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Network Integrity Services (NIS) Privacy Notice

Company Registration No: 4376940

Registered address: 7 St Petersgate, Stockport, SK7 1EB

This statement clarifies how we collect your data, the type of information and how this is used, shared and processed. From time to time we may supplement this notice with additional information relating to a particular interaction we have with you or to reflect any changes in our business practices which has an impact on your privacy.

Who We Are

NIS gathers and processes your personal information in accordance with this privacy notice and in compliance with the relevant EU data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

We act as both a data controller and processor and are registered on the Information Commissioner's Office. Our ICO registration number is Z163196X.

Network Integrity Services Limited (NIS) values your privacy. If you tell us that you do not want us to use your information to make further contact with you beyond fulfilling your request, we will respect your wishes. All such requests must be put in writing to our Data Administrator below.

Data Administrator, PO Box 102, Bramhall, Stockport SK7 1YJ or admin@nis-it.co.uk

Information That We Collect

We process your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

The personal data that we collect from you may include: -

• Name
• Date of Birth
• Home Address
• Personal Email
• Business Email
• Home Telephone Number
• Mobile Telephone Number
• National Insurance Number
• Passport Number
• Visa information
• Driving Licence details

We collect information that you volunteer to provide. We collect this in a number of ways such as:-

• By use of online forms
• Processing of orders
• Employment C.V’s
• During telephone calls
• Online chats or Email for service improvement purposes

In addition we collect the following:-

• CCTV data for security reasons at our business premises
• IP addresses
• Cookies
• Data whilst you are using our networks (for example during visits)

Please note that if your visit our website and click through to a third party website, then you will need to check their privacy notice to ensure you understand how they will use your personal information.

How We Use Your Personal Data

NIS takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time. The purposes and reasons for processing your personal data are detailed below: -

• We collect your personal data in the performance of a contract or to provide a service and to ensure that orders are completed and can be sent out to your preferred address
• We collect and store your personal data as part of our legal obligation for business accounting and tax purposes
• We share employee personal data with HR4UK (St Mary’s Road, Hinckley) our advisors on employment matters, Bennett Verby LLP (7 St Petersgate, Stockport) for payroll, to carry out employment checks
• We share client personal data with debt collection agencies, channel partners such as Microsoft and product or service providers to fulfil our contractual obligations with the third party supplier
• We will (or our channel partners such as IBM, Lenovo, Dell, Microsoft and others depending on the solution will) occasionally send you marketing information where we have assessed that it is beneficial to you as a customer and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests

Your Rights

You have the right to access any personal information that NIS processes about you and to request information about: -

• What personal data we hold about you
• The purposes of the processing
• The categories of personal data concerned
• The recipients to whom the personal data has/will be disclosed
• How long we intend to store your personal data for
• If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

Sharing and Disclosing Your Personal Information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. NIS uses third parties to provide the below services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures. 

Technology solutions providers such as Microsoft and other channel partners involved in providing your particular solution

Processing of data backups, deliveries, licence provisioning, warranties and support via third parties where applicable

Provision of services, hardware and software products for your IT needs

In the provision of employee benefits

For further information on the third parties we work with please write to our Data Administrator.

Safeguarding Measures

We take many reasonable measures and precautions to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place in line with our Cyber Certificate, including: -

Firewalls,

Anti-virus and Malware,

Mail filtration services,

Encryption,

Password protection,

Staff training. 

Transfers outside the EU

NIS does not transfer or store any personal data outside the EU. But we do work with some channel partners such as IBM, Dell, Lenovo, Microsoft and others who have offices outside the EU. These providers may store your personal information outside the EU for the purposes mentioned in this Privacy Notice.

Where this is the case, we will take reasonable steps to ensure that those providers use the necessary level of protection for your information and take reasonable measures to protect your data and comply with the relevant data protection laws.

Consequences of Not Providing Your Data

You are not obligated to provide your personal information to NIS however, as this information is required for us to provide you with our services, deliver your products, address your legitimate interests, we will not be able to offer some or all of our services without it.

Legitimate Interests

As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.

We use the legitimate interests’ legal basis for processing a transaction and have identified that our interests are to provide solutions that will benefit you or to improve our services to you.

How Long We Keep Your Data

NIS only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (as appropriate name, address, contact details, payroll details) for a minimum of 6 years after which time it will be destroyed unless it is required for legal reasons.

We will retain your registration information for as long as your account is active, as needed to provide you with products and services. If you wish to request that we no longer use this kind of information for such purposes then please contact us. We will retain and use your registration information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

Where you have consented to us using your details for marketing, we will keep such data until you notify us otherwise or withdraw your consent. 

Where you have approached us for employment either directly or via a third party, unless you tell us not to do so, we may keep the information you provide for future consideration or for legal reasons.

Special Categories Data

Where we rely on your consent for processing special category data, we will obtain your explicit consent and this will be for your safety or medical reasons. You can modify or withdraw consent at any time, which we will act on immediately, unless there is a legitimate or legal reason for not doing so.

NIS does not knowingly collect personal information from children under the age of 13. If NIS learns that we have personal information on a child under the age of 13, we will delete that information from our systems. 

Marketing

Occasionally, NIS would like to contact you with the details of our products, services or solutions that we provide. If you consent to us using your contact details for this purpose, you have the right to modify or withdraw your consent at any time by using the opt-out/unsubscribe options or by contacting our Data Administrator directly.

We may on occasion use data provided by third party agencies. In such cases we will ensure the data has been collected in compliance with the EU data protection law. 

Lodging A Complaint

NIS only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with our Data Administrator or with the U.K Information Commissioners Office (www.ico.org.uk).

Cookie Notice

A ‘cookie’ is a small piece of data sent from a website and stored on the user’s computer by the user’s web browser while the user is browsing. When you visit a site that uses cookies for the first time, a cookie is downloaded onto your computer/mobile device so that the next time you visit that site, your device will remember useful information such as items added in the shopping cart, visited pages or logging in options.

Cookies are widely used in order to make websites work, or to work more efficiently, and our site relies on cookies to optimise user experience and for features and services to function properly.

Most web browsers allow some control to restrict or block cookies through the browser settings, however if you disable cookies you may find this affects your ability to use certain parts of our website or services. For more information about cookies visit https://www.aboutcookies.org.