Privacy Policy
Your privacy is important to Defacto Solutions Limited. Protecting the personal privacy of every one of our customers, vendors, and employees is a crucial part of gaining and keeping your trust in us.
This Privacy notice serves as our commitment to you to protect the security and privacy of your personal data and aims to give you information on how we collect and process your personal data through your use of our websites, products and communiction systems.
Personal Data and Communication
Defacto Solutions Limited would like to stay in touch with you and we will communicate with you to answer correspondence arriving from you by e-mail, telephone or written word. In doing this some of your data can be collected by us. As an example, we hold information which includes name, business address, business email, business telephone contact information. In order to conduct legetimate business with you we will collect your data
- whenever you become a customer or supplier of ours
- whenever you register to use our online services (each time you log in or each time you use them)
- whenever you fill in forms and contracts that we send to you
- whenever you use our services and products
- whenever you opt-in to our marketing communications, including but not limited to newsletters, online and live event registrations, and other promotional information and materials
- whenever you contact us via the various channels we offer you
We will ask for your consent before we initiate unsolicited communication with you and explain why we want to send you material. You can withdraw your consent at any time by phoning +44 114 255 8599.
Our Promise
With your data which we hold
- We will protect confidentiality and restrict the use of such data to necessary business activities.
- We will only use personal information in a way and for a purpose that you would reasonably expected in accordance with this policy.
- We will not sell your data to any third parties.
- We may sometimes share your information with our subsidiaries, with trusted service providers and selected partners who work with us to service your organization. We ensure that any third parties with access to your data are held to strict standards for data use and security.
Defacto Solutions Limited and General Data Protection Regulation (GDPR)
The new EU General Data Protection Regulation (GDPR) comes into force on 25 May 2018 and will impact every organisation which holds or processes personal data relating to an EU citizen (including UK citizens). It will introduce new responsibilities, including the need to demonstrate compliance, more stringent enforcement and substantially increased penalties than the current Data Protection Act (DPA) which it will supersede.
Defacto Solutions Limited is already committed to high standards of data security and information non-disclosure. We have been working has been towards GDPR compliance to strengthen our existing privacy policy.
We have extended the existing security and business management systems we already employ in our business and we have deployed systems to identify all critical data that we hold and ensure that we treat it in accordance with the required legislation. We will continue to monitor our use of your data and our procedures for the use of your data.
We protect your data using technical measures to minimize the risks of misuse, unauthorized access, unauthorized disclosure, loss or theft and loss of access. Some of the safeguards we use are data encryption, firewalls, and data access authorization controls (passwords and two-factor authentication). We take our data security very seriously. Therefore, the security mechanisms used to protect your data are checked and updated regularly to provide effective protection against abuse.
We comply with our obligations under applicable privacy laws by keeping personal data up to date; by storing and destroying it securely; by collecting and retaining only the necessary data that we need to provide our service to you; by protecting personal data from loss, misuse, unauthorized access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
How we use Your Data
If you have given us your consent, we will contact you with information and updates. This includes information about our products and relating to how we service your account such as support hotline facilities. We will also check from time to time that you still happy to be contacted by us.
If you wish to opt-in or "subscribe" to our marketing communications, we will use your name and email address to send the communications to you. Out of respect for your privacy, if you no longer wish to receive these communications from us, you may follow the opting-out or "unsubscribe" instructions provided in the link at the bottom of our marketing communications emails, or update your account settings.
We have a legal obligation to comply with requests for the disclosure of personal information where this is required or permitted by law, for example to the UK's HMRC. Requests submitted in accordance with and meeting the relevant legal requirements will be validated through proof of identity before any disclosure is made.
We may share your personal details with the emergency services in extreme situations such as an accident or medical emergency, if it is essential for the preservation of life (yours or another persons’) for us to do so.
No personal information will be kept in perpetuity. We will keep your personal data for no longer than reasonably necessary for the given purpose for which your data is processed. Notwithstanding the above, we may retain your personal data as required by applicable laws and regulations, as necessary to assist with any government and judicial investigations, to initiate or defend legal claims or for the purpose of civil, criminal or administrative proceedings. If none of the above is grounds for us to keep your data, we will delete and dispose of your data in a secure manner according to our data protection policy.
If you believe your privacy rights have been violated, you may file a complaint with us or with the Information Commissioners Office https://ico.org.uk. However, we would appreciate the chance to deal with your concerns before you approach the ICO, so please feel free to contact us in the first instance.
Visitors to our Websites
Our website at www.defactosolutions.co.uk is encoded using the encryption module of your browser and is certified for international encryption techniques. We use SSL (Secure Socket Layers) encryption to protect your personal information and Extended Validation to help you verify you are talking to us.
When someone visits www.defactosolutions.co.uk we collect standard internet log information including details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of our site. This information is collected anonymously without identifying anyone.
When using our Support Portal we collect information from the details you supply to us including logging Registered Users who access the system. Registered users have agreed to our doing this for legitimate business purposes. For your confidentiality and security, we issue Registered Users with an ID and password to secure your personal information. It is important for you to protect your ID, password, or any personal information. Do not disclose your personal information (especially password) to anyone. When you are finished using our services, please do not forget to log out from your account. If you share a computer, whether in a public or private setting, be sure to sign off and close your browsers when finished using a shared computer.
ICO Privacy and Electronic Communications Regulations Guidance on the rules on use of cookies and similar technologies are available via email.
E-Mails
We collect details from e-mail messages you may send to us. We will collect details including your e-mail address, name, company and contact details, including telephone numbers and email addresses.