Privacy Notice

1. Introduction

At ITGL, we respect the privacy of our customers, prospective customers and visitors to our website and web portals.

This privacy notice provides you with details of how we collect and process your Personal Data including any information you may provide through our website, when purchasing a product or service, or when in receipt of our communications.

ITGL Limited is a data controller and a data processor so we are responsible for your Personal Data (referred to as “we”, “us” or “our” in this privacy notice).

We have appointed a Data Protection Officer who looks after privacy related matters for us. If you have any questions about this privacy notice, please contact the Data Protection Officer using the details set out below.

Contact Details

Name or title of Data Protection Officer: Mr Glyn Taylor

Email address: glyn@itgl.com

Postal address: Milton Park Innovation Centre, 99 Park Drive, Milton, Abingdon OX14 4RY

Telephone number: 0333 666 5777

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would be grateful if you contact us in the first instance should you have a complaint so that we may try to resolve it for you.

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at privacy@itgl.com or by contacting your Account Manager.

2. About us

ITGL is a privately owned Limited Company, registered in the UK, Company Registration Number 07902312.

Our registered office address is: Trafalgar House, 223 Southampton Road, Portsmouth, Hampshire, PO6 4PY.

We are an authorised and certified Cisco partner providing product, services and professional services to businesses and organisations across the private and public sector. Our aim is to enable our customers to better themselves through the application of the most advanced and innovative networking and communication technologies. We do this by creating the strongest customer relationships founded on trust and by providing exceptional customer service, deep specialist expertise and delivering business outcomes.

3. What data do we collect about you

Personal Data means any information capable of identifying an individual. It does not include anonymised data.

We may process certain types of Personal Data about you, or about your employees, including when you are using our website or web portal. The data collected includes the following:

  • Identity Data – may include your first name, maiden name, last name, username, title, and gender.
  • Contact Data – may include your billing address, delivery address, email address and telephone numbers.
  • Transaction Data – may include details about payments between us and other details of purchases made by you.
  • Technical Data – may include your login data, internet protocol addresses, browser type and version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access this site.
  • Profile Data – may include your username and password, purchases or orders, your interests, preferences, feedback and survey responses.
  • Usage Data – may include information about how you use our website, products and services.
  • Marketing and Communications Data – may include your preferences in receiving marketing communications from us and our third parties and your communication preferences.

We may also process Aggregated Data from your Personal Data, but this data does not reveal your identity and therefore in itself, is not Personal Data. An example of this is where we review your Usage Data to work out the percentage of website users using a specific feature of our site. If we link the Aggregated Data with your Personal Data so that you can be identified from it, then it is treated as Personal Data.

Sensitive Data

We do not collect any Sensitive Data about you. Sensitive Data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences. We may however collect Sensitive Data if you chose to upload it for those customers using our web portal.

If you are processing Sensitive Data through us as your controller you will need to ensure you have explicit consent for processing Sensitive Data.

Where we are required to collect Personal Data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver goods or services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time.

4. How we collect your personal data

We collect data about you through a variety of different methods including:

Direct interactions:

You may provide data by filling in forms on our website (or otherwise) or by communicating with us by post, phone, email or otherwise, including when you:

  • order our products or services;
  • create an account on our website;
  • use our web portals;
  • subscribe to our service or publications;
  • request resources or marketing be sent to you;
  • give us feedback.

Automated technologies or interactions:

As you use our website, we may automatically collect Technical Data about your equipment, browsing actions and usage patterns. We collect this data by using cookies, server logs and similar technologies. We may also receive Technical Data about you if you visit other websites that use our cookies.

We may receive Personal Data about you from various third parties and public sources including

technical data from the following parties:

  • analytics providers such as Google based outside the EU;
  • Contact, Financial and Transaction Data from providers of technical, payment, credit and delivery services.

5.   How we use your Personal Data

We will only use your Personal Data when legally permitted. The most common uses of your Personal Data are below:

  • Where we need to perform the contract between us.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.

Generally, we do not rely on consent as a legal ground for processing your Personal Data. You have the right to request that you do not wish to receive any marketing communications at any time by emailing us at privacy@itgl.com.

Purposes for processing your Personal Data

Set out below is a description of the ways we intend to use your Personal Data and the legal grounds on which we will process such data. We have also explained what our legitimate interests are where relevant.

We may process your Personal Data for more than one lawful ground, depending on the specific purpose for which we are using your data. Please email us at privacy@itgl.com if you require details about the specific legal ground we are relying on to process your Personal Data where more than one ground has been set out in the table below.

