Privacy Notice


                    

Who are we?

Southfield Systems Ltd are a software development company, based in York.

Southfield Systems Ltd have a registered office based at I.T. Centre York Science Park. Heslington, York, North Yorkshire, YO10 5NP and a company number of 04083033. +44 (0)1904 435200, data protection registration reference Z5048716.

How the law protects you

Data protection laws state that we are only able to process personal data if we have valid reasons to do so. The basis for processing your personal data includes, but is not limited to, legitimate business interest, your consent, performance of a contract, to enable billing and remittance, and to contact you for customer service purposes.

How do we collect personal data from you?

We receive information about you when you use our website, complete forms on our website, if you contact us by phone, email, live-chat or otherwise in respect of any of our products and services or during the purchasing of any such product. Additionally we also collect information from you when you sign up, enter a competition, promotion or survey or when you inform us of any other matter. If you provide us with personal data about a third party, you warrant that you have obtained the express consent from the third party for the disclosure and use of their personal data. Your personal data may be automatically collected when you use our services, including but not limited to, your IP address, device-specific information, server logs, device event information, location information and unique application numbers.

What type of data do we collect from you?

The personal data that we may collect from you includes your name, address, email address, phone numbers, payment information and IP addresses. We may also keep details of your visits to our site including, but not limited to traffic data, location data, weblogs and other communication data. We also retain records of your queries and correspondence, in the event you contact us.

We only use the information we collect lawfully, for our own business purposes, and in accordance with the General Data Protection Regulation effective 25 May 2018 ("GDPR").

How do we use your data?

We may use information about you in the following ways:

  • To process orders that you have submitted to us;
  • To provide you with products and services;
  • To comply with our contractual obligations we have with you;
  • To help us identify you and any accounts you hold with us;
  • To enable us to review, develop and improve the website and services;
  • To provide customer care, including responding to your requests if you contact us with a query;
  • To administer accounts, process payments and keep track of billing and payments;
  • To detect fraud and to make sure what you have told us is correct;
  • To carry out direct marketing and statistical analysis with your consent or for legitimate business interests;
  • To review job applications;
  • To notify you about changes to our website and services;
  • To provide you with information about products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes;
  • To inform you of service and price changes.

Legitimate business interests

“Legitimate business interests” means the interests of our company in conducting and managing our business to enable us to give you as an interested company the best possible service.

Retention periods

We will keep your personal data for the duration of the period you are a customer of Southfield Systems. We shall retain your data only for as long as necessary in accordance with applicable laws. On the closure of your account, we may keep your data for up to 7 years after you have cancelled your services with us. We may not be able to delete your data before this time due to our legal and/or accountancy obligations. We may also keep it for research or statistical purposes. We assure you that your personal data shall only be used for these purposes stated herein.

Who has access to your personal data?

Here is a list of all the ways that we may use your personal data and how we share the information with third parties:

  • We process your data for administration, billing, support and the provision of services.
  • We may pass your personal data to third parties for the provision of services on our behalf (for example processing your payment). However, we will only ever share information about you that is necessary to provide the service and we have specific contracts in place.
  • We may share your information if we are acquired by a third party and therefore your data will be deemed an asset of the business. In these circumstances, we may disclose your personal data to the prospective buyer of our business, subject to both parties entering into appropriate confidentiality undertakings. Similarly, we may share your personal data if we are under a duty to disclose data in order to comply with any legal obligation or to protect the rights, property, or safety of Southfield Systems, our customers, or others. This includes but is not limited to exchanging information with other companies and organisations for the purposes of fraud protection, credit risk reduction and dispute policies. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

Your rights

In preventing the use or processing of your personal data, it may delay or prevent us from fulfilling our contractual obligations to you. It may also mean that we shall be unable to provide our services or process the cancellation of your contract or service.

You have the right to object to our use of your personal data, or ask us to delete, remove or stop using it if there is no need for us to keep it. This is known as your right to be forgotten. There are legal and accountancy reasons why we will need to keep your data, but please do inform us if you think we are retaining or using your personal data incorrectly.

Our Privacy Notice shall be made clear to you at the point of collection of your personal data.

You have the right to ask us not to process your personal data for marketing purposes. If you choose not to receive marketing communications from us about our products and services, you will have the choice not to choose these by ticking the relevant boxes situated on the pages either at sign up or in the Marketing or Newsletter distributions.

Accessing and updating your data

You must maintain the accuracy of your information and ensure all your details, including but not limited to, name, address, title, phone number, e-mail address and payment details are kept up to date at all times. You must do this by updating your personal details by contacting us via sales@southfields.com, or via phone at +44 (0)1904 435200.

You have the right to access the information we hold about you. Please email your requests to sales@southfields.com so that we can obtain this information for you.

Use of cookies

  • We use cookies to improve your experience on our websites, for security and for functionality purposes;
  • We also use cookies to understand your usage of our website;

Links to other sites

Southfield Systems may provide links to third party sites such as informational, social media sites or blogging platforms. Since we do not control those websites, we encourage you to review the privacy policies of these third party sites. Any information that is supplied on these sites will not be within our control and we cannot be responsible for the privacy policies and practices of these sites.

Where we store your personal data

We follow accepted ISO standards to store and protect the personal data we collect, including the use of encryption if appropriate.

All information you provide to us is stored on our secured servers within the EEA. From time to time, your information may be transferred to and stored in a country outside the EEA in relation to provision of the services. The laws in these countries may not provide you with the same protection as in the EEA; however, any third party referred to above outside of the EEA has agreed to abide by European levels of data protection in respect of the transfer, processing and storage of any personal data. By providing your data to us, you agree to this transfer and storage. However, we will ensure that reasonable steps are taken to protect your data in accordance with this privacy notice.

As the transmission of information via the internet is not completely secure, we cannot guarantee the security of your data transmitted to our site and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Any sensitive data (payment details for example) are encrypted and protected.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping the password confidential. We ask you not to share a password with anyone.

Liability

We agree to take reasonable measures to protect your data in accordance with applicable laws and in accordance with our General Terms and Conditions.

Data Breaches

In the event of a data breach, we shall ensure that our obligations under applicable data protection laws are complied with where necessary.

Contact us

Please e-mail any questions or comments you have about privacy to us at sales@southfields.com, or via phone at +44 (0)1904 435200.

Our review of this Privacy Notice

We keep this Privacy Notice and related privacy policies under regular review, so we recommend you check this page regularly to ensure you have the most up to date information.

This Privacy Notice was last updated on 20/05/2018