Customer Privacy Notice
CUSTOMER PRIVACY NOTICE
Customer Privacy Notice
1. Introduction
Multiple Access Communications (MAC) Ltd provides business-to-business services and in the process of doing so may collect, store and process your personal information. This privacy notice explains how, why and what we do with your personal information and provides details of how to contact us if you do not agree to us holding or using your personal information in these ways.
2. What information do we collect about you?
We collect the information that we need to contact you in order to provide our services to you. This is likely to include:
a) Your name.
b) Your employer.
c) Your job title or role at your employer.
d) Your email address (or addresses).
e) Your telephone numbers (office, mobile).
f) Your office address.
We will never solicit any private addresses or numbers; however, if you choose to provide these for the express purpose of contacting you in relation to our services these might be stored in our database along with your business contact information.
3. How do we store your personal information?
We may store your personal information in the following ways:
a) In a central Customer Relationship Manager (CRM) database.
b) In one or more Outlook contact lists created by individual members of our staff with whom you have direct contact.
c) As business cards, held by any member of staff to whom you have given a card.
d) In email repositories and, as a result, in backups and archives that we create for business continuity purposes.
e) On the laptops and mobile phones of selected members of staff who may require your contact details when they are away from the office.
We take great care to protect the devices on which your information is stored. Our computer systems comply with the Cyber Essentials guidelines and all portable devices use disk encryption so that in the event of loss or theft your data cannot be accessed.
We will retain your information in our CRM database for as long as we have an on-going business relationship and for up to six years since we last made contact, or until you tell us that you wish to have your information removed.
4. How will we use the information about you?
We will use your information to contact you for the following reasons:
a) To follow up enquiries you have made about the services we provide.
b) To contact you in relation to on-going work when you have placed a contract with us.
c) To provide after-sales services related to products or services that you have purchased from us.
d) To make you aware of new products and services that we believe may be of interest to you.
e) To make general enquiries about possible new requirements that you may have. Such contact will be ad-hoc and infrequent.
We will not share your information with third-parties unless required to do so by law.
We will not inundate you with regular general emails or calls.
5. Changes to this privacy notice.
We may from time-to-time update this notice, due to either changes in legislation or changes to our business processes. We will publish any such updates to this document on our website.
6. Access to information we hold about you
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please contact us via our contact form , or write to us at Multiple Access Communications Ltd, Delta House, Southampton Science Park, Southampton, Hampshire, SO16 7NS, UK.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
If you wish to have your information removed from our databases then please contact us via our contact form or at the above addresses. Where you exercise your right to erasure, we will continue to maintain a core set of personal data (name, email address and employer) to ensure we do not contact you inadvertently in future.
1. Introduction
1.1. We are committed to safeguarding the privacy of our service users, customers and customer personnel.
1.2. This policy applies where we are acting as a data controller with respect to the personal data of such persons; in other words, where we determine the purposes and means of the processing of that personal data.
1.3. In this policy, "we", "us" and "our" refer to Multiple Access Communications Ltd (MAC Ltd). For more information about us, see Section 13.
2. The personal data that we collect
2.1. In this Section 2 we have set out the general categories of personal data that we process and, in the case of personal data that we did not obtain directly from you, information about the source and specific categories of that data.
2.2. We may process data enabling us to get in touch with you ("contact data"). The contact data may include your name, email address, telephone number, postal address and/or social media account identifiers. The source of the contact data is you and/or your employer contact us by email, telephone or social media, submitting contact details through our website via the ‘contact us’ form, or downloading materials from our website.
2.3. We may process information relating to transactions, including purchases of goods and/or services, that you enter into with us ("transaction data"). The transaction data may include your name, business name, your business contact details, your payment card details, your bank details (or other payment details) and the transaction details. The source of the transaction data is you, your company and/or our payment services provider.
2.4. We may process information contained in or relating to any communication that you send to us or that we send to you ("communication data"). The communication data may include the communication content and metadata associated with the communication.
2.5. We may process data about your use of our website and services ("usage data"). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system.
2.6. We may process identity data (“identity data”). The identity data may include your name and title, job title, employer, car registration number, dietary requirements and age, gender. You may be asked to provide proof of identity (passport or driving licence) in order to access our offices for security reasons, but we do not store copies of this data. We will never solicit any private addresses or numbers; however, if you choose to provide these for the express purpose of contacting you in relation to our services these might be stored in our database along with your business contact information. The primary source of the identity data is you and/or your employer.
3. Purposes of processing and legal bases
3.1. In this Section 3, we have set out the purposes for which we may process personal data and the legal bases of the processing.
3.2. Operations - We may process your personal data for the purposes of processing and fulfilment of orders, providing our services, supplying our goods, generating invoices, bills and other payment-related documentation, and credit control. The legal basis for this processing is our legitimate interests, namely the proper administration of our services and business and the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
3.3. Relationships and communications - We may process contact data, transaction data, financial data, identity data and/or communication data for the purposes of managing our relationships, communicating with you (excluding communicating for the purposes of direct marketing) by email, SMS, post and/or telephone, providing support services and complaint handling. The legal basis for this processing is our legitimate interests, namely communications with our visitors, service users, individual customers and customer personnel, the maintenance of relationships, and the proper administration of our services and business.
