At Network Solutions Plus we are committed to making sure that your personal information is protected and never misused.
When we talk about ‘personal information’ here, what we mean is any data which could directly or indirectly be used to identify you – for example your name, email, your computer’s IP address.
We take responsibility for the personal information we collect about you, and we aim to be transparent about how we handle it, and give you control over it.
If you have any questions, comments or concerns about any part of this policy or how Network Solutions Plus handles your information please contact our Data Protection Officer:
The Data Protection Officer
Network Solutions Plus
Tel. 07990 582243
Or by email: email@example.com
Network Solutions Plus’ commitment to your privacy and data protection
Network Solutions Plus takes the protection of your personal information seriously. Our values include treating everyone with dignity and this includes making sure we keep your privacy in mind.
Network Solutions Plus never sells or exchanges our supporter’s information with other organisations.
- What information we collect about you
- The ways in which Network Solutions Plus collects your information
- Our legal basis for using that information
- What the information may be used for.
We consider your privacy in everything we do. Privacy policies can be complex. We have tried to make ours as clear and as accessible as possible. We have also summarised how we handle your personal information at Network Solutions Plus in our privacy principles below.
At Network Solutions Plus we are committed to protecting your privacy and handling your personal information in the right way and as you would expect it to be handled:
- We will only ask for or collect the personal information that we need to run and improve our services and to talk to you about our work.
- We give you control over the personal information we hold about you to make sure it is accurate.
- We make sure your personal information is always secure and protected.
- We are fair and transparent about how we use the personal information we hold.
- We only ever use your personal information for the purpose that you trusted us to use it for.
- We respect your choices and will tell you if there are important changes that affect your personal information or how we use it.
- We take responsibility for the personal information that we hold about you.
What personal information does Network Solutions Plus collect?
We are not interested in collecting every personal detail about you. Our main reason for collecting personal information is to run our business. Network Solutions Plus defines personal information as any information that could be used to identify an individual. We collect personal information in a number of different ways: It could be information you may share with us, or we may collect information using other means such as through email and our website.
How does Network Solutions Plus use personal information?
We do not believe in hiding how we work, and we aim to be totally honest, clear and transparent in everything we do. This includes how and when we collect personal information, where it is kept and how we make sure it is kept safe and secure.
What legal basis does Network Solutions Plus use to collect personal information?
Network Solutions Plus needs a lawful reason to collect and use personal information. The law names six legitimate ways that we can process personal data. Of those six, we consider that five of them can be applied to Network Solutions Plus’ operations:
- Information is processed on the basis of someone’s consent
- Information is processed on the basis of a contractual relationship
- Information is processed for a legal obligation
- There may be occasions where information is processed to protect the vital interest of an individual
- Information is processed on the basis of the ‘legitimate interests’ of Network Solutions Plus
As a client of Network Solutions Plus we will always ask for explicit consent to send marketing emails, and text messages. We will also ask if you want to be contacted by phone. All our telemarketing campaigns are checked with the Telephone Preference Service to make sure that we do not make contact if you do not want to receive marketing communications from us.
You can of course withdraw consent at any time by contacting us on 07990 582243 or by email firstname.lastname@example.org.
Network Solutions Plus will sometimes share personal information, without your explicit consent, to organisations (including the police and local authorities) if we believe that there is a real and significant risk of harm to you or another person – however this is uncommon.
The law allows Network Solutions Plus to legally collect and use (process) personal information if it is necessary for a legitimate business interest of the organisation. However it must be used in a fair and balanced way that does not impact on your rights.
Network Solutions Plus processes personal information for this purpose and under this lawful basis, there may be times where the quality of the evidence of consent may not be as robust as in recent years. In line with best practice Network Solutions Plus has, carried out a balancing test to reflect how we consider we may process information under this lawful basis.
You have the right to object to our lawful processing of your information. To let us know that you do not want to receive any more direct marketing please contact us on 07990 582243 or by email email@example.com.
- To help deliver our business aims
- To report criminal acts and comply with law enforcement agencies
- Internal and external audit for financial or regulatory compliance purposes
- Physical security, IT and network security
- Maintaining of ‘do not contact’ lists
- Processing for historical, or statistical purposes
- Financial management and control
- Processing financial transactions and maintaining financial controls
- Preventing fraud, misuse of services or money laundering
- Enforcing legal claims
- Purely administrative purposes
When we use your information we will always consider if it is fair and balanced to do so and if it is within reasonable expectations. We will balance your rights and our legitimate interests to make sure that we use your personal information in ways which are not unfair or unduly intrusive.
How long do we keep your personal information?
In general terms we remove identifiable personal information from our records five years after the date of your last interaction with us. If you apply to work for us, your interview information is kept for two years if successful and join us as a member of staff. For unsuccessful candidates, we keep your information for only six months after the recruitment process ends.
How do we protect your personal information?
We are committed to protecting your personal information. We use appropriate technical and organisational measures, including encryption, to protect personal information and privacy, and we review them regularly. We protect your information using a combination of physical and IT security controls, including access controls that restrict and manage the way that information and data is processed, managed and handled. We also make sure that our staff are adequately trained in protecting personal information.
