Hamilton Systems Ltd (“we”, “our”, “us” or “HTS”) understands and respects the importance of your privacy and we are committed to safeguarding your personal information. In providing www.hamiltonsystems.co.uk (the/our “Website”) and our services to you, we must collect personal information from you and this policy outlines how we treat your personal data after it has been collected by us via channels which include our Website, contact centre and any future digital services or channels as they evolve.
We trade under five brands – Hamilton Systems, Cygnatech Backup, Cygnatech Communications, Cygnatech Hosting, Cygnatech MSP. We all trade under the head office of Hamilton Systems Ltd.
For the purposes of the Data Protection Act 1998 or any replacement legislation including the EU General Data Protection Regulation (together, the “Data Protection Legislation”), Hamilton Systems, 54 Chatsworth Place Harrogate North Yorkshire HG1 5HR is the data controller.
1. WHAT INFORMATION WILL WE COLLECT?
When you visit or request services via our Website, or contact us via email, our contact centre, letter or otherwise, we may collect all or some of the following information relating to you or other members of your business or household:
names and contact/address details including telephone number and email address;
credit/ debit card or other payment details (including card number, cardholder name, expiry date, and billing address);
special requirements such as those relating to any disability or medical condition which may affect accessibility on-site;
We will also collect your name and email address when you sign up to receive our newsletter.
Some of the above information is collected and processed so that the contract with you can be performed, some for the purpose of legal compliance and some for the purposes of our legitimate business interests (subject to your rights), namely to analyse the use of our Website and services in order to continually improve our business and services.
Some of the information we collect may be considered “sensitive personal data” under the Data Protection Legislation. We collect it to cater to your needs or act in your interest, and we are only prepared to accept sensitive personal data from you on the condition that we have your and each member of your consent for us to use such information in the ways described in this policy. We will seek this consent when necessary.
2. WHAT INFORMATION DO WE COLLECT FROM OTHER PEOPLE
We work closely with third parties (including, for example, our business partners) who may collect personal information from you and pass it on to us. Where this is the case the third party is responsible for obtaining the relevant consents from you to ensure you are happy with the ways in which your personal data will be used.
3. WHAT DO WE DO WITH THE INFORMATION COLLECTED?
We will use your personal information to (a) provide you with access to the relevant parts of the Website; (b) supply the services you have requested (e.g. to contact you about your course or product purchase), and (c) improve our Website and services to ensure you get the best experience. It will also enable us to bill you and to contact you where necessary about our services. We will also use the information we collect from you for the purposes of statistical analysis and to help us prevent fraud.
Where you have consented at the time we collected your data or where we otherwise have a right to do so, we may use the information you have submitted to us to contact you about our offers, which are updated regularly and/or inform you about important changes or developments to the Website or our services, by post, telephone, mobile messaging (e.g. SMS, MMS etc.) as well as by email.
If you would rather we did not use your information to contact you about offers you can indicate this using the options we have provided at the time that we collect your data. Alternatively, please let us know by contacting us. You may also opt-out of receiving marketing communications from us by following the instructions outlined in the relevant communication.
If you would like to receive further offers but have already opted out then please contact us and make a request.
Where you have consented at the time you contact our contact centre, or where we otherwise have a right to do so, in order to improve our service, any communication you have with HTS may be recorded for the purposes of training and monitoring.
When you visit our Website by selecting a link from another, we may store the name of the site you have navigated from for internal administration purposes.
4. WHERE IS YOUR PERSONAL INFORMATION STORED?
Any and all information you provide to us will be stored in secure databases at our secured offices in the UK, and prohibited from unauthorised viewing and usage.
5. SHARING YOUR INFORMATION
In order to provide our services to you, we have to share your information with certain third parties that perform business functions on our behalfs, such as our payment provider (who processes your payments on our behalf), credit checking and debt collection providers.
Cygnatech is provided by utilising third party services and bundling into one product. Your personal information is not shared, however, the operation and checking if your devices are available on the platform so we can run the software and monitor your computer(s).
If you have consented, we may allow carefully selected third parties, including marketing and advertising companies, our business partners, or our group companies to contact you occasionally about services that may be of interest to you. They may contact you by telephone, post, SMS as well as by email. If you change your mind about being contacted by these companies in the future, please let us know by contacting us. You may also opt-out of receiving any marketing communications you receive by following the instructions outlined in these communications.
If our business enters into or attempts to enter into, a joint venture with, purchases or is sold to or merges with another business entity, your information may be disclosed or transferred to the target company, our new business partners or owners or their advisors.
We may use the information that you provide to us if we are under a duty to disclose or share your information in order to comply with (and/or where we believe we are under a duty to comply with) any legal obligation; or in order to enforce the terms of any other agreement; or to protect the rights, property, or safety of CHTSI, customers, employees or others. This includes exchanging information with other companies and other organisations for the purposes of fraud protection and prevention.
6. SECURITY, DATA TRANSFERS OUTSIDE THE EEA AND DATA RETENTION
We take steps to protect your information from unauthorised access and against unlawful processing, accidental loss, destruction, and damage. We will only keep your information for as long as we reasonably require and, in any event, only for as long as Data Protection Legislation allows.
Where your customer reference number or your password allows you to access certain parts of the Website, you are responsible for keeping this information confidential. We advise you not to share your login details with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will take steps to protect your information, we cannot guarantee the security of your data transmitted to the Website; any transmission is at your own risk.
The information that we collect from you may also be transferred to and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our service providers. This includes staff engaged in, among other things, the processing of your payment details and the provision of business support services. By submitting your personal data, you are acknowledging this transfer, storing or processing.
7. YOUR RIGHTS
We will inform you (before collecting your information) if we intend to use your information for marketing purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us.
Should you have any queries or complaints in relation to how we use your information, please contact us. Should you wish to take any complaints or queries further, you have the right to contact the Information Commissioner’s Office regarding such issues.
Our Website may, from time to time, contain links to and from third-party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these websites or their related policies. Please check these policies before you submit any personal information via these websites.
8. ACCESSING AND UPDATING YOUR INFORMATION
You have the right to see the information we hold about you and to ask us to (a) make any changes to ensure that any information we hold about you is accurate and up to date (b) erase or stop processing any information we hold about you where there is no longer a legal ground for us to hold it or (c) transfer any information we hold about you to a specified third party. If you wish to do this, please contact us.
10. CONTACT US
All comments, queries, and requests relating to our use of your information are welcomed (including in relation to transfer of data outside the EEA) and should be addressed to us at:
54 Chatsworth Place, Harrogate, North Yorkshire, HG1 5HR or by email at firstname.lastname@example.org.
Last updated: March 2022.