Personal information and personal data for the purpose of this Policy is defined as “any sort of information or an opinion about an individual, whether true or not”, and includes all personal data about an individual, or which can be used to identify an individual either directly or indirectly (referred to collectively as “Personal Information”).
A sub-category of Personal Information is sensitive information and data. For the purposes of this Policy, sensitive information and data includes information of a particularly sensitive nature, such as information relating to an individual’s health, racial or ethnic origins, political opinions, membership of a trade union or political association, religious beliefs or affiliations, philosophical beliefs, sexual preferences or criminal record.
If you are an EU resident, then please refer to the “GDPR Statement” as a separate link on our website, which explains your rights and our obligations under the GDPR regime.
1 WHAT PERSONAL INFORMATION DOES ALEXIS IT COLLECT, FROM WHOM AND FOR WHAT PURPOSE?
Alexis IT will only collect Personal Information that is necessary for its functions and activities. It will only collect Personal Information by fair and lawful means. Alexis IT may collect and process personal information through a variety of means, including, as examples, access to Alexis IT sites or services, employment processes, or correspondence with Alexis IT representatives, through purchase of goods or services or in the course of an online services. Alexis IT collects and holds different categories of information depending on the services being provided and the jurisdiction in which those services are being provided. The following types of Personal Information may be collected:
a) Information about Alexis IT’s Contractors and Suppliers
Alexis IT collects, directly from our contractors and suppliers, Personal Information about them. This Personal Information includes their name and contact details which allows them to be contacted. For workplace health and safety reasons we may also collect from contractors certain Sensitive Information with consent; for example, medical information a contractor has provided us about any injuries he or she may currently suffer.
From third parties, we may also collect feedback and information relating to our contractors and suppliers’ performance of services for Alexis IT. This information is collected for the purposes of monitoring our contractors and suppliers’ performance of services and to ensure that we are able to provide the highest quality products and services to our customers.
b) Information about job applicants
Applicants for a position at Alexis IT will be asked to supply details relevant to the job application such as name, contact details, information contained in CVs, driver’s licence or passport. We may also collect from third parties identified as referees Personal Information relating to the applicant. This information is used for the purposes of determining suitability for the vacant role.
c) Information about customers and their employees and customers
Personal Information may be collected from customers such as name, contact details, bank account and credit card details.
All customer Personal Information collected by Alexis IT is used for our business functions and activities. These include:
- for billing purposes and order fulfilment;
- to contact customers about our provision of services;
- to maintain account details;
- to provide technical support e.g. account creation, password reset;
- to provide information on request about our products and services;
- to streamline and personalise customer experience while dealing with Alexis IT;
- to undertake customer satisfaction surveys and to tailor Alexis IT information, services or products in order to improve and enhance those services and products provided to our customers.
- Alexis IT may also collect from its customers Personal Information relating to its employees and customers; for example, payroll information. This Personal Information is used so that we can facilitate provision of the services our customers have requested.
Occasionally, Alexis IT uses aggregated Personal Information derived from use of our products and services to provide Alexis IT with anonymous demographic and customer usage information. This information does not identify individuals. This anonymous, aggregated information is used to improve Alexis IT services and products.
2 QUALITY OF PERSONAL INFORMATION
Alexis IT will ensure, to the extent reasonably possible, that Personal Information collected, used or disclosed is accurate, up-to-date, complete and relevant. If Alexis IT becomes aware that any of the Personal Information it holds is inaccurate it will take prompt steps to update its records so that those records are correct.
3 DATA SECURITY
Alexis IT takes active measures to ensure the security of Personal Information it holds is protected from misuse, interference, loss and unauthorised access, modification or disclosure.
All Alexis IT ICT devices, storage and channels are subject to continuous monitoring, logging analysis and audit. Alexis IT may choose to contract a third party to perform those functions.
All Personal Information is stored at secure premises using good quality security protocols.
Alexis IT security systems are regularly reviewed and updated to maintain the integrity of the Alexis IT security posture.
4 ACCESS AND CORRECTION OF PERSONAL INFORMATION
Subject to verification of identity, any Personal Information held about an individual may be accessed, updated or corrected by application to a Alexis IT Privacy Officer (for contact details, see section 9 below).
There is generally no fee for an individual to make a request or to be provided access to his or her Personal Information. However, depending on the complexity of the request a reasonable processing fee may be charged in some cases.
Alexis IT will endeavour to respond to access and correction of Personal Information within 15 business days after a written request is received by the Alexis IT Privacy Officer.
5 DIRECT MARKETING
Alexis IT will only engage in direct marketing practices in accordance with the laws of the relevant country or jurisdiction. At any time an individual or organisation may contact Alexis IT to request that they no longer receive any marketing material or information from Alexis IT.
For email communications, Alexis IT also provides a simple opt-out (unsubscribe) mechanism that individuals can easily submit at any time.
If you feel at any stage we have incorrectly used your Personal Information for direct marketing, please contact us immediately (for contact details, see section 9 below).
6 DISCLOSURE AND RETENTION OF PERSONAL INFORMATION
As part of providing services to a customer, Alexis IT may disclose Personal Information to third party suppliers and contractors of services or retain and disclose Personal Information as authorised by law for example metadata.
Alexis IT may disclose some Personal Information to its affiliated entities in countries in which Alexis IT operates for the purposes of providing services to our customers, including technical support. Such disclosure is subject to the privacy laws applicable in the jurisdiction where that affiliated entity is located. A formal intragroup agreement is in place to ensure all Personal Information is properly protected at all times for transfers within the Alexis IT global group.
Alexis IT only retains Personal Information for as long as required by applicable law or as needed for our business functions and activities. If Personal Information is no longer needed it is then destroyed or disposed of in a secure manner.
7 INTERNATIONAL DATA TRANSFERS
As a provider and user of IT Services including cloud services, Alexis IT retains Personal Information on servers that may be located in a number of overseas countries.
Alexis IT recognises and respects the varying national laws and obligations and their impact on cross-border data transfers when transferring or processing Personal Information outside of the country of collection for the purposes identified above. Alexis IT will take all reasonable steps to ensure that no person or entity, breaches any relevant privacy and data protection laws using a variety of lawful data transfer mechanisms and contractual agreements for privacy and data protection.
8 WEBSITE BROWSING
Accessing Alexis IT’s websites will result in some information being logged including the time of access, IP address and the pages that have been viewed or accessed.
Alexis IT’s websites may contain links to external websites. Alexis IT is not responsible for the content or privacy policies that govern such external websites.
9 PRIVACY ISSUES
Due to the nature of the services that Alexis IT provides, in most situations it will be impracticable for an individual to deal with us on an anonymous basis. However, Alexis IT will consider anonymous requests on a case by case basis.
If you are not satisfied with Alexis IT’s response and the issue relates to a privacy concern or alleged breach by Alexis IT, you may take your complaint to the relevant government authority responsible for privacy and data protection.