At Xynics we are committed to maintaining the highest standards of privacy and data protection in accordance with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR).
This privacy notice explains what we do with personal information that you provide directly to us; or that we process on behalf of our clients with who you have a relationship.
Our company is registered in England and Wales, company number 05778233 and sometimes we are just known as Xynics. Our certified Data Protection Practitioner, Mike Kilby PC.dp has been appointed as our Data Protection Officer. You can contact him using the contact details shown here.
We are registered with the Information Commissioners Office, registration number: Z9953789 and we are registered members of the UK’s Direct Marketing Association (DMA), membership number 73139.
The tables and information below explains how we process personal information as well as why we process it, how long we keep it for and our lawful basis of processing.
Just click on the headings below to find out more.
|When . . .||What we collect||How we collect it||Why we collect it||Our Lawful Basis||How long we retain it.|
|You complete our Contact Us form||Your name, email address, telephone number and any other information you provide on that form||By email between our UK web server and EU email provider||To allow you to make an enquiry and for us to respond to it||Performance of a Contract||3 months from the point your enquiry is completed.|
|When you use our website (we cannot identify you from this information, unless you are logged in to our website, or connect with us via social media)||Your IP address, approximate geographic location, the site that referred you to our website (if applicable), the operating system of your device and the browser you use to access our site||This information is volunteered by your device and/or your internet service provider. You can prevent some of this information being given by amending the settings of your browser.||This information helps us to understand where our visitors are, what they look at and the technologies they are using so we can make our site work across devices and make sure the content is relevant.||Legitimate Interest||Up to 6 yearsunless we can identify you I which case we keep it only for a maximum of 1 year from your last contact with us.|
|When you connect with us at a networking or other event||Your name, telephone number, email address, company name and postal address||You give us this information during our conversation(s).||We use this information to enter into discussions with you about a mutually beneficial relationship.||Legitimate Interest||If you share with us information in this way, we’ll use our own or your Legitimate Interests to communicate with you.|
|When you connect with us via Social Media||Your name and social media username or email address (depending on the site you use to connect with us)||This information is shared with us by the social media site only when you actively connect with us.||This information helps us to understand where our visitors are and how they communicate with us, or how we can communicate with them||Legitimate Interest||When you connect with us, either you initiate that connection, or you accept our connection. We will keep any personal data shared for up to 1 year after you cease to connect with us.|
|When you make an enquiry in person or by telephone||Your name, telephone number, email address, company name and postal address||You give us this information during our conversation(s).||We use this information to enter into discussions with you about a mutually beneficial relationship.||Performance of a Contract||3 months from the point your enquiry is completed, unless you enter into an ongoing contract with us.|
|When you telephone us, or when we telephone you||Your telephone number, email and any personal information you volunteer during that call||Telephone calls are audio recorded.||We use these recordings for quality and training purposes, and to detect crime or fraudulent activity||Legitimate Interest||3 months from the date of your call, or for as long as there is a legitimate risk of building a legal defence.|
|When you engage us as a supplier to your business.||Your name, telephone number, email address, company name and postal address||You give us this information during our business relationship.||We use this information to administer a mutually beneficial business relationship.||Performance of a Contract||1 year from the point our business relationship ends.|
|When we engage you as a supplier to our business.||Your name, telephone number, email address, company name and postal address||You give us this information during our business relationship.||We use this information to administer a mutually beneficial business relationship.||Performance of a Contract||1 year from the point our business relationship ends; or6 years in the case of financial records as required by law.|
|You consent to receiving our newsletter||Name and email address||You give us this information using one of the above methods||To send you a monthly newsletter.||Consent||We’ll always give you the option to change your mind via our website at any time.|
|sync.com||Canada||Data File Storage||Corporate businesses in Canada are approved by the EU as a safe location to transfer personal data as they have adopted policies comparable to the EU.|
|Microsoft Office 365||EU||Our email is hosted (and backed up) in EU based data centres. Emails themselves may be sent/received outside of the EU but we never email Personal Data without encrypting it.|
|Karta||USA||Customer Database and Marketing||The organisation who operates this software assures us all data is encrypted, and they are an active member of the EU/US Privacy Shield framework, so they have agreed to abide by EU standards of data protection.|
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Published: 12th June 2018.