Privacy and Cookie Policy

1. Who is responsible for your data?

Our Privacy Policy applies to the personal data that Network ROI collects and uses. 

References in this Privacy Policy to “Network ROI”, “we”, “us” or “our” mean Network ROI Limited (a company registered in Scotland with registration no SC299422. Registered office at Stobo House, Roslin, Midlothian, EH25 9RE). We control the ways your personal data are collected and the purposes for which your personal data are used by Network ROI and are the “data controller” for the purposes of UK and EU Data Protection legislation unless otherwise stated below.

2. Personal data we collect about you

When using the term “personal data” in our Privacy Policy, we mean information that relates to you and allows us to identify you, either directly or in combination with other information that we may hold. Your personal data may include, for example, your name, your contact details, information relating to your company or information on how you use our website or you interact with us. 

We collect some personal data from you, for example, when you log a service request, use our services or contact us on our website, by email or telephone. We may also receive your personal data from our suppliers who provide services to you on our behalf (for example, when you provide feedback on our services). For more information on the third-parties who we share personal data with, please see section 10 below. 

3. Categories of data we collect

We may collect and process the following categories of information about you: 

When you purchase a service or product from us or when you enter into a contract with Network ROI Ltd 

The personal information we collect: Your first name, surname, work email address, work address, IP Address, personal or work mobile, work telephone number.We may also request your home address, personal email address, personal home telephone number (in the event you ask us to provide technical support services at your home address). 

Our status: Data processor. 

Legal bases for processing: Performance of a contract. Legitimate interest. 

Reason for processing: We will use this information to keep you updated on support tickets, service outages, service updates, project progress and for pre-contract activities such as issuing quotes or discussing requirements and specifications.  We may also send you occasional marketing emails for products and services we believe will enhance or augment our current services 

How long will we keep your information? We will retain your personal data unless you ask us to delete it.

When you log a support ticket by email, chat or telephone 

The personal information we collect: Your first name, surname, work email address, work address, IP Address, personal or work mobile, work telephone number. 

Our status: Data processor. 

Legal bases for processing: Performance of a contract. Legitimate interest. 

Reason for processing: As a minimum, we require your name, company name, address, email address and phone number. We will use this information to keep you updated on support tickets, service outages and service updates.  We will also use your personal information when renewing your contract. We may also send you occasional marketing emails for products and services that are in your legitimate interests when we believe they will enhance your business. 

We may share your data with the following categories of third-party: Hardware and software vendors, service providers and external professional services consultants to fulfil a professional contract. We will never share your details with third-parties for marketing purposes. 

How long will we keep your information? We will retain your personal data unless you ask us to delete it.

When you fill out a form on our website or call us with an enquiry 

The personal information we collect: Your first name, surname, work email address, company name, work address, IP Address, work telephone number. 

Our status: Data Controller. 

Legal bases for processing: Consent. 

Reason for processing: We will use this information to respond to a support request or business enquiry you make on our website. We may also send you occasional marketing emails for products and services if you opt-in to receive marketing communications from us.  

We may share your data with the following categories of third-party: Hardware and software vendors, service providers and external professional services consultants to fulfil a professional contract. We will never share your details with third-parties for marketing purposes. 

How long will we keep your information? We will retain your personal data until you revoke consent. Please note: we will need to retain basic elements of personal data such as name and email address to keep a record of your request to be forgotten. 

When you attend an event 

The personal information we collect: Your first name, surname, email address, work address, personal or work mobile, work telephone number.  

Our status: Data controller. 

Legal bases for processing: Consent. 

Reason for processing: We will use this information to respond to business enquiries. We may also send you occasional marketing emails for products and services if you opt-in to receive marketing communications from us. 

We may share your data with the following categories of third-party: We will never share your details with third-parties for marketing purposes. 

How long will we keep your information? We will retain your personal data until you revoke consent. Please note: we will need to retain basic elements of personal data such as name and email address to keep a record of your request to be forgotten.

When you apply for a job with us, either through our website or an external recruitment partner 

The personal information we collect: 

Your full name, work email address, work address, personal or work mobile, work telephone number, personal email address, home address, sex, age, date of birth, country of birth, nationality and work history. 

Our status: Data processor. 

Legal bases for processing: Performance of a contract. Legitimate Interest.  

Reason for processing: We will use the information you provide via your Curriculum Vitae to consider your application to work with us.   

We may share your data with the following categories of third-party: We will never share your details with third-parties for marketing purposes. 

How long will we keep your information? If your job application is unsuccessful: We will retain your CV until you exercise your right to be forgotten so that we can consider you for future roles. If your job application is successful: We will retain your information for the duration of your employment plus an additional legally required period according to relevant HR laws. 

