Effective date: 17th May 2018 (Revision 1)
The General Data Protection Regulation (GDPR), the new Data Protection Regulation, comes into operation on the 25th May 2018. Its stated aim is to strengthen data protection for UK and EU citizens in the wake of several serious data breeches.
Our “Privacy Policy” describes how we collect, use and disclose information and what choices you have with respect to the information maintained.
WAQTACS Ltd acts as the controller or processor of your information, as explained in more detail below. This policy is divided into several sections as indicated below:
- Applicability of this Privacy Policy
This Privacy Policy applies to WAQTACS Ltd services which includes on site consultancy provision, off site office-based work and training. The Policy also applies to the WAQTACS Ltd website (www.waqtacs.co.uk). If you do not agree with the terms stated within this policy, then please do not access or use our services or the website.
WAQTACS Ltd has a separate agreement that covers the delivery of services (“Generic Services Agreement”) including the processing of quotations following direct customer contact with WAQTACS Ltd, such contact will give rise to “Customer Data” which is described in section 2. Please note that the Organisation that entered into the Generic Services Agreement controls their services (“Account”) and any associated Customer Data.
- Information we collect and receive
WAQTACS Ltd may collect and receive Customer Data and “Other Information” and data in a variety of ways as shown below:
Customer Data – Customers or individuals granted access to an account by a Customer (Authorised Users) routinely submit Customer Data to WAQTACS Ltd when using the Services. This may include sensitive and confidential personal information.
Other Information – WAQTACS Ltd also collects, generates and/or receives other information such as
- Account information. To create or update an Account, you supply WAQTACS Ltd with an email address, phone number, delivery and contact information, Company registration details and details around the service provision required. For quotation generation, you also provide a billing or supply address and relevant contact information.
- Website information. Information about your use of our website including details of your visits such as pages viewed and the resources that you access. Such information includes traffic data, location data and other communication data. Information provided voluntarily by you such as request information when completing our web-based query form.
- Cookie information. Cookies provide information regarding the computer used by a visitor. WAQTACS Ltd may use cookies where appropriate to gather information about your computer to assist us in improving our website. We may gather information about your general internet use by using the cookie. Where used, these cookies are downloaded to your computer and stored on the computer’s hard drive. Such information will not identify you personally as it is statistical data which does not identify any personal details.
Please note you can physically adjust the settings on your computer to decline any cookies should you wish to do so. This can easily be done by activating the reject cookies setting on your computer.
Generally, no one is under any statutory or contractual obligation to provide any Customer Data or Other Information however certain information is collected automatically and, if some information for example account information is not provided, WAQTACS Ltd may be unable to provide the Services requested.
- How WAQTACS Ltd use information
Customer Data will be used by WAQTACS Ltd in accordance with Customer’s instructions, including any applicable terms in the Generic Services Agreement and as required by applicable law. WAQTACS Ltd is a processor of Customer Data and the Customer is the controller.
WAQTACS Ltd uses Other Information in furtherance of our legitimate interests in operating our Services, website and business. WAQTACS Ltd uses Other Information as follows
- To provide, update, maintain and protect our Services, website and business. This includes use of Other Information to support delivery of the Services under a Generic Services Agreement, analyse and monitor usage, trends and other activities or at an Authorised User’s request.
- As required by applicable law, legal process or regulation.
- To communicate with Customers by responding to requests, comments and questions. If you contact WAQTACS Ltd, we may use your Other Information to respond.
- To send emails and other communications. WAQTACS Ltd may send you service, technical and other administrative emails and messages. We may, on occasion, contact you regards changes to our Services, our Service offerings or important Services related notices. These communications are considered part of the Services and you may not opt out of them. In addition, on occasion, WAQTACS Ltd may send emails about new services, promotional communications or other news about WAQTACS Ltd. These are marketing messages, so you can control whether you receive them or not.
- For billing, account management and other administrative matters. WAQTACS Ltd will contact you for invoicing and account management to do this we will use account data to administer accounts and keep track of billing and payments.
To the extent information is associated with an identified or identifiable person and is protected as personal data under applicable data protection law, it is referred to in the Privacy Policy as “Personal Data”
- Lawful Basis
WAQTACS Ltd control and process data based on the following
Consent – Consent is required and requested for processing sensitive data and when sending out information for marketing purposes.
Contract – Other information is processed because it is necessary for fulfilling a contract or because specific steps need to be taken before entering into a contract (Generic Services Agreement).
- Data Retention
WAQTACS Ltd will retain Customer Data in accordance with Customer’s instructions, including any applicable terms in the Generic Services Agreement and as required by applicable law.
WAQTACS Ltd may retain Other Information pertaining to you for as long as necessary for the purposes described in this Privacy Policy. This may include keeping your Other Information after you have deactivated your account for the period needed for WAQTACS Ltd to pursue any legitimate business interests, financial audit, comply with (and demonstrate compliance with) legal obligations, resolve disputes and enforce our agreements.
