Privacy Policy

Introduction

Protos Networks takes your privacy extremely seriously. This policy sets out how we collect and process any personal data you may provide to us when you use our website www.protosnetworks.com, purchase any services or sign up to our digital marketing.

This policy applies where Protos Networks (referred to as “we”, “us” or “our” in this privacy notice) identify as the data controller and where we are responsible for your personal data.

Contacting us

Protos Networks has appointed a Data Protection Officer who will be responsible for privacy matters and the protection of personal data we hold as an organisation. Their details are below:

Name: Darren Kewley
Email address: [email protected]
Telephone number: 0333 370 1353

Protos Networks is a company registered in England and Wales, registration number 07764959, whose registered office is Poplar House, Park West, Sealand Road, Chester, England, CH1 4RN.

 

Making complaints

If you are unhappy with the way we collect or process your personal information, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) which is the UK’s supervisory authority for data protection.

Complaints and concerns can be lodged with the ICO via this link: https://ico.org.uk/concerns/

We kindly ask that before any complaints are lodged with the ICO, you contact us first to try and resolve any issues you may have.

 

What data do we collect?

Personal information we may collect and process from you includes:

  • Contact information – your name, address, telephone number and email address.
  • Financial information – such as your bank account details or payment-related data.
  • Technical information – this may include your IP address, browser details, location analytics, login details and any other technology information related with you when we deliver our services or when you use this site.
  • Information provided to us by our clients which enable us to deliver our services to their staff – this could include email addresses, account details or device identifiers.
  • Our premises have 24 hour CCTV monitoring, which will collect video footage and images.
  • Any other personal information you may provide to us in the process of us providing you with our services.

Special category data:

Under the General Data Protection Regulation/Data Protection Act 2018, special category data includes information about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data.

Protos Networks does not collect sensitive personal data about you – if we were to require it for any reason, we would seek explicit consent from you to gather this.

How do we use your personal data?

We will only use your personal data for the following reasons:

  • To provide you with the services we offer as a business.
  • To provide you with information you have requested from us.
  • To keep you updated on our business, offers and news we may have.
  • To manage our relationship with you as an existing or potential client.
  • To fulfil any legal or contractual obligations we may have which require the processing of personal data.
  • CCTV footage and images are collected for the purposes of crime prevention.

How do we obtain your data?

We can collect data about you via a variety of methods:

  • From direct actions we may have with you by communicating via phone, email or post.
  • When you sign-up for services on our website – including our mailing list, contact forms or purchasing a service.
  • From automated technologies or interactions as you use our website from analytics engines and cookies – please see our section on cookies for more details.
  • When you sign-up to attend any events we may hold.
  • When you provide information as part of our sign-up process with you as a client.
  • If you visit our premises, CCTV cameras may capture your image when you enter and exit.

Our lawful purposes for processing your information

We have identified that we will use your information for the following reasons:

  • Where we need to perform the contract between us.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.

Who do we share your information with?

We may need to share or store your information with third parties in order to provide you with our services or to market to you, these third parties include:

  • Saleforce Inc.
  • Cisco Systems and its UK distributor network
  • LevelBlue
  • CrowdStrike Holdings, Inc.
  • Microsoft Corporation
  • Amazon Web Services
  • Xero Limited
  • The IASME Consortium
  • Other IT, cloud, telecoms and security suppliers we use in the course of our business
  • Third-party marketing and sales companies we have relationships with

Our carefully selected partners and service providers may process personal information about you on our behalf as described below:

“Digital Marketing Service Providers

We periodically appoint digital marketing agents to conduct marketing activity on our behalf, such activity may result in the compliant processing of personal information.  Our appointed data processors include:

(i)Prospect Global Ltd (trading as Sopro) Reg. UK Co. 09648733. You can contact Sopro and view their privacy policy here: http://sopro.io.  Sopro are registered with the ICO Reg: ZA346877 their Data Protection Officer can be emailed at: [email protected].”

Where we do share your information with third parties, Protos Networks ensures that the highest levels of data protection are in place in accordance with the law. Third parties with whom we share data are only permitted to process this data for the specified purposes we stipulate with them. We do not sell your information onto third parties.

