Privacy Policy

BACKGROUND:

Integra Data Solutions Ltd understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website, www.integradatasolutions.co.uk (“Our Site”) and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Please read this Privacy Policy carefully and ensure that you understand it.

  1. Definitions and Interpretation

In this Policy the following terms shall have the following meanings: 

“Account”

means an account required to access and/or use certain areas and features of Our Site;

“Cookie”

means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in our cookie policy; and

“Cookie Law”

means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003;

  1. Information About Us

Our Site is owned and operated by Integra Data Solutions Ltd, a limited company registered in England under company number 12145011.

Registered address: 146 New London Rd, Chelmsford, Essex, CM2 0AW.

VAT number: 342 7318 09.

Data Protection Officer: Chris Feasey.

Email address: dpo@integradatasolutions.co.uk.

Telephone number: 020 3369 0130.

ICO Registration Number: ZA670197

  1. What Does This Policy Cover?

This Privacy Policy applies to your use of Our Site and our day to day business activities. Our Site may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

  1. What Is Personal Data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified.

  1. What Are My Rights?

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

  • The right to be informed about Our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 14.
  • The right to access the personal data we hold about you. Part 13 will tell you how to do this.
  • The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 14 to find out more.
  • The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 14 to find out more.
  • The right to restrict (i.e. prevent) the processing of your personal data.
  • The right to object to us using your personal data for a particular purpose or purposes.
  • The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
  • The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
  • Rights relating to automated decision-making and profiling.
  • For more information about Our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 14.

It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about Our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 14.

  1. What Data Do We Collect and How?

Depending upon your use of Our Site, we may collect and hold some or all of the personal and non-personal data set out in the table below, using the methods also set out in the table. Please also see Part 14 for more information about Our use of Cookies and similar technologies and Our Cookie Policy. We do not collect any ‘special category’ or ‘sensitive’ personal data or personal data relating to children or data relating to criminal convictions and/or offences. 

Data Collected

How we Collect the Data

Personal Information including name, address, date of birth, gender, email address and telephone number.

There are 5 ways we collect this data

1.      You provide it to us directly through a form on our website.

2.      We are provided it by a data broker.

3.      We are provided it by a data controller to perform some processing on it.

4.      It is freely available in the public domain.

5.      Public sector information licensed under the Open Government Licence v3.0.

Business Information including Company Name, Contact name, Jobtitle, address, email address and telephone number.

There are 5 ways we collect this data

1.      You provide it to us directly through a form on our website.

2.      We are provided it by a data broker.

3.      We are provided it by a data controller to perform some processing on it.

4.      It is freely available in the public domain.

5.      Public sector information licensed under the Open Government Licence v3.0.

Payment information including card details and bank account details

If you are a customer or supplier and you provide us this information during the process of a transaction.

Profile information including preferences, interests, purchase history, property information and general company information such as Turnover, number of employees and industry categories.

There are 5 ways we collect this data

1.      You provide it to us directly through a form on our website.

2.      We are provided it by a data broker.

3.      We are provided it by a data controller to perform some processing on it.

4.      It is freely available in the public domain.

5.      It is added to personal or business information we already hold by a third party providing data enhancement services

Technical information including IP address, browser type and version and operating system.

This is collected using website tracking technologies such as google analytics.

  1. How Do We Use Your Personal Data?

Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we may use your personal data, and our lawful bases for doing so:

The lawful basis Legitimate Interest is relied upon for the following processes:

Responding to incoming enquiries via our contact form- The legitimate interest in processing the information for incoming enquiries via our contact form is direct marketing, as the information has been provided directly to us the data subject would have a reasonable expectation to receive communications form us.

Data cleansing – The legitimate interest in processing the information for data cleansing is assisting third parties with keeping their data accurate and up to date which will also reduce environmental and financial waste related to inaccurate data.

Tracing – The legitimate interest in processing the information for tracing is assisting third parties, who either:

Have an obligation to re-engage with people after they have moved, either because they owe or are owed money by financial or facilities service providers.

Or companies that provide goods and services directly to consumers have a legitimate interest in communicating with lapsed customers.

