Context and Scope
This notice scope is for the IP6net cloud hosting solution and support services. It also covers the related services we offer for customers across the lifecycle of being a customer of IP6net.
This privacy notice aims to give you information on how we collect and process personal data through use of our services.
We may update this notice from time to time. Where a change is significant, such as this latest update because of GDPR, we’ll make sure we let you know, usually by sending you an email.
Who We Are and How to Contact Us
Contact our Data Protection Officer (DPO) by directly contacting them at firstname.lastname@example.org
Up to date contact contact information can be found here:
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).
We would, however, appreciate the chance to deal with your concerns before you approach the ICO. So please contact us through one of the ways above, or perhaps speak to your account manager in the first instance.
As a responsible supplier we really want to help where we can do so. Our philosophy for data protection and privacy extends beyond personal data into the protection and privacy for all valuable information.
Personal data means different things to different people, so we adopt the meaning from the General Data Protection Regulations (GDPR) which is in force from May 25th 2018. Personal data we process includes data such as first name, surname, email address, avatar/profile photo, IP address, job role, contact information along with any personally identifiable content in support requests.
We do not collect any Special Categories of Personal Data about you (this includes details 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). Nor do we collect any information about criminal convictions and offences.
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with support). In this case, we may be relieved of that specific contractual obligation or choose not to proceed with a request but we will notify you if this is the case at the time.
Collecting personal data
When you visit our website or use our services, we collect personal data. The ways we collect it can be broadly categorised into the following:
Provided directly by you – for example by completing our website forms, using the chat service to ask questions, signing up for our newsletter, calling in for help, applying for a job or in or by contacting us for support. If you choose not to share the relevant personal data, you understand that might mean we cannot provide the services.
Collected automatically – we collect information such as IP address, device type, pages you visited and what links you clicked on. For our website and marketing work this means we can get a better understanding of user journeys and areas of interest, so we can keep providing great experiences and personalising content where appropriate.
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies.
Information we get from other parties – We might seek to find out more about someone from publicly available sources, or through reputable, qualified sources such as marketing and research organisations. We use this information to better personalise our services and on occasion to validate personal data you may provide.
How we share your personal data
We will not share your personal data with any other company for marketing purposes.
Your data may technically be shared for the purpose of sub processing as part of a contract we have with a third party supplier, for example a third-party data centre processing information on our behalf. We may also be required to share your data with law enforcement, government agencies, courts or regulators in order to comply with applicable laws. Where allowed, we will notify you of this type of disclosure.
Lawful basis for use of your personal data
We will only use your personal data when the law allows us to, following one of the lawful bases within the GDPR. Most commonly, we will use your personal data in the following circumstances:
Where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests and, your interests and fundamental rights do not override those interests. In those instances we will have conducted a Legitimate Interest Assessment.
Where we need to comply with a legal or regulatory obligation.
Where you have given your consent.
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
You have the right to withdraw consent or opt out at any time by contacting us or using the relevant mechanism provided in the communication at the time e.g. unsubscribe from a mail marketing campaign, or ‘do not contact’ response in a specific email sent by one of our staff.
Once opted out a minimal amount of data will be held in a suppression / do not contact list so that we avoid any future contact.
Performance of Contract – means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation – means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
We do not transfer your personal data from our systems outside the European Economic Area (EEA) as the secure cloud platform is hosted in the UK.
Personal data provided for support queries, accounting, sales and marketing purposes, does involve transferring your data outside the EEA as some of the third parties we use for sub processing have their facilities in other countries. Where your personal data is transferred outside the EEA, it will only be transferred to countries that have been identified as providing adequate protection for EEA data or to a third party where we have approved transfer mechanisms in place to protect your personal data including by entering into the European Commission’s Standard Contractual Clauses, or by ensuring the entity is Privacy Shield certified (for transfers to US-based third parties).
Please contact us if you want further information on the specific mechanism we use when transferring your personal data out of the EEA.
Data protection and security
We aim to be a responsible supplier and prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, and avoid it being altered or disclosed where it shouldn’t be. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality and each one has relevant contracts in place to reinforce that aim.
We have also put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. Our intent is to notify within 24 hours or as soon as we become aware of any breach.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Following that period, we’ll make sure it’s deleted or anonymised.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. For example by law we have to keep basic information about customers for 6 years for tax and other purposes after they cease being customers. In some circumstances, you can ask us to delete your data and request erasure as one of your legal rights, as set out below.
Your legal rights
You have legal rights for your personal data and in summary these are:
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 will not normally have to pay a fee for exercising your legal rights if the request is straightforward and valid. In the event the request is repetitive, excessive or unreasonable we will charge a reasonable fee. We may also choose to refuse a request. In this instance ICO guidance will be followed when choosing not to respond and this will include an explanation why, informing you of your right to complain to the supervisory authority and to a judicial remedy without undue delay and at the latest within one month.
Explanation about your Legal Rights
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.