International transfers

Where possible, we ensure that your data is stored within the United Kingdom or the European Economic Area (EEA), however some of our storage locations and service providers may be hosted outside of the EEA. When we do need to transfer your personal data out of the EEA, we ensure one of the following safeguards are in place to provide a similar level of security of your data:

  • Your personal data has been transferred to a third country or territory or is an international organisation, covered by UK adequacy regulations.
  • If there is no UK adequacy decision about the country, territory or sector for a restricted transfer of your data, we will only transfer your data where one of the following appropriate safeguards apply:
    • A legally binding and enforceable instrument between public authorities or bodies Binding Corporate Rules (BCRs)
    • Standard Contractual Clauses (SCCs)
    • International Data Transfer Agreements (IDTAs)

If none of these safeguards are available, we will only transfer your data with your explicit consent – which can be removed at any time by contacting us.

Please email us at [email protected] if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

Retention periods

Your personal information will be retained in accordance with our data retention policy which categorises all the data assets held by us and specifies the appropriate retention period for each data asset.

These periods are based on the requirements to keep the data for as long as necessary to fulfil the purpose for which it was collected, to meet any legal requirements or to satisfy any reporting, accounting or contractual needs.

Your rights

Under the UK General Data Protection Regulation/Data Protection Act (2018), you have certain rights regarding your personal data, these include the right to:

  • Request access to your personal data
  • Request correction of your personal data
  • Request erasure of your personal data
  • Object to processing of your personal data
  • Request restriction of processing your personal data
  • Request transfer of your personal data
  • Right to withdraw consent

You may exercise any of these rights by raising a subject access request with us. You can do this by contacting our Data Protection Manager.

We will not charge you for making a request and we will make all reasonable efforts to respond to you within 30 days. Sometimes it may take longer than 30 days to gather all the information we may hold on you, in this situation we will keep you always updated.

You can instruct us at any time to stop processing your personal data for the purposes of marketing.

We may refuse your request or withhold any personal information that you request if there is an overriding legal reason for us to do so.

Information security

Protos Networks takes the security of your information extremely seriously. In order to protect your data, we implement a risk-based approach to adopt the strongest organisational and technical controls in order to protect the confidentiality, integrity and availability of your data.

Protos Networks will secure your data in a number of ways. Your data will be encrypted at all times whilst stored on our systems and in transit. Our information systems are protected by robust security systems. We regularly assess and test our systems and are certified to ISO 27001:2022, IASME Cyber Assurance Level 2 and Cyber Essentials Plus standards.

Cookies

Our website uses cookies to track the use of it. This allows us to better understand patterns on our website and how we can develop and improve it, as well as analysing the traffic on our site for marketing or advertising purposes.

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

The cookies we use:

Login related cookies:
We use cookies when you are logged in so that we can remember this fact. This prevents you from having to log in every single time you visit a new page. These cookies are typically removed or cleared when you log out to ensure that you can only access restricted features and areas when logged in.

Forms related cookies:
When you submit data to through a form such as those found on contact pages or comment forms cookies may be set to remember your user details for future correspondence.

Site preferences cookies:
In order to provide you with a great experience on this site we provide the functionality to set your preferences for how this site runs when you use it. In order to remember your preferences, we need to set cookies so that this information can be recalled whenever you interact with a page which is affected by your preferences.

Third Party Cookies:
In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site.

This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.

For more information on Google Analytics cookies, see the official Google Analytics page.

From time to time we test new features and make subtle changes to the way that the site is delivered. When we are still testing new features, these cookies may be used to ensure that you receive a consistent experience whilst on the site whilst ensuring we understand which optimisations our users appreciate the most.

Managing cookies

Most browsers allow you to refuse to accept cookies and to delete cookies. The method for doing so differs with each browser, the following guides for the most common internet browsers detail the processes for doing this:

Blocking cookies may impact your experience on our website as you may not be able to make full use of the features on it.

Changes to this privacy policy

We keep this policy under regular review. This policy was last reviewed on 30th October 2023. You can contact our Data Protection Officer if you have any questions about this policy.

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