The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore, the way this website processes, stores and protects user data and information will also be detailed within this policy.
- Who are we?
TheCloud9 Limited (“TheCloud9”) is an IT Services Provider based in Nottingham. TheCloud9 is a private limited company (no. 8154443). The registered address is Foxhall Business Centre, Foxhall Road, Nottingham, NG7 6LH. TheCloud9 is committed to ensuring that your privacy is protected and compliant with the General Data Protection Regulation 2018 and is a “data controller” in accordance with this legislation.
- The Website
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies to all UK national laws and requirements for user privacy.
- How do we collect information about you?
By using our website, we may obtain information about you, for example when you sign up to an event or newsletter or when you make an enquiry. We also place a tracking code on our website for Google Analytics to gain insight into your navigation of our website. We cannot identify you from this tracking code. We use the data collected to help TheCloud9 develops its website, products and user experience.
- What type of information is collected from you?
The personal information we may process might include your first name, last name, email address (business), IP address, location, telephone numbers and information regarding what pages are accessed and when. If you contact us via the chat box on our website the information is collected by a third-party provider “Zendesk” who specialises in providing this service for our website.
If we collect your personal data it has either been provided to us by you or has been obtained from a business-to-business data provider or from publicly accessible sources such as Email Hunter, LinkedIn or other websites.
The general categories of personal data that we process include: employee data, client data, marketing data and supplier/partner data.
Employee data refers to the personal data of individuals employed by TheCloud9.
Client data refers to the personal data of individuals employed by organisations that are clients of TheCloud9 and receive their goods and services.
Marketing data refers to the personal data of individuals employed by organisations that TheCloud9 wishes to market its products and services to.
Supplier/Partner data refers to the personal data of individuals employed by organisations that TheCloud9 receives goods and services from and have business relationships with.
- How is your information used?
We may use your information to:
- Provide you with our products and services;
- Process orders that you have submitted;
- To carry out our obligations arising from any contracts entered into by you and us;
- Dealing with entries into a competition;
- Seek your views or comments on the services we provide;
- Notify you of changes to our services;
- Send you marketing communications that may be of interest to you. These may include information about products and services, events, TheCloud9’s general activities;
- Process a job application.
- We review our retention periods for personal information on a regular basis. We will process your personal data for as long is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
- Why is your information used?
We process your data to be able to carry out our business activities and to benefit you with information, products and services.
If you are employed by a client of TheCloud9 your personal data is deemed client data and is processed on the legal basis of fulfilling a contractual obligation with your employer to provide you with a service. Processing your data is necessary to fulfil our contractual obligations as an IT Services Provider.
If you are employed by a supplier or partner of TheCloud9 your personal data is deemed supplier/partner data and is processed on the legal basis of legitimate interest. TheCloud9 has a legitimate interest to process your data to conduct business with its suppliers and partners and cannot do so without processing first names, last names, email addresses and telephone numbers.
If you are employed by an organisation that TheCloud9 markets its products and services to your personal data is deemed to be marketing data. Marketing data will include individuals employed by clients and non-clients of TheCloud9. TheCloud9 processes this data on the legal basis of legitimate interest. TheCloud9 has a legitimate interest to process your data to operate as a ‘business to business’ or B2B organisation.
The processing of this personal data is necessary to TheCloud9’s legitimate interests to be able to communicate our products and services to current clients and prospective clients. TheCloud9 is not able to reasonably directly communicate the marketing messages of its products and services in any other less intrusive way to achieve the same result.
If TheCloud9 could not process this personal data for this purpose it would not be able to develop relationships with other businesses and would be severely disadvantaged in growing economically.
- How and Where We Store Your Data?
We only keep your personal data for as long as We need to in order to use it as described above in section 7, and/or for as long as We have your permission to keep it. Data security is very important to Us, and to protect your data We have taken suitable measures to safeguard and secure data collected through Our Site. Your data will only be stored in the UK and the steps We take to secure and protect your data include:
- Using appropriate technical and organisational steps, and will store it on our database within a secure network.
- Notwithstanding the security measures that We take, it is important to remember that the transmission of data via the internet may not be completely secure and that you are advised to take suitable precautions when transmitting to Us data via the internet.
- Who has access to your information?
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
If TheCloud9 and/or part of its business is sold or integrated with another business, your details may be disclosed to the new owners of TheCloud9.
Third Party Service Providers working on our behalf: We may pass your information to our third-party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process software licensing). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond TheCloud9 to be used for other organisations’ direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
- How Can you Control Your Data?
When you submit personal data via Our Site, you may be given options to restrict Our use of your data. In particular, We aim to give you strong controls on Our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from Us which you may do by unsubscribing using the links provided in Our emails and at the point of providing your details).
- How Can You Access Your Data?
You have the right to ask for a copy of any of your personal data held by Us (where such data is held). Under the GDPR, no fee is payable and We will provide any and all information in response to your request free of charge. Please contact Us for more details at firstname.lastname@example.org or using the contact details below in section 17.
- External Links
Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites.)
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
- Adverts and Sponsored Links
This website may contain sponsored links and adverts. These will typically be served through our advertising partners, to whom may have detailed privacy policies relating directly to the adverts they serve.
- Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
- Shortened Links in Social Media
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy urls.
Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.
- Resources & Further Information
- Data Protection Act 1998
- Privacy and Electronic Communications Regulations 2003
- Privacy and Electronic Communications Regulations 2003 – The Guide
- Contacting Us
v.3.0 February 2021.