Privacy policy.
Introduction.
This
Privacy Policy applies to the personal data Quill Digital Ltd collect and
process through the provision of products and services to prospective and
existing customers. Quill Digital Ltd do not market their services to
individual consumers only those who are considered commercial entities.
For the purpose of
applicable data protection
legislation (including but not limited to the General Data Protection
Regulation 2018) the company responsible for your personal data is Quill
Digital Ltd.
It is
important to point out that we may amend this Privacy Policy from time to time.
Please just visit this page if you want to stay up to date, as we will post any
changes here or follow the links in relevant emails regarding our GDPR and Data
Privacy policies.
If
you are dissatisfied with any aspect of our Privacy Policy, you may have legal
rights and, where relevant, we have described these as well.
At a glance
' What kind of personal data do we
collect and how is it processed?
CLIENT
DATA
If
you are a Quill Digital Ltd customer, we need to collect and use information
about you, or individuals at your organisation,
in the course
of
providing you with Managed Services or hardware sales support. Our
CRM records are retained within security protected storage environments with
appropriate user controls to prevent unauthorised access
We
hold your personal data in respect of your work contact details including:
'
Name
'
Job title
'
Work telephone and email address
The
processing applied to this data is either as part of the performance of a
contract or due to an individual being party to the performance of contract is
necessary and therefore supported by the consent provided by our contractual
dealings with clients.
QUILL
DIGITAL LTD retain a legitimate interest for the retention of commercial
contact data if we have historically provided quotations to an organisation via
a specified individual.
To
the extent that you access our website we will also collect certain data from
you. If you would like more information about this, please review our Cookies
Policy.
Should
we be required to process additional information for the purposes of Managed
Services this will be in response to specific instructions covered by a defined
scope of works and subject to this policy.
QUILL
DIGITAL LTD may send marketing emails to those within our CRM about offers,
products or new services. All such communications will be compliant with the
GDPR and Privacy and Electronic Communications Regulations 2003 (PECR) and
provide unsubscribe options for those who do not wish to receive such
communications but still receive ongoing service and sales support from QUILL
DIGITAL LTD.
SUPPLIER
DATA
We
need a small amount of information from our Suppliers to ensure that things run
smoothly. We need contact details of relevant individuals at your organisation
so that we can communicate with you. We also need other information such as
your bank details so that we can pay for the services you provide (if this is
part of the contractual arrangements between us) however as these are related
to the businesses we trade with they are not considered as personal data.
We
hold your personal data in respect of your work contact details including:
'
Name
'
Job title
'
Work telephone and email address
The
processing applied to this data if part of the performance of a contract or as
you are party to the performance of contract is necessary and therefore
supported by the consent provided by our contractual dealings with clients.
WEBSITE
USERS
When
accessing our website, we will learn certain information about you during your
visit. How we will handle information we learned about you depends upon what
you do when visiting our site.
If
you visit our site to read or download information on our pages, we collect and
store only the following information about you:
'
The name of the domain from which you access the
Internet.
'
The date and time you access our site.
'
The Internet address of the website you used to
link directly to our site.
For
site security purposes and to ensure that this service remains available to all
users, we use software programs to monitor network traffic to identify
unauthorised attempts to upload or change information, or otherwise cause
damage.
Information
about you.
We do
not collect personally identifiable information about individuals who visit our
site except when the information is specifically provided on a voluntary basis.
If you identify yourself by sending us an e-mail containing personal
information, then the information collected will be solely used to respond to
your message.
We
may contact you regarding our products or related services. Our customers may
receive information from us regarding special events, press releases, news of
complementary products from our strategic partners, and/or product-specific
technical information including security bulletins and notifications of
upgrades.
Keeping
Personal Information Secure
QUILL
DIGITAL LTD use appropriate technical, administrative
and physical procedures to safeguard your personal information and prevent
unauthorised access or disclosure.
Links
to Non-QUILL DIGITAL LTD Websites.
For
your convenience and information, this site may contain links to third party
websites. QUILL DIGITAL LTD is not responsible those sites or their privacy
practices, which may differ from QUILL DIGITAL LTD's practices. QUILL DIGITAL
LTD do not endorse or make any representations about third-party websites. The
personal data you choose to provide to or that is collected by third-party
sites is not covered by QUILL DIGITAL LTD's Privacy Policy.
Minors.
QUILL
DIGITAL LTD does not target its website to children under the age of 13 and
does not knowingly collect personally identifiable information from children
under the age of 13. In the event QUILL DIGITAL LTD determines that a person
with respect to whom it has collected personally identifiable information is
under the age of 13, QUILL DIGITAL LTD will promptly delete or destroy that
information.
Sites
covered by this Privacy Statement.
This
Privacy Statement applies to all QUILL DIGITAL LTD-owned websites and domains
and the websites and domains of QUILL DIGITAL LTD's wholly owned subsidiaries.
Quill
Digital Ltd Privacy policy changes.
QUILL
DIGITAL LTD reserve the right to change this policy at any time. Any changes to
the Policy will be posted on our website. This statement and the policies
outlined here are not intended to and do not create any contractual or other
legal rights in or on behalf of any party.