When you work with us 

The personal information we collect: Your full name, work email address, work address, personal or work mobile, work telephone number, personal email address, home address, sex, age, date of birth, country of birth, nationality, National Insurance Number, next of kin, medical information – if relevant to your health and safety at work. 

Our status: Data processor. 

Legal bases for processing: Performance of a contract.  

Reason for processing: We will use the information you provide for employment, payroll and Human Resources management purposes. 

We may share your data with the following categories of third-party: Software and service providers. We will share your details with third-party software vendors to help us manage HR and payroll functions. We will never share your details with third-parties for marketing purposes. 

How long will we keep your information? We will retain your information for the duration of your employment plus an additional legally required period according to relevant HR laws.

When you are entered into our company, HR and payroll systems 

The personal information we collect: 

Your full name, work email address, work address, personal or work mobile, work telephone number, personal email address, home address, sex, age, date of birth, country of birth, nationality, National Insurance Number, next of kin, medical information – if relevant to your health and safety at work. 

Our status: Data controller. 

Legal bases for processing: Performance of a contract. 

Reason for processing: We will use the information you provide for employment, payroll and Human Resources management purposes. 

We may share your data with the following categories of third-party: Software and service providers. We will share your details with third-party software vendors to help us manage HR and payroll functions. We will never share your details with third-parties for marketing purposes. 

How long will we keep your information? We will retain your information for the duration of your employment plus an additional legally required period according to relevant HR laws. 

When you interact with us on social media 

Messages and posts you create and share. We don’t use additional third party software to manage our social media presence. 

The personal information we collect: Your first name, surname, username, some location information (subject to your privacy settings) and company name. 

Our status: Data processor 

Legal bases for processing: Consent  

Reason for processing: We will use this information to send Network ROI company updates and to interact with you on social media.   

We may share your data with the following categories of third-party: We will never share your contact details with third-parties for marketing purposes. However, third parties may contact you via social media as a result of social media interactions. 

How long will we keep your information? We will retain your personal data until you unfollow or unlike our social media pages.

When you provide feedback 

Messages and contact details you provide and share. We may publish your feedback on our website with your prior consent.  

The personal information we collect: Your first name, surname and company name. 

Our status: Data processor. 

Legal bases for processing: Performance of a contract. Consent. 

Reason for processing: To help improve the quality of service we deliver to you. We may also send you occasional marketing emails for products and services that are in your legitimate interests when we believe they will enhance your business. 

How long will we keep your information? We will retain your personal data unless you ask us to delete it.

Sensitive personal data 

Network ROI Ltd does not store or process sensitive personal data that belongs to clients, end users or other members of the general public. If this information is inadvertently supplied, we will cease to process it and will destroy immediately. 

Sensitive personal data – internal use 

We may collect sensitive personal data belonging to members of staff in certain circumstances. These may include ethnicity, medical information, sexual orientation (by way of partner’s name). 

The sensitive personal information we collect: 

Sex, age, date of birth, country of birth, nationality, National Insurance Number, next of kin, medical information – if relevant to your health and safety at work. 

Our status: Data Controller 

Legal bases for processing: Performance of a contract. 

Reason for processing: We will use the information you provide for employment, payroll and Human Resources management purposes. 

We may share your data with the following categories of third-party: Software and service providers. We will share your information with third-party software vendors to help us manage HR and payroll functions. We will never share your details with third parties for marketing purposes. 

How long will we keep your information? We will retain your information for the duration of your employment plus an additional legally required period according to relevant HR laws. 

4. How and why we use your personal data

We use your personal data for the following purposes: 

• To provide you with IT, connectivity, telephony, IT security and cloud computing services to meet our contractual requirements or to provide you with information or a quote before entering into a contract with us. 
• When you make a service request to us, we will use your name, email address and telephone number to keep you up-to-date with the progress of your application. Also, where we deem a site visit is required, we will use your address to enable us to visit your location to fulfil the request. 

To communicate and manage our relationship with you 

• Occasionally we may need to contact you by email or telephone for administrative or operational reasons, for example, to send you information regarding service outages, service updates, security alerts, changes to relevant legislation. 
• Please be aware these communications will never be for marketing purposes, and, as such, you will continue to receive them even if you opt-out of receiving marketing communications. 
• We will also use your personal data if we contact you after you have sent us a request, filled in a web-form through our website or contacted us on social media. 

Your opinion is very important to us, so we may send you an email to seek your feedback. 

• We will use the communications you exchange with us and the feedback you may provide in order to manage our relationship with you as our customer and to improve our services and experiences for customers. 

To improve your customer experience 

• We may also collect information on how you use our website, which pages of the site you visit most and which pages you search for to understand what you like. We may use this information to tailor the content and offers that you see on our website and, if you have agreed to receive marketing communications, to send you relevant messages that we think you may like.

