Digital Elk IT Solutions (we/us/our) are committed to respecting and protecting your privacy.
This policy, together with our Cookie Policy and Terms and Conditions, outlines how and why we collect data from you and what your rights are. Please be sure to read this entire Privacy Policy as by using this site or/and our services, you consent to the processing of your personal data as described in this Privacy Policy.
Please contact us if you have any questions or problems regarding our use of your personal data. Email us at info@digitalelk.uk with the subject line Privacy Enquiry.
As an IT support company we have sight of data that we as Digital Elk IT Services gather and on occasion that which our clients gather. For the purpose of our privacy policy we have split these in to two sections:
1. Digital Elk IT Solutions
Data we gather
Data you have provided us with:
This is information that you have given us either by filling in our contact forms on our website or by corresponding with us via phone, email, a third party professional service locator, through social media or face-to-face.
At an initial enquiry stage the information you give us is likely to include your name, company, email address and phone number. You may also provide company information to enable us further discuss services available.
We operate accounts on social media platforms, including but not limited to Facebook, Twitter and LinkedIn. Any personal information provided through interaction with our marketing pages is at your discretion, so you should review their policies to ensure you are happy with how they use your data. In the instance of a message being submitted on social media channels we will delete messages once the enquiry has been resolved or the user has requested its deletion.
As a client or prospective client, further information will be requested to discuss our service offering and later to complete our contracts and this will include data required for invoicing and accounts.
The information you have provided us with will be freely given on a legal basis of consent.
Data automatically collected about you:
This is information that we collect automatically during your time on our website. This information is collected using small data files called cookies. For further information on cookies and how we use them please refer to our Cookie Policy. The information gathered from cookies helps us provide you with a seamless user experience and also highlights where our website needs improvements
Publicly available information:
We may gather information about you that is publicly available, such as that available on Companies House.
How we use your data
Data you have provided us with:
Contact information:
- to contact you if you have requested we do so via our website, third party professional service locator or social media platforms
- to fulfill our contractual obligations with you
Client business information:
- to better understand your business and provide you with the best service
- to fulfill our contractual obligations with you
Billing information:
- to process your contractual obligations, to invoice you and to comply with UK legal requirements
Data automatically collected about you:
- to do our best to keep our website safe and secure
- to ensure that user experience of our website is up to scratch
- to ascertain that your computer is able to display our content correctly
Why we process your data
When you access or use our services, such as when you ask us to provide a proposal for services, to do so we may use, and otherwise process your information, as set out in this privacy policy. We are committed to respecting your privacy, therefore, we only collect the personal data necessary and try to be fully transparent as to how we use your information.
We rely on a number of legal bases to use your information:
- Contract – the use of your information necessary to perform any contractual obligations we have with you.
- Legal obligations – our use of your personal information is necessary to comply with a legal obligation, a court order, or to exercise or defend legal claims. We are legally required to retain financial information for a certain period of time under UK law.
- Our legitimate interests – such as to improve and secure our website.
- Consent – we rely on your consent for us to use your personal information to contact you.
Who we share your information with
We may share your information with:
- Sub-contractors for the performance of any contract we enter into with them or you.
- Analytics and search engine providers that assist us in the improvement and optimisation of the website such as Google Analytics. Google Analytics uses cookies to collect non-identifying information. Google provides some additional privacy options regarding its Analytics cookies at http://www.google.com/policies/privacy/partners/.
- Third party support services, such as, but not limited to, project management tools, CRM tools, our nominated accountant (Business Support Services Gloucestershire Limited) and their accounting system (Xero – Privacy Policy) and hosting data centre (Squarespace – Privacy Policy).
- Our payment service providers, such as, but not limited to, GoCardless (Privacy Policy) and Stripe (Privacy Policy).
- Our cloud-based file storage system Microsoft 365, their privacy policy is available here.
In certain circumstances we will disclose your personal information to third parties these are:
- In the event that we sell or buy any business or assets, in which case we will disclose your personal data as appropriate to the prospective seller or buyer of such business or assets.
- If we, or substantially all of our assets, are acquired by a third party, in which case personal data held by us about our clients will be one of the transferred assets.
- If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements.
- To protect our rights, property or safety, or those of our clients or others.
How we store your Personal Data
We store your data on our employee devices, external hard-drives and with our chosen cloud service provider. The cloud service provider we use is Microsoft 365, their privacy policy is available here.
We store your personal data as required within third-party support services, such as, but not limited to, project management tools, CRM (HubSpot — Privacy Policy), with our nominated accountant (Business Support Services Gloucestershire Limited) and their accounting system (Xero – Privacy Policy) and hosting data centre (Squarespace – Privacy Policy).
International data transfers and security
Third-party services we use may send data internationally.
How long we hold your information
Initial enquiry information will be held for two years.
Ongoing client information will be held for the duration of the relationship and project information will be passed on to whichever parties our client requests.
Client information will be held for two years, with financial information retained to comply with UK legal requirements.
Automated decision making
We do not utilise these kinds of services.
What happens if you don’t provide your information
To respond to initial enquiries we will need contact information and the nature of your enquiry. In order to provide you with a full proposal, we are likely to need information about your business so we can respond appropriately and provide the best possible service. If you choose not to disclose necessary information to us we may be unable to accurately respond.
Links to third party websites
Where digitalelk.uk contains links to other websites, Digital Elk IT Solutions is not responsible for the privacy policies or content. We encourage users to read the privacy policy of each site they link to that may collect personal data.
Your personal data rights
Under GDPR you have the following rights regarding the personal data we hold on you:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
If you wish to exhibit any of the above rights please contact us by emailing info@digitalelk.uk with the subject line Privacy Enquiry.
If you feel we have breached the processing of your personal data as set out by GDPR, you can lodge a complaint with the ICO via their website: https://ico.org.uk/concerns/
How to contact us
If you have any questions, comments, or concerns about this privacy policy please contact us by emailing info@digitalelk.uk
Changes to the privacy policy
We will regularly review our privacy policy and will place any updates on this page. Our privacy policy was last updated on 18th July 2019.
2. Client data
Where we provide data processing services to our clients, involving visibility of personal data, we endeavour to ensure that the information was obtained in a way which was GDPR compliant.