Records are retained as specified by legal requirements, guidelines from the any relevant professional authority or as defined in the Generic Services Agreement or Customer Contract. In the absence of any specific guidance or instruction, WAQTACS Ltd shall store paper records for a period of 6 years from date of creation.
Electronic records are currently stored securely and confidentially for an indefinite period provided that future operating platforms and systems can access the retained data. The data, however, may be printed to hardcopy if required. As indicated above any hard copy records will be stored/retained for a period of 6 years from date of creation.
Where no specific retention period is shown, the records are held for 6 years as “live” records after which they are archived to a portable hard drive which is stored securely within the WAQTACS Ltd office.
- How WAQTACS Ltd share and disclose information
The purpose of this section of the Privacy Policy is to describe how WAQTACS Ltd shares and discloses information we have in our possession and control. Customers determine their own policies and practices for the sharing and disclosure of information, and WAQTACS Ltd does not control how they or any third parties choose to share or disclose information.
- Customer’s Instructions. WAQTACS Ltd will only share and disclose Customer Data in accordance with Customer Instructions, including any applicable terms in the Generic Services Agreement and in compliance with applicable law and legal process.
- Third Party Service Providers and Partners. WAQTACS Ltd may engage third party companies or individuals as service providers or business partners to process Other Information and support our business. Note – these suppliers and other third parties utilised by WAQTACS Ltd are not authorised by us to use any of your Personal Data in any other way than in the delivery of our services.
- To comply with laws. If WAQTACS Ltd receives a request for information, we may disclose Other Information if we reasonably believe disclosure is in accordance with or required by any applicable law, regulation or legal process.
- To enforce our rights, prevent fraud and for safety. To protect and defend the rights, property or safety of WAQTACS Ltd or third parties, including enforcing contracts or policies, or in connection with investigating and preventing fraud or security issues.
- With Consent. WAQTACS Ltd may share Other Information with third parties when there is permission to do so.
- Security
Here at WAQTACS Ltd we take security of data very seriously and we work hard to protect Other Information you provide from loss, misuse and unauthorised access or disclosure. These steps consider the sensitivity of the Other Information we collect, process and store and the current state of technology and security. Given the nature of electronic communications and information processing technology, WAQTACS Ltd cannot guarantee that information, during transmission through the internet or while stored on our system or otherwise in our care, will be safe from intrusion by others. The Company does not accept responsibility for any loss arising from unauthorised access to, or interference with, any internet communications by any third party or from the transmission of any viruses.
- Changes to this Privacy Policy
WAQTACS Ltd may change this Privacy Policy from time to time. Laws, regulations and industry standards evolve, which may make such changes necessary, or we may make changes to our business and services provided. We will post the changes to our website and encourage you to review our Privacy Policy to stay informed. If we make changes that will materially alter your privacy rights, WAQTACS Ltd will provide additional notice, such as via email or through the Services provided. If you have any further comments about the changes made, then in the first instance contact us using the details shown below.
- Data Protection Officer
Our size and services provided mean that we do not require a designated on site Data Protection Officer, but if you have any concerns then please email info@waqtacs.co.uk
- Identifying the “Data Controller” and “Processor”
Data protection law in certain jurisdictions differentiates between the “Controller” and “Processor” of information. In general, the Customer is the “controller” of Customer Data. In general, WAQTACS Ltd is the “processor” of Customer Data and the “controller” of Other Information.
- Your rights
Individuals located in certain countries, including the EU/European Economic Area, now have certain statutory rights in relation to their personal data. Subject to any exemptions provided by law, you may have the right to request access to information, as well as seek to update, delete, withdraw consent or correct this information.
To request a copy of any personal information held about you, email precise details of the request to info@waqtacs.co.uk or write to WAQTACS Ltd, 26 Old Farm Way, Brayton, Selby, North Yorkshire, YO8 9SZ.
To update, delete, withdraw consent or correct your personal information, email precise details of the request to info@waqtacs.co.uk
To the extent that WAQTACS Ltd.’s processing of your Personal Data is subject to the General Data Protection Regulation (GDPR https://www.eugdpr.org/), WAQTACS Ltd relies on its legitimate interests, described above, to process your data. WAQTACS Ltd may also process Other Information that constitutes your Personal Data for direct marketing purposes and you have the right to object to WAQTACS Ltd.’s use of your Personal Data for this purpose at any time. To do this please email info@waqtacs.co.uk with the request.
- Contacting WAQTACS Ltd
If you have any questions about this Privacy Policy or WAQTACS Ltd.’s practices or if you are seeking to exercise any of your statutory rights, you may contact us as follows
Postal address: WAQTACS Ltd, 26 Old Farm Way, Brayton, Selby, North Yorkshire, YO8 9SZ
Phone: 07917 669123
Email: info@waqtacs.co.uk
- Contacting the Information Commissioners Office
If you believe there is a problem with the way or manner in which WAQTACS Ltd is handling your data, individuals have the right to complain to the ICO https://ico.org.uk/
Our Data Protection Registration certificate can be viewed here: Data Protection Registration Certificate
Our Confidentiality Agreement model can be viewed here: Confidentiality Agreement