5. Requesting access or changes to your personal data

You have a right to request access to the personal data that we hold about you. If you would like a copy of your personal data, please visit our dedicated page for more information: https://www.networkroi.co.uk/data-request. 

If you have questions about your personal data, please contact us at data.protection@networkroi.co.uk 

If you need us to change elements of your personal data, for example, because it is incorrect or it has changed for another reason such as marriage or divorce, please contact our Service Desk on helpdesk@networkroi.co.uk. 

6. Security of your personal data

We are committed to taking appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage to personal data. When you provide your personal data through our website, this information is transmitted across the internet securely using high-grade encryption.  

As described in this Privacy Policy, we may in some instances disclose your personal data to third parties. Where we disclose your personal data to a third-party, we require that third-party to have appropriate technical and organisational measures in place to protect your personal data. However, in some instances, we may be compelled by law to disclose your personal data to a third-party, such as a data protection supervisory authority, and have limited control over how it is protected by that party. 

The information you provide us will be held in our systems and will be located on our premises or those of an appointed third party. We may also allow access to your information by other third-parties who act for us for the purposes described in this Privacy Policy or for other purposes approved by you. Your personal data may be accessed by and processed outside the European Economic Area (the EEA is the European Union and Iceland, Liechtenstein and Norway) – including by staff operating outside the EEA who work for us or for one of our suppliers or agents (this includes personnel engaged in the provision of support services). Where your personal data are transferred outside of the EEA, we require that appropriate safeguards are in place.  

We will retain your personal data for as long as we need it to fulfil our purposes set out in this Privacy Policy or to comply with the law. 

7. Your rights under the General Data Protection Regulation

Under current data protection laws, you have 

1. The right to be informed.
2. The right of access.
3. The right to rectification. 
4. The right to erasure. 
5. The right to restrict processing. 
6. The right to data portability. 
7. The right to object. 
8. Rights concerning automated decision making and profiling. 
9. A right to complain to the supervisory authority.

Please refer to the Information Commissioner’s website www.ico.org.uk for a more detailed explanation of your individual rights. 

8. When your data is sent out with the EEA

We will ensure your data is stored with appropriate safeguards in place. Third parties must prove they have organisational and technical measures in place to protect your information.

9. Cookies or other tracking technologies

In order to improve our services, to provide you with more relevant content and to analyse how visitors use our website, we may use technologies, such as cookies, pixels or tracking software. Please be aware that in most cases we will not be able to identify you from the information we collect using these technologies. 

For example, we use software to monitor customer traffic patterns and website usage to help us develop the design and layout of the website to enhance the experience of visitors to our website. This software does not enable us to collect any personal data. Also, to understand how our customers interact with the emails and the content that we send, we use pixels that allow us to know if the emails we send are opened or if the content of our emails is displayed in text or HTML form. 

Cookies are small pieces of information stored by your browser on your device’s local storage. They enable you to navigate on our website and allow us to provide features such as remembering aspects of your last search to make subsequent searches faster. You can delete cookies if you wish; while certain cookies are necessary for viewing and navigating on our website, most of the features will still be accessible without cookies. 

For more information on how we use cookies and how you can remove them, read our Cookie Policy. 

10. Sharing your personal data

Your personal data may be shared with our trusted partner companies. It may also be disclosed to a third party who acquires us. 

We may also share some of your personal data with, or obtain your personal data from, the following categories of third parties: 

• Government authorities, law enforcement bodies and regulators when we are required to by law. For example, under certain conditions where a data breach or cyber attack has been reported, we will deal with law enforcement agencies as requested. 
• Third-party suppliers and service providers. For example, we may share your name, company name, email address and telephone number with our hardware or service partners to provide better pricing and up-to-date product specifications. 
• Suppliers providing services to us to help us run our business and improve our services and your customer experience. We may, for example, share your personal data with the company who provides our line of business application.  We may also disclose your information to the company which helps us get your feedback on our services.  
• At Network ROI, we select very carefully our suppliers who process your personal data on our behalf and require that they comply with high-security standards for the protection of your personal data.  
• Credit reference companies.
• We may share some of your personal data, which includes information about Company Directors to credit reference agencies to help us determine whether we should extend credit to your organisation. In order to ensure the security of your transactions and prevent or detect fraudulent transactions, we may also share your information with a fraud screening partner. 

11. Updates to our Privacy Policy

We may make changes to this Privacy Policy from time to time – including as part of the new European Data Protection Regulation (GDPR) which is applicable from 25th May 2018 – we will update the Privacy Policy and will publish on our website any new version of this Policy.

12. Contact information

Under current data protection law, we are not required to employ a Data Protection Officer. Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to data.protection@networkroi.co.uk