1. Scope

All data subjects whose personal data is collected, in line with the requirements of the GDPR.

2. Responsibilities

CARA Technology is responsible for ensuring that this notice is made available to data subjects prior to CARA Technology collecting/processing their personal data.

All Employees and contractors of CARA Technology, who interact with client data, are responsible for ensuring that this notice is drawn to the data subject’s attention and, where appropriate, their consent to the processing of their data is secured.

3. Privacy Notice

3.1 Who Are We

Restore Computer Services Ltd t/a CARA Technology, herein referred to as “CARA Technology”. Are a leading supplier of IT support services to SMEs.

3.2 GDPR Lead

Our GDPR Lead, Andrew Rosamond, can be contacted directly here:

3.3 Data

Our GDPR Lead, Andrew Rosamond, can be contacted directly here:

Personal Data Type

Source

Contact Details including:

  • Name,
  • Email address,
  • Contact telephone numbers, and
  • Business address

Directly from you or your organization, as a result of an inbound inquiry via email, visiting our website, a telephone or face to face conversation. Collected for:

  • Account management
  • Order processing
  • Support Services
  • Marketing

Device related information from the user’s device, including information such as an IP address, device type, unique device identification numbers, browser-type, broad geographic location (e.g. country or city-level location), the date and time of use of our Services, the date and time of an event on the client’s IT systems, system logs, and technical attributes about the device or a web browser. In some countries, including countries in the European Economic Area, this information may be considered “personal data” under applicable data protection laws.

From visiting our website or from our Remote Monitoring and Maintenance services (RMM) used in conjunction with the provision of our support services

Replicated offsite copies of customer backup data.

Secure password protected encrypted copies stored in a secure data centre.

3.4 Purpose

The personal data we collect will be used for the following purposes:
Contacting you in relation to a business service we already provide to your organisation, or marketing services until consent is withdrawn, including but not limited to:

  • IT Support
  • Managed Services delivery
  • Order fulfilment
  • IT administration

3.5 Legal Basis

In line with Article 6(1b) of the GDPR and for all purposes, except for marketing, processing is necessary to allow us to fulfil our obligations in relation to service provision under our contractual agreements with our clients, including but not limited to

  • Contractual obligations under a support agreement
  • Responding to an inbound request
  • Registering warranties
  • Registering services and or products

3.6 Consent

By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified.  Consent is required for CARA Technology to process both types of personal data, but it must be explicitly given. Where we are asking you for sensitive personal data we will always tell you why and how the information will be used.

You may withdraw consent at any time by completing a Data subject consent withdrawal form which will be provided on request

3.7 Disclosure

CARA Technology will pass on your personal data to third party suppliers and partner organisations, without first obtaining your consent, in performance of their duties under any customer obligations. these 3rd parties will include but not be limited to: –

  • Software and Hardware manufacturers
  • Fulfilment Partners
  • Logistics companies

3.8 Retention Periods

CARA Technology process personal data for the following periods: –

Account Management

Order Processing

Support/Service Delivery

Marketing

Replicated Backup Data

For as long as you remain a client plus a minimum of 7 years

For as long as you remain a client plus a minimum of 7 years

Until Consent is withdrawn

For as long as you remain a client plus a minimum of 7 years

For as long as you remain a client plus a minimum of 7 years

3.9 Your Rights

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

  • Right of access – you have the right to request a copy of the information that we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records
  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
  • Right to judicial review: if CARA Technology refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in section 5 below.

4 Online Privacy Statement

4.1 Personal Data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:

“any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

4.2 How we use your information

This privacy notice tells you how we, CARA Technology, will collect and use your personal data for provision of the services detailed on our website and for marketing purposes.

4.3 Why does CARA Technology need to collect and store and personal data

In order for us to provide you with products and services we need to collect personal data for both correspondence and product/service delivery. In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy.

In terms of being contacted for marketing purposes CARA Technology would contact you for additional consent.

4.4. Will CARA Technology share my personal data with anyone else?

We may pass your personal data on to third-party service providers contracted to CARA Technology in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with CARA Technology’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.

4.5. How will CARA Technology use the personal data it collects about me

CARA Technology will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. CARA Technology is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

4.6. Under what circumstances will CARA Technology contact me?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

4.7. Can I find out the personal data that the organisation holds about me?

CARA Technology at your request, can confirm what information we hold about you and how it is processed. If CARA Technology does hold personal data about you, you can request the following information:

  • Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
  • Contact details of the data protection officer, where applicable.
  • The purpose of the processing as well as the legal basis for processing.
  • If the processing is based on the legitimate interests of CARA Technology or a third party, information about those interests.
  • The categories of personal data collected, stored and processed.
  • Recipient(s) or categories of recipients that the data is/will be disclosed to.
  • If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
  • How long the data will be stored.
  • Details of your rights to correct, erase, restrict or object to such processing.
  • Information about your right to withdraw consent at any time.
  • How to lodge a complaint with the supervisory authority.
  • Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
  • The source of personal data if it wasn’t collected directly from you.
  • Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

4.8. What forms of ID will I need to provide in order to access this?

CARA Technology accepts the following forms of ID when information on your personal data is requested.

  • Passport
  • Driving licence
  • Birth certificate
  • Utility bill (from last 3 months)

4.9. Contact Details of the GDPR Owner

  • info@cara.uk.com
  • 01625 615384

5. Complaints

If you wish to make a complaint about how your personal data is being processed by CARA Technology (or third parties as described above), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and CAR Technology’s GDPR Lead.

6. Document Owner and Approval

The GDPR Lead is the owner of this document and is responsible for ensuring that this record is reviewed in line with the review requirements of the GDPR. A current version of this document is available to all members of staff on the company document Library and is published on the company website