Our procedures mean that we may sometimes ask for proof of identity before we share your personal information with – for example when we contact you we will want to check that we are speaking to the owner of that personal information.
In the unlikely event of a security breach which compromises our protection of personal information, and we need to let you know about it, we will do so.
What are my rights when it comes to my personal data?
Data Protection Rights
Where Network Solutions Plus is using your information with consent you can withdraw that consent at any time. You also have the right to ask Network Solutions Plus to stop using your information for direct marketing purposes. Just contact us on 07990 582243 or by email firstname.lastname@example.org.
Your rights are clearly laid out in data protection law, see below for more detail.
The Right to be Informed
The Right of Access
You can write to the Data Protection Officer asking for what information we hold about you and can request a copy of that information. The Data Protection Officer’s contact details are at the top of this page. From May 2018, once we are sure you have the right to see the requested records (for example: We have confirmed that you are who you say you are) we will have one calendar month to comply.
The Right of Erasure (also known as the right to be forgotten)
You have the right to request that your information be deleted from our systems and databases but only in certain circumstances.
In many cases we would recommend that we suppress rather than delete your information completely, otherwise you may be contacted in error if your details are then given to us from a third party lead generation company.
The Right of Rectification
You have the right to ask that we correct and update factually inaccurate information that we may hold about you.
The Right to Restrict Processing
You have the right to request that we restrict the processing of your personal data in certain circumstances:
- When you are contesting the accuracy of the data we hold, and we are verifying the accuracy of that data.
- When you have objected to having your information processed under the lawful basis of legitimate interest, and we are considering whether our organisation’s legitimate grounds override yours.
- When the processing is unlawful and you oppose erasure and request restriction instead.
- Where we no longer need the information, but you have requested your data from us to establish, exercise or defend a legal claim.
The Right to Data Portability
You have the right to data portability. This means that you can ask for and reuse your personal information for your own purposes across different services. It has been designed to allow you to copy or transfer your information from one IT environment to another – for example from one banking service to another, or one utility provider to another.
The Right to Object
You have the absolute right to stop the processing of your personal information for direct marketing purposes, even in circumstances where we may be processing your information under the legitimate interest lawful basis.
The Right to Object to Automated Decisions
You have the right to object to automated decisions where a someone (usually a Data Controller) is using your personal information in a computerised model or algorithm to make decisions “that have a legal effect on you”. This is more likely to be applicable to scenarios such as if you have applied for a mortgage or credit card and the decision is made automatically based upon your credit profile. Network Solutions Plus does not do this kind of modelling.
How to access your personal information held by Network Solutions Plus
The Data Protection Act gives you the right to request access to the information held by an organisation – this is called a Subject Access Request. The FAQs below will help you if you want to access the personal information held about you by Network Solutions Plus.
How do I make a Subject Access Request (SAR)?
You can make a request in writing or verbally to our data protection officer, (details above.)
Confirming your identity
We may have to confirm your identity before we are able to process your request. This is to ensure that we disclose only your personal information to you.
In rare circumstances, if we are not able to confirm who you are from what you share with us, we may have to ask for more formal proof of identity.
Can I make a request on behalf of someone else?
This is only possible in limited circumstances, being:-
- Where you can evidence that you have the authority of the person whose information is being requested
- Where you are their legal representative
- Where you have power of attorney over the individual’s affairs
What information can I ask for?
You can ask for any information that we hold, but it is helpful and speeds up the process if you can tell us if you are looking for anything specific, for example, a copy of a supporter record, a copy of member details, details of donations made.
Can I ask for emails?
Yes, it is helpful if you can specify a time period and/ or the name of the person.
How will I receive my information?
You can receive it either to an email address of your choice or as a hard copy by post to a specified address, this will always be sent signed-for delivery.
Do I have to pay for my information?
In general, no. However, if you were to make repeat requests or the volume of work is considered excessive, we can charge a reasonable administration fee.
How long does it take?
We aim to process requests as soon as possible, but within one calendar month from the resolution of any enquiries about your identity or the scope of your request. If we find that it is likely to take longer than a month, we will write to you within that month and advise you of the reason and give you a revised date by which you can expect us to complete the request.
What if I think information is missing or I have concerns about how my information has been processed by Network Solutions Plus?
We will work with you if you have concerns about missing information but please note that we don’t keep information forever and have retention policies governing how long we keep information for.
We would prefer you to raise any concerns about missing information or how your information has been handled with us initially, preferably at your point of contact with the organisation. However, you may escalate concerns to our data protection officer (DPO) at any time. Your concerns will be acknowledged within three working days and we aim to resolve the issue within 15 working days.
We will consider all concerns raised within a reasonable period of a SAR being completed, up to a maximum of three months after you receive your information.
You can go straight to the regulatory body, the Information Commissioner (ICO), at any time during this review process. The Information Commissioner (ICO) can be contacted at https://ico.org.uk/make-a-complaint/ or by phone on 0303 123 1113. The ICO would, however, expect that you have sought to resolve your concerns with us before approaching them.