This policy document forms a key part of Online Support Computing’s (ONL) set of control to ensure that all forms of information is protected effectively and that ONL can meet its obligations to all interested parties.
The purpose of this policy is for ONL to communicate how and for what purpose personally identifiable data is collected. This needs to be displayed/communicated on all relevant media.
The scope of this policy extends to all employees (including former employees and job applicants), clients, website visitors, contractors, vendors and partner agencies who use/access ONL’s facilities.
ONL must operate in accordance with Data Protection Laws, protect all personal data gathered through various means and only store data necessary for as long as needed, and ensure its safety and security throughout. No uncontrolled external access shall be permitted to any network or networked system. Where required, appropriate access restrictions and monitoring are put in place on a ‘need-to-know-basis’. Remote access must be disabled when not in use.
Personal data which we collect about you
Personal data means any information from which that person can be identified. We collect the following types of data:
Identity Data we collect includes title, first name, last name, company name, email address and telephone number.
Technical Data includes Geo location, IP address (internet protocol), operating system, device type; browser version and browser type.
Usage Data includes information on how you use the website (with the help of Google Analytics), your marketing preferences (with your opt-in consent only) and preferences and interests.
We do not collect any Special Categories of Personal Data about you and do not carry out any automated decision making.
How personal data is collected
We use different methods to collect data from and about you including through:
- Making enquiries or requesting information via our website contact form, email or telephone
- Engaging with us on social media
- Leaving comments or reviews about our services (via a Third party platform such as Google)
What we do with the information collected
We require this information to understand your needs and provide you with more information for the services you have requested. Your information may also be stored in a CRM system for internal record keeping only.
Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following ways:
If you have previously opted into receiving information from us, you may change your mind at any time by – unsubscribing from our mailing.
We will not sell, distribute or lease your personal information to third parties or hand it over unless required by law to do so. You may request details of personal information held about you under the Data Protection Laws. If you would like a copy of the information held on you please request this in writing tour Privacy Officer via post through our contact details listed on this website. We will endeavour to provide the requested data to you within 60 days.
If you believe that any information we are holding on you is incorrect or incomplete, please write to us as soon as possible with the relevant details, at the same address used initially, and we will endeavour to make corrections within 60 days.
We will only keep 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.
By law, we have to keep basic information about our customers (including contact, identity and financial data for six years after they stop being customers.
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.
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of our website.
Cookies deployed by our website:
- ensure that functionality operates as intended
- remember your choices and preferences during and between visits
- allow you to share pages via social network widgets like Facebook, Twitter and AddThis
- allow you to interact with our website by leaving comments or opinions
- post enquiries via our Anti-Spam enquiry form
- track your visit for statistical analysis, allowing us to improve the usability, speed and security of our website
Cookies are not deployed to:
- collect any personal identifiable information (without your express permission)
- collect any sensitive information (without your express permission)
- pass data to advertising networks
- pass personally identifiable data to third parties
- pay sales commissions
Our website has Google Analytics installed, which allows us to track and compile anonymous visitor statistics. The information collected ranges from simple traffic volume to the type of browser you are viewing our website with. This information is valuable to us not just for marketing analysis and quantification, but to improve the usability, security and load speed of our website content. Google Analytics is a popular, secure, flagship webmaster product from Google. The privacy and security of Google Analytics data is a high priority at Google that you can read more about on Google’s Analytics Data Safeguarding page. Google also offer a Google Analytics Opt-out Browser Add-on that will allow you to automatically Opt-out of all websites that track your activity via Google Analytics. No personal information is collected by Google Analytics.
Cookie Consent Check
As mentioned above, upon your first visit, our website displays a banner at the top of the page alerting you to your consent being given for cookies to be deployed by our website.
In order for our website to remember your choice of opting-in, we store an anonymous cookie to remove the alert banner for 28 days. To prevent this cookie being stored, simply do not accept and close the alert. If you have already accepted the alert and you wish to remove the cookie, please clear your cookies within your browser settings.