Validation – The legitimate interest in processing the data for validation purposes is assisting third parties verify information they have collected from other sources and ensure their data is accurate and up to date.

Data Enhancement – The legitimate interest in processing the data for data enhancement purposes is assisting third parties to tailor their communications with their clients in order to improve relevance and profitability.

Fraud Prevention – When You Move provide data to organisations that use it for the prevention of fraud. Fraud prevention not only benefits the data subjects within the data but society in general.

Analytics – The legitimate interest in using the data for analytics is the advancement of knowledge using a broad selection of techniques including profiling, modelling and segmentation. Analytics has a range of benefits for business and consumers alike from making communications more relevant to predicting future trends.

Market Research – The legitimate interest in processing the data for market research is the advancement of knowledge. Market Research has a range of benefits for business and consumers alike from polling current views to measuring customer satisfaction and brand recognition.

Digital Marketing – The legitimate interest in processing the data for digital marketing is providing highly targeted direct marketing in an environmentally friendly non-intrusive way.

Direct Marketing – The legitimate interest in processing the data for direct marketing is to provide highly targeted and specific audiences to third parties that have products and services that are relevant to people in the data. These communications may be received via direct mail, telemarketing, and email as well as other communication channels allowed by applicable regulations.

From time to time we may be required by law to share your personal data with certain public authorities, regulatory bodies, or law enforcement agencies, including but not limited to The Information Commissioner’s Office, The National Crime Agency, The Solicitors’ Regulation Authority, The Council for Licensed Conveyancers, The Chartered Institute of Legal Executives, Her Majesty’s Revenue and Customs. Where the law requires us to disclose your personal data to one or more of these organisations or to any other person or organisation, our lawful basis for doing so shall be Legal Obligation.

Legal Obligation and Contractual Obligation – The Difference – All references within this Privacy Notice to ‘Legal Obligation’ or ‘Legal Obligations’ refer to statutory or regulatory obligations and not to contractual obligations.

  1. How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary considering the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

Type of Data

How Long we Keep It

Information about our clients and their transactions

7 years after the most recent transaction with that client.

Information about enquirers

We will only retain information about enquirers for a period of 12 months after their most recent communication with us.

Suppression information

Suppression information will be retained indefinitely in order to comply with legal obligations to suppress processing when a data subject objects and for keeping data accurate and up to date

Payment information.

7 years.

Information obtained from data brokers

For the length of the license period for that data, generally 12 months or less.

Information in the public domain

24 months.

Information provided to us by a controller as a sub processor

For the length of time the process takes to complete, generally less than 1 month.

  1. How and Where Do You Store or Transfer My Personal Data?

We share your data with external third parties, as detailed below in Part 10, some of which are based outside of the EEA. The following safeguards are applied to such transfers:

We will only transfer your personal data to third countries whose levels of data protection are deemed ‘adequate’ by the European Commission. More information is available from the European Commission.

Where we transfer your data to a third party based in the US, the data may be protected if they are part of the EU-US Privacy Shield. This requires that third party to provide data protection to standards similar to those in Europe. More information is available from the European Commission.

Please contact us using the details below in Part 14 for further information about the particular data protection mechanisms used by us when transferring your personal data to a third country.

The security of your personal data is essential to usand to protect your data, we take a number of important measures, including the following:

  • limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality;
  • procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so.
  1. Do We Share Your Personal Data?

We may share your details with third parties who will enhance the information that you provide to us with additional information that will assist us in keeping your information up to date and our products and services relevant.

We may share your information with credit reference agencies to assist them with validating information they receive from elsewhere. We will not ask them for a credit rating unless we need to for processing a credit application and we would only do so with your express permission. Some of the credit reference agencies that we may provide your information to are:

  • Experian
  • Equifax
  • TransUnion
  • Creditsafe
  • Crediva
  • Lexis Nexis

We will share your data under strict licence terms with Marketing Services Providers.

These are companies who collect data from other organisations, such as us, to help their clients tailor products and services which best suit your needs. They use the data we provide them to create products and services to help organisations better understand the characteristics of their customers and communicate with them more effectively.