Purpose/Activity Type of data Lawful basis for processing
To process and deliver your order including:
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
(a) Identity
(b) Contact
(c) Financial
(d) Transaction
(e) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary for our legitimate interests to recover debts owed to us
To manage our relationship with you which will include:
(a) Notifying you about changes to our terms or privacy policy
(b) Asking you to leave a review or take a survey
(a) Identity
(b) Contact
(c) Profile
(d) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation(c) Necessary for our legitimate interests to keep our records updated and to study how customers use our products/services
To administer and protect our business and our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) (a) Identity
(b) Contac
t(c) Technical
(a) Necessary for our legitimate interests for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise
(b) Necessary to comply with a legal obligation
To deliver relevant content and advertisements to you and measure and understand the effectiveness of our advertising (a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communications
(f) Technical
Necessary for our legitimate interests to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences (a) Technical
(b) Usage
Necessary for our legitimate interests to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy
To make suggestions and recommendations to you about goods or services that may be of interest to you (a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile
Necessary for our legitimate interests to develop our products/services and grow our business


Marketing communications 

Depending on us determining the correct lawful legal basis, you may receive targeted and relevant marketing communications from us if you have:

  • requested information from us or purchased goods or services from us; or
  • if you provided us with your details and ticked the box at the point of entry of your details for us to send you marketing communications; or
  • if it is for the purposes of our legitimate interests, balanced against your interests and fundamental rights;
  • and, in each of the above cases, you have not opted out of receiving that marketing.

You can ask us or third parties to stop sending you marketing messages, at any time, by emailing us at privacy@itgl.com or at the point where you receive such messages by selecting the option presented to opt out.

Where you opt out of receiving our marketing communications, this will not apply to Personal Data provided to us as in relation to a product/service purchase, warranty registration, product/service experience or other transactions.

Change of purpose

We will only use your Personal Data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to find out more about how the processing for the new purpose is compatible with the original purpose, please email us privacy@itgl.com.

If we need to use your Personal Data for a purpose unrelated to the purpose for which we collected the data, we will notify you and we will explain the legal ground of processing.

6.   Disclosures of Personal Data

We may have to share your Personal Data with the parties set out below for the purposes set out in the table in section 5 above:

  • Service providers who provide IT and system administration services.
  • Vendors and Suppliers whose products or services we are authorised to sell and that you are looking to purchase or have us.
  • Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
  • HM Revenue & Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting of processing activities in certain circumstances.
  • Third parties to whom we sell, transfer, or merge parts of our business or our assets.

7. International transfers

Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your Personal Data, so European law has prohibited transfers of Personal Data outside of the EEA unless the transfer meets certain criteria.

Some of our third parties service providers (Google for example) are based outside the European Economic Area (EEA) so their processing of your Personal Data will involve a transfer of data outside the EEA.

Should we transfer your Personal Data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your Personal Data to countries that have been deemed to provide an adequate level of protection for Personal Data by the European Commission; or
  • Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give Personal Data the same protection it has in Europe; or
  • Where we use providers based in the United States, we may transfer data to them using the relevant Standard Contractual Clauses approved in the EU to protect your personal data.

If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

Please email us at privacy@itgl.com if you want further information relating to transferring your Personal Data out of the EEA.

8. Data security

We have put in place appropriate security measures to prevent your Personal Data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your Personal Data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your Personal Data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected Personal Data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

9. Data retention

We will only retain your Personal Data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for Personal Data, we consider the amount, nature, and sensitivity of the Personal Data, the potential risk of harm from unauthorised use or disclosure of your Personal Data, the purposes for which we process your Personal Data and whether we can achieve those purposes through other means, and the applicable legal requirements.

By law we must keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see below for further information.

In some circumstances we may anonymise your Personal Data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

10. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your Personal Data. These include rights as follows:

  • Request access to your Personal Data.
  • Be informed of your Personal Data.
  • Request rectification of your Personal Data.
  • Request erasure of your Personal Data.
  • Object to processing of your Personal Data.
  • Request restriction of processing your Personal Data.
  • Request transfer of your Personal Data
  • Rights in relation to automated decision making and profiling

You can see more about these rights at:

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

If you wish to exercise any of the rights set out above, please email us at privacy@itgl.com.

You will not have to pay a fee to access your Personal Data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your Personal Data (or to exercise any of your other rights). This is a security measure to ensure that Personal Data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.

11. Third-party links

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

12. Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

13. Document Control

 

Version Date
1-0 May 2018
1-1 January 2019
1-2 5 March 2021