3.4. Direct marketing - We may process contact data, and/or communication data for the purposes of creating, targeting and sending direct marketing communications by email, SMS and/or post and making contact by telephone for marketing-related purposes. The legal basis for this processing is our legitimate interests, namely promoting our business and communicating marketing messages and offers to our visitors and service users. You can inform us at any time if you no longer require marketing communications, as outline in our details in Section 9.
3.5. Research and analysis - We may process usage data and/or communication data for the purposes of researching and analysing the use of our services, as well as researching and analysing other interactions with our business. The legal basis for this processing is our legitimate interests, namely monitoring, supporting, improving and securing services and business generally.
3.6. Record keeping - We may process your personal data for the purposes of creating and maintaining our databases, back-up copies of our databases and our business records generally. The legal basis for this processing is our legitimate interests, namely ensuring that we have access to all the information we need to properly and efficiently run our business in accordance with this policy.
3.7. Security - We may process your personal data for the purposes of security and the prevention of fraud and other criminal activity. The legal basis of this processing is our legitimate interests, namely the protection of our website, services and business, and the protection of others.
3.8. Insurance and risk management - We may process your personal data where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks and/or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.
3.9. Legal claims - We may process your personal data where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.
3.10. Legal compliance and vital interests - We may also process your personal data where such processing is necessary for compliance with a legal obligation to which we are subject or in order to protect your vital interests or the vital interests of another natural person.
3.11. Automated decision-making - We will not use your personal data for the purposes of automated decision-making.
4. Providing your personal data to others
4.1. We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice.
4.2. We may disclose your contact data to our suppliers or subcontractors insofar as reasonably necessary for performance of contract.
4.3. We will not, without your express consent, supply your personal data to any third party for the purpose of their or any other third party’s direct marketing.
4.4. Financial transactions relating to services are handled by our payment services providers, NatWest. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers' privacy policies and practices at https://www.natwest.com/privacy-policy.html. We may disclose personal data to any of our employees insofar as reasonably necessary for the purpose set out in this policy.
4.5. We may disclose personal data to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling.
4.6. In addition to the specific disclosures of personal data set out in this Section 4, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
5. International transfers of your personal data
5.1. In this Section 5, we provide information about the circumstances in which your personal data may be transferred to a third country under UK data protection law.
5.2. We may transfer your personal data from the European Economic Area (EEA) to the UK and process that personal data in the UK for the purposes set out in this policy, and may permit our suppliers and subcontractors to do so, during any period with respect to which the UK is not treated as a third country under EU data protection law or benefits from an adequacy decision under EU data protection law; and we may transfer your personal data from the UK to the EEA and process that personal data in the EEA for the purposes set out in this policy, and may permit our suppliers and subcontractors to do so, during any period with respect to which EEA states are not treated as third countries under UK data protection law or benefit from adequacy regulations under UK data protection law..
6. Retaining and deleting personal data
6.1. This Section 6 sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
6.2. Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
6.3. We will retain your personal data as follows:
a) contact data and communication data will be retained for as long as there is a reasonable expectation that you/we may have further need of our/your services; and permanently where there has been a delivered contract;
b) transaction banking data will be retained until it's no longer in use and records of the transaction and associated accounts will be kept indefinitely;
c) usage data will be retained for 2 years following the date of collection; and
d) identity data will be retained for as long as the information is required to fulfil our engagement with you e.g. meeting, site or office hosting.
6.4. Notwithstanding the other provisions of this Section 6, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
7. Your rights
7.1. In this Section 7, we have listed the rights that you have under data protection law.
7.2. Your principal rights under data protection law are:
a) the right to access - you can ask for copies of your personal data;
b) the right to rectification - you can ask us to rectify inaccurate personal data and to complete incomplete personal data;
c) the right to erasure - you can ask us to erase your personal data;
d) the right to restrict processing - you can ask us to restrict the processing of your personal data;
e) the right to object to processing - you can object to the processing of your personal data;
f) the right to data portability - you can ask that we transfer your personal data to another organisation or to you;
g) the right to complain to a supervisory authority - you can complain about our processing of your personal data; and
h) the right to withdraw consent - to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent.
7.3. These rights are subject to certain limitations and exceptions. You can learn more about the rights of data subjects by visiting A guide to individual rights | ICO.
7.4. You may exercise any of your rights in relation to your personal data by written notice to us, using the contact details set out below.
7.5. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
8. Amendments
8.1. We may update this policy from time to time by publishing a new version on our website.
8.2. You should check this page occasionally to ensure you are happy with any changes to this policy.
9. Our details
9.1. Full name of legal entity is Multiple Access Communications Ltd.
9.2. We are registered in England and Wales under registration number 1979185, and our registered office is at Delta House, Southampton Science Park, Southampton, SO16 7NS.
9.3. Our principal place of business is at Delta House, Southampton Science Park, Southampton, SO16 7NS.
9.4. You can contact us:
a) by post, to the postal address given above;
b) using our website contact form;
c) by telephone, on the contact number published on our website; or
d) by email, using the email address enquiries@macltd.com,also published on our website.
10. Data protection officer
10.1. Our data protection officer can be contacted by emailing enquiries@macltd.com.
