunity to opt out or update or delete data at any point should you need to do so and details are set out in this policy as to how to do that. 

Other websites

Our website may contain links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

Complaints

If you have any concerns about our use of your personal information, you can make a complaint to us at

Apptel Limited, Chestnut Studios, Corton, Warminster, BA12 0SZ or by emailing justin.fellowes@apptel.co.uk or calling 01985 620133.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Changes to our Privacy Policy

We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 03 September 2022 and the Version number is 2.3 in line with the new GDPR guidelines.

How to contact us

Please contact us if you have any questions about our privacy policy or information we hold about you:

·       By email: : justin.fellowes@apptel.co.uk .

·       Or write to us at Justin Fellowes, Managing Director, Apptel Limited, Chestnut Studios, Corton, Warminster, BA12 0SZ.