Total Control Services Ltd Privacy Policy
Policy version: November 2021
www.total-control.co.uk
(our website) is hosted by Amazon Web Services (AWS) via the Duda Website Builder Platform, and is managed and operated by Total Control Services
('we', 'our' or 'us'). We are the controller of personal data obtained via our website, meaning we are the organisation legally responsible for deciding how and for what purposes it is used. This privacy policy applies to www.total-control.co.uk, if you leave our site via a link or otherwise, you will be subject to the policy of that website provider.
We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share any information relating to you (your personal data) in connection with your use of our website. It also explains your rights in relation to your personal data and how to contact us or a relevant regulator in the event you have a complaint.
We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR).
Given the nature of our website, we do not expect to collect the personal data of anyone under 13 years old. If you are aware that any personal data of anyone under 13 years old has been shared with our website please let us know so that we can delete that data.
This version of our privacy policy is primarily written for adults, including parents and guardians of child users. If you are a child (under 18 years old) you are welcome to read this policy if you find it useful but if you have any questions or require a different version please contact us on 01892 557727 (lines are open Monday – Friday 8.30am to 5.30pm).
This privacy policy is divided into the following sections:
- What this policy applies to
- Personal data we collect about you
- How your personal data is collected
- How and why we use your personal data
- Marketing
- Who we share your personal data with
- How long your personal data will be kept
- Your rights
- Cookies [and other tracking technologies]
- Keeping your personal data secure
- Transferring your personal data out of the UK [and EEA]
- How to complain
- Changes, Updates and Amendments to this privacy policy
- How to contact us
What this policy applies to
This privacy policy relates to your use of our website only.
Personal data we collect about you
The personal data we collect about you depends on the particular activities carried out through our website. We will collect and use the following personal data about you:
- your name, contact information, including email address and telephone number where requested and supplied
- location data
- your activities on, and use of, our website
- information about the services we provide to you
- information about how you use our website and technology systems
- your responses to surveys, surveys, preferences, download requests, promotional material and news and insights subscription
- information about where you work and what type of service you are interested in and where requested and supplied
Total Control Services does not rent, sell, or share Users’ information or personal data with third parties except as described in this Privacy Policy.
Total Control Services may use the information for the following:
- communicating with you – sending you notices regarding our services, providing you with technical information and responding to any customer service issue you may have;
- to market out websites, services and partners (see more under “Marketing”);
- conducting statistical and analytical purposes, intended to improve the website
How your personal data is collected
We receive your Personal Information from various sources:
- When you voluntarily provide us your personal details in order to register on our Site;
- When you use or access our Site in connection with your use of our services;
- From third party providers, services and public registers (for example, traffic analytics vendors).
In addition to the purposes listed in this Privacy Policy, we may share Personal Information with our trusted third party providers, who may be located in different jurisdictions across the world, for any of the following purposes:
- hosting and operating our Site;
- providing you with our services, including a personalised display of our site;
- storing and processing information on your behalf, such as e-marketing platforms e.g. Mailchimp, Constant Contact or CRM-related platforms;
- providing you with marketing or promotional materials such as downloads, whitepapers, checklists related our website and services;
- performing research, technical diagnostics or analytics
If you do not provide personal data we ask for where it is requested it may delay or prevent us from providing managing/responding to your enquiry.
We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’
below.
How and why we use your personal data
We collect personal data from you:
- directly, when you enter or send us information, such as when you register with us, contact us (including via email), send us feedback, request contact from us, request downloads, information or promotional material, participate in surveys or post material and comments on our website, and
- indirectly, such as your browsing activity while on our website; we will usually collect information indirectly using the technologies explained in the section on ‘Cookies’ below. This type of information is un-identified and non-identifiable information pertaining to a User(s), which may be made available or gathered via your use of our website. We are not aware of the identify of a User from which this “Non-personal information” was collected. Non-personal information which is being collected may include your aggregated usage information and technical information transmitted by your device, including certain software or hardware (e.g. the type of browser and operating system your device uses, language preferences, access time, etc.) in order to enhance the functionality of our website. We may also collect information on your activity on our website (e.g. pages viewed, online browsing, clicks, actions, etc.)
