General Data Protection Regulation & Privacy Statement

What is GDPR?

The General Data Protection Regulation (GDPR) is a regulation by which the EU intends to strengthen and unify data protection for all individuals within the European Union.

IBS Office Solutions Ltd.’s policies, procedures and processes adhere to the current Data Protection Act (2018) and will align to the GDPR when it takes effect on May 25th 2018. We are committed to high standards of information security, privacy and transparency.

To align with GDPR IBS Office Solutions Ltd have undertaken the following;
Audit: Conducted a Personally Identifiable Information (PII) location / format / security assessment across all data held and processed by the company and updated processes to support GDPR
Staffing: Appointed a Data Protection member of staff to oversee new processes and procedures
Awareness: Briefed all employees on handling data
Security: Updated security on all areas identified by our GDPR audit
Customers: Identified areas we can help customers with their GDPR needs in relation to print solutions

In order to comply with GDPR IBS Office Solutions Ltd. offers the following information notice on how we store, share and record data on customers, potential customers and suppliers. 

Data is only used and stored for a specific purpose. Data is obtained for individual tasks and not shared to perform another task. Data is only accessed by authorised individuals and always stored in a secure manner. Where necessary if individual data has to be shared by IBS Solutions Ltd. to third parties this is only done for legitimate interests and in order to fulfil contracted services. The individual has the right to rectify, erase data and to withdraw consent to store and share data. There is no obligation for this consent to be given however this could prohibit our ability to fulfil contractual obligations.

Individuals have certain rights about how their data is processed.

Individual Rights

Right of Access – Individuals may view their personal data held upon request. Individuals have the right to access their personal data and supplementary information. You may request details of personal information which we hold about you under the Data Protection Act 2018. The right of access allows individuals to be aware of and verify the lawfulness of the processing. 

Right to be informed – The right to be informed encompasses our obligation to provide ‘fair processing information’ through a privacy notice. It emphasises the need for transparency over how we use personal data.

Right to rectification & data quality – Individuals have the right to request their personal data be updated and modified. To ask for correction or a copy of your data please contact our Data Protection member of staff. Data will be corrected when incorrect or incomplete.

Right to erasure, retention & disposal of personal data – The right to erasure is also known as ‘the right to be forgotten’. Customer data is retained only when we have a legal obligation to do so. Individual personal data is removed where possible when requested and there is no compelling reason for its continued processing.

You may revoke your consent for us to contact you.

Right to restrict processing – Individuals have a right to ‘block’ or suppress processing of personal data. When processing is restricted just enough information about the individual is retained to ensure that the restriction is respected in future.

Right to Object – All Individuals have the right to object to the way in which personal data is handled by IBS Office Solutions Ltd. All requested should be directed to our Data Protection member of staff.

Customer Data

How do we use your personal data?
To fulfil our contractual obligations to you for our services.
To monitor our performance and provide the best possible customer experience.
To respond to any query or complaint.

Types of Data Held;

• Name and job title
• Contact information including email address and telephone number
• Demographic information such as address, postcode and preferences

How long do we keep personal data for?
Customer details are retained indefinitely to comply with legal and contractual obligations. Data deemed to be personal is removed upon a customer’s status being logged as inactive.

Where is your personal data held and processed?
All data is held within the United Kingdom or European Union (EU).

Third Party Suppliers

In order for IBS Office Solutions Ltd to comply with our responsibilities as your provider, we may share your personal information with third-party suppliers (data processors) to fulfil our contract to you.

IBS Office Solutions Ltd only allows its third party suppliers to handle your personal information when they have confirmed that they can apply appropriate data protection and IT security controls. We also impose strict contractual obligations on third-party suppliers relating to data protection and IT security as dictated by the data protection laws. Such third party suppliers can only use your personal information to provide services to IBS Office Solutions Ltd and for no other purposes.

Where required by law or for regulatory purposes

We may also share your personal information with other organisations and regulatory bodies to prevent and detect crime or to protect someone’s rights, property or safety. These organisations may include the Police, law enforcement agencies and fraud prevention agencies to name a few.

We may also have to share your information with:

• The courts, and people or organisations with which we are in dispute, as part of legal action; and
• Regulators such as the Information Commissioner, to meet our legal or regulatory responsibilities

In some circumstances, such as under a court order, we are legally obliged to share information. We may also share information about you with third parties including government agencies and external auditors. For example, we may share information about you with HMRC for the purpose of collecting tax.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

How we use cookies

Cookie Policy

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive. The cookies we use are “analytical” cookies. They allow us to recognise and count the number of visitors and to see how visitors move around the site when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily. You can find more information about the individual cookies we use and the purposes for which we use them in the table below:

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you receive whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Changes to our privacy notice

We reserve the right to update this Privacy Notice at any time, and we will provide you with a new Privacy Notice when we make any substantial updates.

We may also notify you in other ways from time to time about the processing of your personal information.

All requests to view individual’s personal data should be directed to;

Contact:         Ali Simmons – Data Protection
Address:        IBS Office Solutions Ltd, Friar Park Stables, Badgemore, Henley-on-Thames Oxon, RG9 4NR
Telephone:    01491 411996
Email:             alison.simmons@ibs-uk.net

If you require a copy of this policy please contact our Data Protection member of staff.