The Marketing Services Providers we work with undergo checks to ensure they will process your data in strict compliance with all laws, regulations, and guidance with regard to Data Protection.

Some of the marketing service providers that we may provide your details to include:

  • Adobe
  • Blue Venn
  • Data 8
  • DataMixx
  • DBS Datamarketing
  • DLG-PDV
  • Equiniti Data
  • Facebook
  • Google
  • LiveRamp
  • Omnis Data
  • Oracle
  • Perfect Ingenuity 
  • The Software Bureau

We will share your information with market research companies for the purposes of conducting market research surveys, sometimes the research will be on behalf of one of their clients and sometimes it will be for their own study. These companies include but are not limited to:

  • GFK
  • IPSOS
  • Survation
  • Millward Brown
  • Cint
  • YouGov

We will share your information with companies that provide data bureau services such as validation, tracing, cleansing and enhancement of their clients’ data. These companies include but are not limited to:

  • DBS Datamarketing
  • UK Changes
  • REaD Group
  • GB Group
  • The Software Bureau
  • The Ark
  • Experian
  • Equifax
  • HelpIT
  • MatchIT
  • Data 8
  • Blueberry Wave
  • Blue Venn

We will share your information with End User companies (or their marketing agencies) for the purposes listed above (Telemarketing, Direct Mail, Analysis, Profiling, Email Marketing, Data Enhancement
Customer Marketing, Prospect Marketing, Online Advertising) if we think it is likely to be of benefit based on the where your information was captured from or the demographic information available within it. The types of organisations we may share your details with for these purposes are across all industry sectors including:

  • Finance
  • Retail
  • Utilities
  • Insurance
  • Market Research
  • Manufacturing
  • Automotive
  • Construction
  • Property
  • Agriculture
  • Public Services
  • Transportation
  • Leisure
  • Accommodation
  • Hospitality
  • Professional Services
  • Education
  • Healthcare
  • Charities
  • Arts & Entertainment
  • Sport
  • Professional Services

Some of the organisations within the above sectors may include but are not limited to:

  • CRUK
  • TfL
  • PPL
  • Sky
  • L&G
  • Swift
  • Maserati
  • EDF
  • Marie Curie
  • Q1
  • Spicer Haart
  • Fleetsource
  • Regus
  • Look After My Bills
  • Go Compare
  • ECC
  • St James’ Place
  • Kumon
  • O2
  • Astra Zeneca

We may create anonymised versions of your data by removing your name and any other personal information from the information provided to us. This anonymised data will no longer contain any information that identifies you as an individual and as such is not subject to data protection legislation. This version of the data may be provided to any 3rd party that has a commercial interest in using it.

  1. How Can I Control My Personal Data?
    • In addition to your rights under the Data Protection Legislation, set out in Part 5, when you submit personal data via Our Site, you may be given options to restrict our use of your personal data. In particular, we aim to give you strong controls on our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails.
    • You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.
    • Where our legal basis for processing your information is “Legitimate Interest” you have the right to opt out of this processing. If you wish to opt out, please use the contact details in Part 14 to make this request. We prefer to receive “opt out requests” in writing and aim to action them within 7 days of receipt.
    • If you have any specific requirements such as objecting to your data being shared with specific third parties or used for purposes such as data enhancement we will always aim to try and meet you requests. Where your specific requests cannot be accommodated due to technical limitations, we will always inform you and give you the option to opt out of all processing.
  2. Can I Withhold Information?

You may access Our Site without providing any personal data at all.

You may restrict Our use of Cookies. For more information, see Part 14 or read our cookie policy.

  1. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 14. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

  1. How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:

Data Protection Officer: Chris Feasey.

Email address: dpo@integradatasolutions.co.uk.

Telephone number: 020 3369 0130.

Changes to this Privacy Policy

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date. This Privacy Policy was last updated on 19/07/2021.

 

INTEGRA DATA SOLUTIONS

Registered Office:
146 New London Rd
Chelmsford
Essex
CM2 0AW

Company Registration Number: 12145011
VAT Registration Number: 342 7318 09
ICO Registration Number: ZA670197