Your
personal data?
How
do we collect your personal data?
CLIENT
DATA
There
are two main ways in which we collect your personal data:
'
Directly from you; and
'
From your employer with whom we hold formal
contractual agreements for the processing of personal data to support the
provision of Software, Support, Managed Services or Sales Support activity
Who
do we share your personal data with?
CLIENT
DATA
If
you are an Quill Digital Ltd customer, we need to
collect and use information about you, or individuals at your organisation, in
the course of providing you with:
'
Software
'
Managed Services provision
'
Sales Support activity
'
Or assisting another organisation in support of our
overall provision of services
Our
supply chain is risk assessed and we hold suitable due diligence information on
file for each member of our supply chain to provide an assurance of their
ability to effectively process personal data and ensure it remains secure and not
disclosed to unauthorised resource or unnecessarily processed.
SUPPLIER
DATA
QUILL
DIGITAL LTD collect limited data on behalf of our supply chain and uses this
for the purposes of procuring products and services from them to support our
business and its internal administration and external customer facing
obligations and commitments.
This
data and it's processing is limited to the contractual agreements we hold with
our suppliers and is not processed in any other way that the servicing of our
relationship and the provision of your services either directly or indirectly
to us or our client base.
Any
personal data provided to our supply chain the fulfilment of our customer
facing obligations must be used only for the purpose it has been provided and
must not be retained for use and processing by the supply once such activities
has been completed.
Safeguarding
Personal Data
QUILL
DIGITAL LTD operate robust and effective security measures to protect our
commercial data from unauthorised access, manipulation
or denial.
All
contact details for customers sit within our CRM database which is hosted
within our secure data processing network. QUILL DIGITAL LTD only use class
leading service providers and have layered security mechanisms for user access,
permissions and device management.
Our
information security risk management is aligned within ISO27001 and we are seeking
certification to this standard to place increased verification on our security
planning and management.
How
long do we keep your personal data for?
We
consider the retention of commercial to be relevant and of legitimate interest
to both parties and therefore such data will be retained on file until such
time consent is withdrawn. Quill Digital Ltd will undertake necessary steps to
ensure that the data remains accurate and will contact you to verify the
validity of the data we hold
How can you access, amend
or take back the personal data that you have given to us?
Even
if we already hold your personal data, you still have various rights in
relation to it. To get in touch about these, please
contact us
. We
will seek to deal with your request without undue delay, and in any event in
accordance with the requirements of any applicable laws. Please note that we
may keep a record of your communications to help us resolve any issues which
you raise.
Right
to object
' If we are using your data because we deem
it necessary for our legitimate interests to do so, and you do not agree, you have
the right to object. We will respond to your request within 30 days (although
we may be allowed to extend this period in certain cases upon notification to
the data subject). Generally, we will only disagree with you if certain limited
conditions apply.
Right
to withdraw consent '
Where we have obtained your consent
to process your personal data for certain activities or consent to market to
you, you may withdraw your consent at any time subject to the contractual
agreement covering the processing. As an individual data subject our processing
of your data will be limited to those actions relating to existing contractual
agreements or under our legitimate interest of providing goods and services to
you
Data
Subject Access Requests (DSAR) '
Just so it's clear, you have
the right to ask us to confirm what information we hold about you at any time,
and you may ask us to modify, update or delete such information. At this point
we may comply with your request or, additionally do one of the following:
'
We may ask you to verify your identity, or ask for
more information about your request; and
'
Where we are legally permitted to do so, we may
decline your request, but we will explain why if we do so
Right
to erasure
' In certain situations (for example, where
we have processed your data unlawfully), you have the right to request us to
'erase' your personal data. We will respond to your request within 30 days
(although we may be allowed to extend this period in certain cases) and will
only disagree with you if certain limited conditions apply.
If we
do agree to your request, we will delete your data but will generally assume
that you would prefer us to keep a note of your name on our register of
individuals who would prefer not to be contacted. That way, we will minimise
the chances of you being contacted in the future where your data are collected
in unconnected circumstances. If you would prefer us not to do this, you are
free to say so.
Right
of rectification '
If the data we hold on you is incorrect you have
the right to notify us and we shall update our records accordingly to ensure
that they remain valid. QUILL DIGITAL LTD shall reasonable
steps to maintain the accuracy of our data sets in order to continue to provide
you with industry leading service however sometimes details alter and we shall
make every effort to maintain accurate records.
Right
of data portability '
If you wish, you have the right to
transfer your data from us to another data controller. We will help with this '
either by directly transferring your data for you, or by providing you with a
copy in a commonly used machine-readable format.
Right
to lodge a complaint with a supervisory authority (the ICO) '
You
also have the right to lodge a complaint with the ICO.
If
your interests or requirements change, you can unsubscribe from part or all of
our marketing content (for example job role emails or Quill Digital Ltd
newsletters) by clicking the unsubscribe link in the email, or by updating your
preferences through our preference centre on the Quill Digital Ltd website (by
signing into your account or entering your email address).
How do we store and transfer your data
internationally?
Quill
Digital Ltd will only store your data within the United Kingdom and will not
transfer your data internationally.