We also collect personal data about you from other sources as follows:
- when you voluntarily provide us with your personal details in order to register on our website;
- when you use or access our website in connection with your use of our services;
- from third party providers, services and public registers (e.g. traffic analytics vendors, e-marketing platforms and providers)
- device information; we collect Personal Information from your device. Such information includes geolocation data, IP address, unique identifiers (e.g. MAC address and UUID) and other information which relates to your activity through our site
- registration information; when you register with our website you will be asked to provide us with certain details such as: full name, email address, company name including position, contact telephone number
- service information request; when you request we contact you via telephone or email by submitting a specific request to be contacted about further information relating to any of our services
- news and insights sign-up; when you agree to be contacted about relevant company news and industry insights that we think be of interest and benefit to you
- form information; when you provide information by filling out forms on our website
- correspondence and contact information; when you contact Total Control Services, we will keep a record of your correspondence
Under data protection law, we can only use your personal data if we have a proper reason, e.g.:
- where you have given consent
- to comply with our legal and regulatory obligations
- for the performance of a contract with you or to take steps at your request before entering into a contract, or
- for our legitimate interests or those of a third party
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see ‘How to contact us’ below).
If you'd like to know more about what we use your personal data for and why, please click here.
See 'Who we share your personal data with' for further information on the steps we will take to protect your personal data where we need to share it with others.
Marketing
We may use your personal data to send you updates (by email, text message, telephone or post) about our existing, new and improved services, offers or promotional material.
Out of respect to your right to privacy we provide you within such marketing materials with means to decline receiving further marketing offers from us. If you unsubscribe, we will remove your email address or telephone number from our marketing distribution lists.
We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you marketing information. However, where consent is needed, we will ask for this separately and clearly.
You have the right to opt out of receiving marketing communications at any time by:
- contacting us at marketing@total-control.co.uk
- using the ‘unsubscribe’ link
We may ask you to confirm or update your marketing preferences if you ask us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.
We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes.
At any time, you have the right to ask us what information we hold about you. You can also, if you wish, obtain a copy of this information. We have a plan in place to ensure that the information we hold on you is regularly reviewed, kept accurate and up-to-date. If it becomes apparent that the information we hold on you is inaccurate or factually wrong, we will correct it as swiftly as possible.
For more information on your right to object at any time to your personal data being used for marketing purposes, see ‘Your rights’ below.
Who we share your personal data with
We may use your personal data, such as your name, email address, company details and preferences, etc. ourselves or by using our third party subcontractors for the purposes of providing you promotional materials concerning our services, which we believe may interest you. Our third parties are carefully selected by us, and we use them to help us run our business, e.g. marketing and PR agencies, website host (AWS and Duda), website analytics providers (Google Analytics) and e-marketing platforms and services (e.g Mailchimp, Constant Contact, etc)
Out of respect to your right to privacy we provide you within such marketing materials and communication with the means to decline receiving further marketing material form us. If you unsubscribe we will remove your email address or telephone number from our marketing distribution lists.
Please note that even if you have unsubscribed from receiving marketing emails from us, we may send you other types of important e-mail communications without offering you the opportunity to opt out of receiving them. These may include customer services or company announcements, or administrative notices.
We or the third parties mentioned above may occasionally also need to share personal data with:
- external auditors, eg in relation to the audit of our accounts, in which case the recipient of the information will be bound by confidentiality obligations
- professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations
- law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations
- other parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised but this may not always be possible, however, the recipient of the information will be bound by confidentiality obligations
If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).
How long your personal data will be kept
We will retain your personal information for as long as necessary to provide our services, and as necessary to comply with our legal obligations, resolve disputes, and enforce our policies. Retention periods will be determined taking into account the type of information that is collected and the purpose for which it is collected, bearing in mind the requirements applicable to the situation and the need to destroy outdated, unused information at the earliest reasonable time. Under applicable regulations, we will keep records containing client personal data, account opening documents, communications and anything else as required by applicable laws and regulations.
We will not keep your personal data for longer that we need it for the purposes for which it is used. For example, those registering their interest for a job role, their data will be kept for three months prior to deletion. Different retention periods apply for different types of personal data. Further details on this are available from Human Resources at recruitment@total-control.co.uk.
Following the end of the relevant retention period, we will delete or anonymise your personal data.
We may rectify, replenish or remove incomplete or inaccurate information, at any time and at our own discretion.
Your rights
You generally have the following rights, which you can usually exercise free of charge:
- Access to a copy of your personal data: The right to be provided with a copy of your personal data
- Correction (also known as rectification): The right to require us to correct any mistakes in your personal data
- Erasure (also known as the right to be forgotten): The right to require us to delete your personal data - in certain situations
- Restrictions of use: The right to require us to restrict use of your personal data in certain circumstances, e.g. if you contest the accuracy of the data
- Data portability: The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party - in certain situations
- To object to use: The right to object i) at any time to your personal data being used for direct marketing (including profiling), ii) in certain situations to our continued use of your personal data. e.g. where we use your personal data for our legitimate interests
- Not to be subject to decisions without human involvement: The right to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you. We do not make any decisions based on data collected by our website.
