1. Who we are and what we do
Who we are
We are TeamTech4 (“us”, “we”, “our”). We are a limited company registered in England and Wales under registration number 00972265 and we have our registered office at Shine Sports Ground, Lime Trees Rd, Bristol BS6 7XW. We are registered with the UK supervisory authority, Information Commission (“IC”) in relation to our processing of Personal Data under registration reference ZC089340.
What we do
We provide IT services, cyber security, Microsoft 365, automation and consultancy services to businesses and organisations. We are committed to protecting the privacy and security of the Personal Data we process about you.
Controller
Unless we notify you otherwise, we are the controller of the Personal Data we process about you. This means that we decide what Personal Data to collect and how to process it.
2. Purpose of This Privacy Notice
The purpose of this privacy notice is to explain what Personal Data we collect about you and how we process it. This privacy notice also explains your rights, so please read it carefully. If you have any questions or you wish to make a complaint, you can contact us using the information provided below under the ‘How to contact us and our Data Protection Officer’ section.
3. Who This Privacy Notice Applies To
This privacy notice applies to you if:
- You visit our website or our premises;
- You sign up to receive newsletters and/or other promotional communications from us; or
- You make an initial enquiry about any of our services or otherwise contact us to request information about our IT services, cyber security, Microsoft 365, automation, consultancy or related offerings.
Once we have responded to your initial enquiry and you progress to an active sales or customer relationship, our Customer Privacy Notice will apply to the subsequent processing of your Personal Data.
4. What Personal Data Is
‘Personal Data’ means any information from which someone can be identified either directly or indirectly. For example, you can be identified by your name or an online identifier.
‘Special Category Personal Data’ is more sensitive Personal Data and includes information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the purposes of uniquely identifying someone, data concerning physical or mental health or data concerning someone’s sex life or sexual orientation.
5. Personal Data We Collect
We collect the following types of Personal Data:
- Personal details such as your name, job title, company name and, where relevant, social media usernames or other publicly available professional identifiers.
- Contact information such as your business email address, telephone and mobile phone numbers, and business address.
- Enquiry information such as details of your enquiry, the services or information you are interested in, and information you provide when contacting us.
- Communication information such as records of your communications and correspondence with us, including information provided during telephone calls, emails or other communications.
- Technical information such as your Internet Protocol (IP) address, cookie identifiers, browser information, device information and other identifiers assigned to your computer or internet-connected device.
- Online activity information such as pages viewed, browsing activity, interactions with our website and interactions with advertisements.
- Preferences and settings information such as your marketing preferences and other preferences you provide to us.
- Location information such as your approximate location derived from your IP address or other information collected through our website.
- Professional and business information such as your role, organisation, business requirements and information relevant to understanding your initial enquiry.
- Feedback information such as feedback you provide about our website, services or communications.
We do not generally require financial information, contractual information, account credentials or detailed customer information at this initial enquiry stage. Where your enquiry progresses into a customer or prospective customer relationship, additional categories of Personal Data may be collected and processed in accordance with our Customer Privacy Notice.
6. How we collect your personal data
We collect most of the Personal Data directly from you, for example when you contact us in person, by telephone, text message or email, or when you use our website.
- reputable organisations that provide lead generation or business contact lists;
- individuals or organisations to whom you have provided consent to share your Personal Data with us; and
- publicly available sources, including social media platforms, professional networking sites and other publicly accessible websites.
Where we collect Personal Data from third parties or publicly available sources, we will only use it where we have a lawful basis to do so and in accordance with applicable data protection and electronic marketing laws.
7. Purposes, lawful bases and retention periods
We will only use your Personal Data when the law allows. We may collect and use the following types of personal data about you for the purposes explained below.
| Purpose of processing | Lawful Basis |
| Respond to initial enquiries and requests for information about our services. | Article 6(1)(f) Legitimate Interest – It is necessary to respond to initial enquiries and provide information requested by individuals. |
| Identify potential customers and assess whether our services may be relevant to their requirements | Article 6(1)(f) Legitimate Interest – It is necessary to assess initial enquiries and identify relevant business opportunities. |
| Arrange and manage initial meetings, demonstrations, workshops or other introductory activities | Article 6(1)(f) Legitimate Interest – It is necessary to arrange and manage initial interactions with potential customers. |
| Communicate with individuals who have contacted us regarding our services or business | Article 6(1)(f) Legitimate Interest – It is necessary to respond to and manage communications arising from an initial enquiry. |
| Maintain records of initial enquiries and communications with potential customers | Article 6(1)(f) Legitimate Interest – It is necessary to maintain an appropriate record of initial enquiries and communications. |
| Contact potential customers about our services and business opportunities through direct marketing | Article 6(1)(f) Legitimate Interest – It is necessary to promote our services to relevant business contacts, where permitted by applicable law. |
| Send newsletters and other promotional communications where you have requested or consented to receive them | Article 6(1)(f) Legitimate Interest – It is necessary to promote our services and maintain awareness of our business among relevant business contacts. |
| Manage marketing preferences and record objections or withdrawals from marketing communications | Article 6(1)(f) Legitimate Interest – It is necessary to manage individuals’ marketing preferences and comply with marketing requirements. |
| Monitor and improve the performance, security and functionality of our website | Article 6(1)(f) Legitimate Interest – It is necessary to ensure the website operates securely and effectively. |
| Remember user settings and preferences | Article 6(1)(a) Consent |
| Measure website usage and improve website performance | Article 6(1)(a) Consent |
| Deliver personalised advertising and measure campaign effectiveness | Article 6(1)(a) Consent |
| Enable social media integrations and content sharing | Article 6(1)(a) Consent |
| Use CCTV for security and safety purposes at our premises | Article 6(1)(f) Legitimate Interest – It is necessary to protect our premises, employees, visitors and other individuals attending our sites. |
For more information on the cookies we use and the reasons why, you can view our cookie notice here.
