Privacy

Who we are
We are E T Communications UK Limited, a company registered in Cardiff, UK. Registered number 5273173.
Registered address: Atticus House, 2 The Windmills, Turk Street, Alton, Hants GU34 1EF.
You can find more about how to contact us in Section 12 below.

Your privacy
In the course of our dealings with you, we will collect and process personal data about you. Personal data is any information from which you can be identified either directly or indirectly. Typically, this means your name or email address etc. but also includes descriptions or a photograph.
We are committed to protecting your privacy. We will use your personal data in accordance with all applicable laws and regulations that relate to data protection and privacy, including the EU General Data Protection Regulation (GDPR).
E T Communications UK Limited is the controller for any personal data we collect unless we indicate otherwise.

This notice tells you:

• • what personal information we collect;

  • why we collect this information;

  • how we will use it;

  • how long we will keep it;

  • who else will see it;

  • how you can contact us;

  • your rights in relation to the personal information that we hold, including your rights to change, delete and see your information;

  • When using our website, we will also place cookies on your device - please see our Cookies page for more information about the cookies we use and how you can change your cookie settings.

The information we collect
We collect the following types of information from you:

• Information we collect when you enquire about our services:
  ○ your name;
  ○ your company name and address;
  ○ your telephone number;
  ○ your email address;
  If you are providing information about another individual, you should ensure that you have their consent to do so and inform them of this Privacy Notice.

• Information we collect if you are a supplier or potential supplier to us:
  ○ the name, address and bank details for payments to your organisation;
  ○ the name and contact details for organisation members as required for the supply.

• Information we collect if you submit a contact form on our website:
  ○ your name;
  ○ your email address;
  ○ and further personal details you chose to include in your message content.

• Information we collect if you log in to a folder we share with you:
  ○ if you connect using a Microsoft account tied to your email address, any account avatar image you have set up will be attached to your login, and may be visible to any other user accessing the shared folder.

Information we collect about how you use our website:

• The data processor running our website will have maintenance log information about your IP address from which you connected along with some information about pages visited. We do not have access to this information.

• We do not gather any analytics data about use of our site pages.

Why we ask for this information?

• We need your contact details to manage the supply of services and goods to the hall either from us to you or from you to us.

• You do not have to give us any information or permission in order to use our website.

• Our website is not intended for children and we do not knowingly collect data relating to children.

How we use your personal information
The purposes for which we use your information and the legal basis under data protection laws on which we rely to do this are as follows:

• Contract: It is necessary for the performance of a contract with you or to take steps to enter it. This includes enquiries before making a sale or purchase;

• Legitimate interest: We process data because it is in our legitimate interests to do so including:
  ○ to identify you when you contact us and to correspond and communicate with you;

• Legal obligation: We are obliged to process your personal data to comply with the law.

• Consent: You have specifically agreed to allow us to process your personal information.
  ○ If we set up a shared file space and you connect using a Microsoft account, you will need to consent to Microsoft disclosing some specific information with us. This includes any avatar image you have set up on that account. This avatar and your name may be visible to any other person given access to the shared space.

How long do we keep your personal information?
We are required by law to keep your personal information only for as long as is necessary for the purposes for which we are using it. The period for which we keep your personal information will be determined by a number of criteria, including the purposes for which we are using the information, the amount and sensitivity of the information, the potential risk from any unauthorised use or disclosure of the information, and our legal and regulatory obligations. In general, accountancy rules require us to keep data for around 7 years.

Who do we share your personal information with?
We may disclose your personal information to third parties, including in the following circumstances:

• We may pass personal information to our insurers if a claim is made or could be made against us.

• We may pass your personal information to third parties if we are under a duty to disclose or share your personal information in order to comply with any legal obligation (including in connection with a court order), or in order to enforce or apply any agreements we have with or otherwise concerning you; or to protect our rights, property or safety or those of our customers, suppliers or other third parties.

• If we make an electronic payment to you, we will share your bank details with our bank. Our bank becomes the data controller for your data and becomes subject to their Privacy Notice.

• Where your information is relevant to our accounts it may be passed to our accountants on documents supplied to them, so they can assess our accounts. They will not use your information for any other purpose. The accountants become the controller for this data and publish their own Privacy Notice.

• Please note that third party websites and applications are not under our control. When you click through to these websites or access these applications you leave the area controlled by us. We do not accept responsibility or liability for any issues arising in connection with the third party's use of your data (including your personal information).

Processors
We use two processors to provide technical services to us. We use Microsoft for the main operation but Google for the website. Our agreements with both include the EU model contract which ensures that they keep your data confidential. Our Microsoft contract requires them to keep all the data in the UK or the EU. The Google agreement allows them to copy data abroad under conditions approved by the EU. Your data will only be within the Google system if you entered it through our website, and it will be removed from that location after a few weeks.

Your rights
The law provides the following rights for individuals:

• The right to be informed. This is what this privacy notice sets out to do.

• The right of access. You have the right to ask for a copy of the information that we hold about you. There may be legal restrictions on what information we can provide.

• The right to rectification. We will correct any personal information that is inaccurate.

• The right to erasure. We will remove your personal information where there is no good reason for us to continue to hold that data. This includes the right to withdraw consent if that was the legal basis for holding some data.

• The right to restrict processing. You can ask us to stop our normal processing of your data. For instance, you might want us to keep our data about you longer than normal because you want to use it for a legal case.

• The right to data portability. You can ask us to export your personal information in an electronic form, so it can be used by another data processor. This right is restricted if the data is not held for a contract or on the basis of your consent.

• The right to object. If you are unhappy about the way we have handled your personal data, you have the right to complain to the Information Commissioner’s Office. You can make a complaint to the ICO by visiting https://ico.org.uk/make-a-complaint.

• Rights in relation to automated decision making and profiling. We do not use any automated decision making or profiling systems, so these rights are not relevant.
  
  Before we can disclose your personal information to you, we will need you to provide us with proof of your identity.

How to contact us
If you have any questions, comments, concerns, grievances, or complaints about this privacy notice or the way we treat your personal data, or if you want to request any information about your personal data or believe that we are holding incorrect personal data on you, please contact us either:

• by email to dataprivacy[at]etcomms.co.uk or;

• by writing to Data Privacy at our registered address or our normal trading address.

Updates to this notice
We may update this notice from time to time. The latest version of this notice will be posted on our website.