- The rights to withdraw consents: If you have provided us with a consent to use your personal data you have a right to withdraw that consent easily at any time. You may withdraw consents by notifying marketing@total-control.co.uk. Withdrawing a consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn.
For further information on each of those rights, including the circumstances in which they do and do not apply, please contact us (see 'How to contact us' below). You may also find it helpful to refer to the guidance from the UK's Information Commissioner
on your rights under the UK GDPR.
If you would like to exercise any of those rights, go to 'How to contact us'. When contacting us please:
- provide enough information to identify yourself; full name, email address and information of your enquiry and any additional identity information we may reasonably request from you, and
- let us know which right(s) you want to exercise and the information to which your request relates
Cookies [and other tracking technologies]
A cookie is a small text file which is placed onto your device (eg computer, smartphone or other electronic device) when you use our website. We and our trusted partners use cookies and other tracking technologies in our related services, including when you visit our site or access our services.
Cookies are very helpful and can be used for various different purposes. These purposes include allowing you to navigate between pages efficiently, enable automatic activation of certain features, remembering your preferences and making the interaction between you and our services quicker and easier.
This site uses the following types of cookies:
a. 'session cookies'
which are stored only temporarily during a browsing session in order to allow normal use of the system and are deleted from your device when the browser is closed;
b. 'persistent cookies
' which are read only by the Site, saved on your computer for a fixed period and are not deleted when the browser is closed. Such cookies are used where we need to know who you are for repeat visits, for example to allow us to store your preferences for the next sign-in;
c. 'third party cookies'
which are set by other online services who run content on the page you are viewing, for example by third party analytics companies who monitor and analyze our web access.
Cookies do not contain any information that personally identifies you, but Personal Information that we store about you may be linked, by us, to the information stored in and obtained from cookies. You may remove the cookies by following the instructions of your device preferences; however, if you choose to disable cookies, some features of our site may not operate properly and your online experience may be limited.
We also use a tool called “Google Analytics” to collect information about your use of the site. Google Analytics collects information such as how often users access the site, what pages they visit when they do so, etc. We use the information we get from Google Analytics only to improve our Site and services. Google Analytics collects the IP address assigned to you on the date you visit sites, rather than your name or other identifying information. We do not combine the information collected through the use of Google Analytics with personally identifiable information. Google’s ability to use and share information collected by Google Analytics about your visits to this site is restricted by the Google Analytics [Terms of Use]
and the [Google Privacy Policy].
For further information on our use of cookies, when we request your consent before placing them and how to disable them, please see our Cookie Policy.
Keeping your personal data secure
Our policy only addresses the use and disclosure of information we collect from you. To the extent you disclose your information to other parties or sites throughout the internet, different rules may apply to their use or disclosure of the information you disclose to them. Accordingly, we encourage you to read the terms and conditions and privacy policy of each third party that you choose to disclose information to.
This Privacy Policy does not apply to the practices of companies that we do not own or control, or to individuals whom we do not employ or manage, including any of the third parties which we may disclose information as set forth in this Privacy Policy.
We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
We take great care in implementing and maintaining the security of our website and your information and personal data. We monitor our infrastructure for vulnerabilities and ensure our IT systems, patches and anti-virus software are up to date. We employ industry standard procedures and policies to ensure the safety of the information we collect and retain, and prevent unauthorised use of any such information, and we require any third party to comply with similar security requirements, in accordance with this Privacy Policy. Although we take reasonable steps to safeguard information, we cannot be responsible for the acts of those who gain unauthorised access or abuse our website, and we make no warranty, express, implied or otherwise, that we will prevent such access.
Transfer of data outside the UK and EEA
Please note that some data recipients may be located outside the EEA. In such cases we will transfer your data only to such countries as approved by the European Commission as providing adequate level of data protection, or enter into legal agreements ensuring an adequate level of data protection.
How to complain
We Please contact us on marketing@total-control.co.uk
if you have any queries or concerns about our use of your information (see below 'How to contact us'). We hope we will be able to resolve any issues you may have.
You also have the right to lodge a complaint with the UK Information Commissioner, contactable here
or by telephone: 0303 123 1113.
Changes to this Privacy Policy
We reserve the right to periodically amend or revise the Privacy Policy; material changes will be effective immediately upon the display of the revised Privacy policy. The last revision will be reflected in the "Last modified" section. Your continued use of the Platform, following the notification of such amendments on our website, constitutes your acknowledgment and consent of such amendments to the Privacy Policy and your agreement to be bound by the terms of such amendments. Please ensure you have the most up to date version by accessing the policy from the link on our website and not by saving the document.
Updates or amendments to this Privacy Policy
Last modified: November 2021