8. Sharing your Personal Data
- Your Personal Data may be disclosed internally to relevant departments and individuals, including sales, marketing, business development, IT and management. Only Personal Data necessary for responding to initial enquiries, managing communications, marketing and other pre-customer business activities is processed.
- Third parties with whom we might share your Personal Data
- We may share your Personal Data with third parties where required by law, necessary to operate our website and business, or where we have a legitimate interest in doing so. This may include service providers supporting our marketing and communications activities, website hosting and security, IT systems, analytics, customer relationship management, advertising, email distribution, social media and other services that support our pre-customer activities.
We may also share your Personal Data with professional advisers, regulators, law enforcement authorities, courts and other third parties where necessary to comply with legal or regulatory obligations, establish or defend legal rights, or protect our legitimate business interests.
Where your initial enquiry progresses into an active sales or customer relationship, your Personal Data may be transferred into our customer or prospective customer records and processed in accordance with our Customer Privacy Notice.
- Obligations on third parties with whom we share your Personal Data
- Our third-party service providers are required to take appropriate security measures to protect your Personal Data. We only permit them to process your Personal Data for specified purposes and in accordance with our instructions, and do not permit them to use it for their own purposes, except where they are acting as an independent controller and have their own lawful basis for processing your Personal Data.
9. International Transfers
Your Personal Data may be processed outside of the UK. This is because the organisations we use to provide our service to you are based outside the UK.
We have taken appropriate steps to ensure that when your Personal Data is processed in a country outside the UK, it does not have a materially lower level of protection than that guaranteed in the UK. We do this by ensuring that:
- Your Personal Data is only processed in a country which the Secretary of State has confirmed has an adequate level of protection (an adequacy regulation), or
- We enter into an International Data Transfer Agreement (“IDTA”) with the receiving organisation and adopt supplementary measures, where necessary. (A copy of the IDTA can be found here https://ico.org.uk/media2/migrated/4019538/international-data-transfer-agreement.pdf; or
- When transferring your Personal Data to America, we may rely on the UK-US Data Bridge, where appropriate.
10. How long we keep your data
We only retain your personal information for as long as is necessary to fulfil the purposes for which it was collected, including meeting any legal, regulatory, accounting or reporting requirements.
The length of time we retain your personal information will depend on the nature of the information, the purpose for which it was collected and our legal obligations. Retention periods may vary depending on the type of information and your interactions with our website and services.
For further information about the retention periods that apply to your personal information, please contact us using the details provided in the “How to Contact Us” section.
11. Automated Decision-making
We do not make any decisions about you based solely on automated decisions.
12. Your rights
You have certain rights in relation to the processing of your Personal Data, including to:
- Right to be informed
- You have the right to know what personal data we collect about you, how we use it, for what purpose and in accordance with which lawful basis, who we share it with and how long we keep it. We use our privacy notice to explain this.
- Right of access (commonly known as a “Subject Access Request”)
- You havethe right to receive a copy of the Personal Data we hold about you.
- Right to rectification
- You have the right to have any incomplete or inaccurate information we hold about you corrected.
- Right to erasure (commonly known as the right to be forgotten)
- You have the right to ask us to delete your Personal Data.
- Right to object to processing
- You have the right to object to us processingyour Personal Data. If you object to us using your Personal Data for marketing purposes, we will stop sending you marketing material.
- Right to restrict processing
- You have the right torestrict our use of your Personal Data. This means you can ask us to suspend the processing of your Personal Data, in certain circumstances, such as where you contest the accuracy of the Personal Data.
- Right to portability
- You have the right to ask us to transferyour Personal Data to another party.
- Automated decision-making.
- You have the right not to be subject to a decision based solely on automated processing which will significantly affect you.
- Right to withdraw consent
- If you have provided your consent for us to process your Personal Data for a specific purpose, you have the right to withdraw your consent at any time. If you do withdraw your consent, we will no longer process your information for the purpose(s) you originally agreed to, unless we are permitted by law to do so.
How to exercise your rights
You will not usually need to pay a fee to exercise any of the above rights. However, we may charge a reasonable fee if your request is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
If you wish to exercise your rights, you may contact us using the details set out below within the section called ‘How to contact us’. We may need to request specific information from you to confirm your identity before we can process your request. Once in receipt of this, we will process your request without undue delay and within one month. In some cases, such as with complex requests, it may take us longer than this and, if so, we will keep you updated.
13. Complaints
If you are unhappy with how TeamTech4 handles your personal data, you have the right to complain. We will acknowledge receipt of your complaint within 30 days, investigate the matter without undue delay, and keep you informed of the progress and outcome. If you wish to complain please use the contact details given below under “How to Contact Us”.
We will do our best to resolve the matter to your satisfaction. If you are not satisfied with the outcome of your complaint, you can complain with the relevant supervisory authority. The supervisory authority in the UK is the Information Commission who can be contacted online at:
- Contact us | ICO or by telephone on 0303 123 1113
- For supervisory authorities in other countries within the EU see the link below:
- https://edpb.europa.eu/about-edpb/about-edpb/members_en
14. How To Contact Us
For further information regarding your personal data or about TeamTech4’s approach to data protection in general please contact our Data Protection Officer at:
Shine Sports Ground,
Lime Trees Rd,
Bristol
BS6 7XW
(t) 0117 374 1248
15. Changes to this privacy notice
We may update this privacy notice from time to time in response to changes in applicable laws and regulations and our processing practices. When changes are made, we will update the effective date at the top of this page.