Privacy Policy
Purpose of this privacy notice
This privacy notice explains how we collect, use and process your personal data, whether you are a customer, supplier or user of our website www.bist.co.uk.
It is important that you read this privacy notice so that you are aware of and understand what personal data we collect from you and how we use it.
We may amend this privacy notice from time to time. Please just visit this page if you want to stay up to date, as we will post any changes here.
About us
We are Business IT Support Team Limited. Our registered office is 4 Fairfax House, Cottingley Business Park, Wool Gate, Bingley BD16 1PY, company registration number 4775973. We are the data controller.
What information do we collect and how do we use it?
Customers
If you are a customer, we need to collect and use information about you, or individuals at your organisation, in the course of providing you services such as:
Sale of Hardware and Software
IT Services as a Reseller
Sale of Office Supplies
Media Services, such as Print, Design and Website Development
We limit the data we collect about customers to only what we need to make sure that our relationship runs smoothly. As such, we will only collect the details of contacts within your organisation, such as names, telephone numbers and email addresses.
We may also hold extra information that someone in your organisation has chosen to tell us.
We do not record phone calls other than any voicemail messages that you may choose to leave.
Suppliers, advisers and other third parties
We limit the data we collect about suppliers, advisors and other third parties to only what we need to make sure that our relationship runs smoothly. As such, we will only collect the details of our contacts within your organisation, such as names, telephone numbers and email addresses. We will also collect bank details, so that we can pay you. We may also hold extra information that someone in your organisation has chosen to tell us.
We do not record phone calls other than any voicemail messages that you may choose to leave.
Website Visitors
We collect a limited amount of data from the users of our website, which we use to help us to improve your experience when using our website and to help us manage the services we provide. This includes information such as how you use our website, the frequency with which you access our website, and the times that our website is most popular.
We collect data from you if you enter information into any of the web forms on our website, such as ‘sales enquiries’, ‘returns’ or ‘further information’. This data is emailed directly to the relevant person in our organisation and is not retained on our website.
On what basis are we entitled to process your data?
We will only use your personal data when the law allows us to. Data protection law sets out a number of different legal grounds upon which data controllers can legally process personal data.
In most cases, we process your personal data to implement the contractual arrangements between us and to ensure that the relationship runs smoothly.
We may need to process your personal data to comply with our legal obligations.
There are occasions when we will use your name, address and email address for marketing purposes, to develop our business and to extend the level of services available to you where we believe that this is in our legitimate interest. We always provide an ‘opt out’ option in all our marketing correspondence with you.
We may use your personal data if we deem this necessary for other legitimate interests, such as recovering any outstanding debts etc.
How long will we keep your data for?
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.
If we have not had meaningful contact with you (or, where appropriate, the company you are working for or with) for a period of two years, we will review your data and make efforts to determine if it is still relevant to our relationship. If it is not we will delete your personal data from our systems unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any anticipated litigation).
If we learn an individual has left our customer or supplier we will delete that individuals personal data from our systems unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any anticipated litigation).
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 have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
Who do we disclose your information to?
Our service providers
We may need to pass on your information to service providers who provide services on our behalf. During the life of our relationship it is likely that the identity and categories of third parties will change. Your data will only be used by our third party providers to provide the requested services to us and each service provider is subject to a set of terms consistent with this privacy notice.
At the time of writing this privacy notice, we use the following service providers to provide us with services:
· our suppliers, so that they can fulfil your order
· providers of website hosting services
· providers of logistics services, when we deliver to you directly
· providers of email marketing/distribution services
· providers of cloud storage, CRM systems and office applications
· debt collection agencies/professional advisers
· our credit insurers.
Other third parties
We may disclose your personal information to any member of our group, which means our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.
We may also disclose your personal information to third parties:
· in the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
· You request or authorise the disclosure of information to a third party.
· if we or substantially all of our assets are acquired by a third party, in which case personal data held by us about our customers is likely to be one of the transferred assets.
· if we are under a duty to disclose or share your personal data in order to comply with any legal or regulatory obligation.
Do we transfer your data outside of the UK?
Some of our external third party suppliers or service providers are based outside of the UK, so their processing of your personal data will involve a transfer of data outside the UK.
Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
the transfer is to countries that have been deemed to provide an adequate level of protection for personal data, or
if the transfer is to a country that has not been deemed to provide an adequate level of protection, we will use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.
Cookies
Our website uses cookies to collect user information from the website. This helps us to enhance your experience of using the website. Our website is managed by Squarespace and you can find their cookie policy here: Cookie Policy – Squarespace.
Your rights
As a data subject, you have the following rights:
· The right to be informed of the use of your personal data. This privacy notice provides you with this information.
· The right to request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
· The right to require the correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected.
· The right to request erasure of your personal data (commonly known as “the right to be forgotten”). This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it or where you have withdrawn your consent and there is no other legal ground for us to process the data.
· The right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law.
· The right to request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
o If you want us to establish the data's accuracy.
o Where our use of the data is unlawful but you do not want us to erase it.
o Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
o You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
· The right to object to the processing, on grounds relating to your particular situation, where we are relying on a legitimate interest (or those of a third party). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes.
· In limited circumstances, you may have the right to request to receive personal data in a structured, commonly used and machine-readable format. You have the right to transmit the data in this format to another data controller.
If you have a complaint in relation to the processing of your data carried out under this privacy notice, you have the right to lodge a complaint with your local supervisory authority. The local supervisory authority in the UK is the Information Commissioner’s Office (Home | ICO).
Contact us
If you have any questions about how we use your personal data or if you’d like to exercise any of your rights, please contact us. You can get in touch by emailing us at privacy@bist.co.uk or by post at Data Protection, Business IT Support Team Limited, 4 Fairfax House, Cottingley Business Park, Wool Gate, Bingley BD16 1PY.
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