Our website, either in full or in part, is built on the popular open-source CMS framework – WordPress. WordPress utilises cookies to allow visitors to register, login and comment on our website’s content. If you do not wish to participate in commenting on our website, WordPress will not deploy any cookies onto your device. Cookies will only be created by WordPress if you actively register or comment via the clear forms on our website.
Visitors can choose to contact us via enquiry form(s) on our website. In order to prevent spam enquiries, we protect our forms with a ‘CAPTCHA’ challenge to ensure the submission is from a living person, rather than a computer bot. This CAPTCHA challenge creates a cookie that is used only to check the input response from the user is correct. The CAPTCHA cookie does not store any other information from your enquiry.
Our website may have our Google Maps/Places profile embedded within an iframe. Google Maps creates cookies that enable the functionality of their powerful mapping software. No personal information is stored or shared on the cookies deployed by Google Maps/Places
Most modern browsers allow you to control your cookie settings for all websites that you browse. You can disable cookie deployment completely by editing your browser settings, however in doing this you may be limiting the functionality that is displayed on our website. To learn how to disable cookies on your preferred browser we recommend reading this advice posted by Google.
If you are concerned about cookies tracking your movements on the Internet then you may be concerned about spyware. Spyware is the name given to a particular band of cookies that track personal information about you. There are many anti-spyware programs that you can use to prevent this from happening. Learn more about anti-spyware software – https://en.wikipedia.org/wiki/Spyware. As mentioned earlier in this page you can also disable Google Analytics on all websites by downloading the Google Analytics Opt-out Browser Add-on.
People who call our Helpdesk
When calling the ONL helpdesk personal information pertaining the caller, who is making requests on behalf of the entity calling from, is recorded in order for ONL to fulfil its client service agreement with the entity.
People who call email us
We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government. If your email service does not support TLS, you should be aware that any emails we send or receive might not be protected in transit. We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
ONL uses certain third party data processors ‘Sub Processors’ who potentially will have access to or process service data to perform specific functions as required by ONL.
ONL undertakes to use a commercially reasonable selection process by which it evaluates security, privacy and confidentiality practices of proposed Subprocessors. Their use is limited to the indicated services.
People who contact us via Social Media
Any message sent to us via Facebook or Twitter is dealt with by us directly and will not be shared or dealt with by a third party/agency.
People who contact us via our Web Contact Form
When businesses fill in our enquiry form, they are asked to provide the contact details of a relevant member of staff. ONL will use this for its own purposes to establish contact as per request.
If the General Data protection applies to you because you are in the European Union, you have rights under data protection laws in relation to your personal data:
- The right of access – that’s a right to make what’s known as a ‘data subject access request’ for copy of the personal data we hold about you;
- The right to rectification – that’s a right to make us correct personal data about you that may be incomplete or inaccurate;
- The right to erasure – that’s also known as the ‘right to be forgotten’ where in certain circumstances you can ask us to delete the personal data we have about you (unless there’s an overriding legal reason we need to keep it);
- The right to restrict processing – that’s a right for you in certain circumstances to ask us to suspend processing personal data;
- The right to data portability – that’s a right for you to ask us for a copy of your personal data in a common format (for example, a .csv file);
- The right to object – that’s a right for you to object to us processing your personal data (for example, if you object to us processing your data for direct marketing); and
- Rights in relation to automated decision making and profiling – that’s a right you have for us to be transparent about any profiling we do, or any automated decision making.
These rights are subject to certain rules around when you can exercise them. You can see a lot more information on them, if you are interested, on the UK Information Commissioner’s Office website.
ONL tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.
Access to personal information
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of ONL’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any ‘Subject access requests’ for this must be made in writing to the Privacy Officer at the address at the end of this policy document.
If we do hold information about you, we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form
You can ask us, in writing, to correct any mistakes on data that we hold on you by contacting us at the address at the end of this policy.
How to contact us
Online Support Computing Ltd.
67A Boston Manor Road