Our company policy regarding your privacy
We are committed to protecting your privacy and the information we hold on you. This privacy notice describes important information on who we are and how and why we collect, store, use and share your personal information. It also explains your rights in relation to your personal information and how to contact us or supervisory authorities in the event you have a complaint.
Our Contact Details
Meridian IT Ltd
Forward House, 17 High Street, Henley-in-Arden, Warwickshire, B95 5AA
Tel: +44 (0) 1564 330 650
Contact DPO: firstname.lastname@example.org
Where Meridian IT collects personal information from you, deems us as the data controller and therefore responsible for your personal data.
We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the DPO using the details set out above.
Making a complaint
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
- Identity Dataincludes first name, last name, username or similar identifier, title.
- Contact Dataincludes billing address, delivery address, email address and telephone numbers.
- Transaction Dataincludes details about payments to and from you and other details of services you have purchased from us.
- Technical Dataincludes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
- Profile Dataincludes your username and password, purchases or orders made by you, your preferences, feedback and survey responses.
- Usage Dataincludes information about how you use our website, products and services.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
The type of personal information we collect about you depends on the relationship we have with you.
We may collect and use the following personal information about you:
- Your name and contact information, including address, email address and telephone numbers
- Delivery address for delivery of purchase
- Your billing information, transaction, and payment information
- Your purchase history
- Information about how you use IT, communication, and other systems
- Any other information that may identify you that you have voluntarily provided to us
Visitors to website
- Cookies in order to get a better understanding of the use of our website
Visitors to our office/hangar
- CCTV Footage
- Visitor’s name, telephone number and vehicle registration (if applicable) for signing-in purposes
- CVs and contact details if you are applying for a position
- Contact details to facilitate or establish any relationship with you
- Your identification and other documentation (such as passport, ID card, proof of address) for our right to work checks or security clearance checks (employment engagement purposes)
This personal information is required to provide services or items to you or to receive services or items from you. If you do not provide personal information we ask for, it may delay or prevent us from providing or obtaining items and/or services to you.
Personal data of children
Our website and services are targeted at persons over the age of 18.
If we have reason to believe that we hold personal data of a person under that age in our databases, we will delete that personal data.
How your personal information is collected
We collect most of this personal information directly from you in person, by telephone, email and/or via our website. However, we may also collect information:
- From cookies on our website
- Various professional online sources, such as LinkedIn or other professional organisations
- CCTV images when you visit our sites
- We may receive personal data about you from various third parties and public sources
- Technical data from the analytics providers such as Google.
- Contact, financial and transaction data from providers of technical, payment and delivery services based inside the EU.
- Identity and contact data from publicly availably sources such as Companies House.
How and why we use your personal information
Under data protection law, we can only use your personal information if we have a proper reason for doing so, for example:
- To comply with our legal and regulatory obligations
- For the performance of our contract with you or to take steps at your request before entering into a contract with you
- For our legitimate interests or those of a third party, or
- Where you have given consent
- A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
The table below explains what we use (process) your personal information for and our reasons for doing so:
Type of data
Lawful basis for processing including
To register you as a new customer
Performance of a contract with you
To process and deliver your order including:
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to recover debts due to us)
To manage our relationship with you which will include:
(b) Asking you to leave a review or take a survey
(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
To enable you to partake in a prize draw, competition or complete a survey
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation
To deliver relevant website content to you
Necessary for our legitimate interests (to study how customers use our products/services and to develop them)
To use data analytics to improve our website, products/services, customer relationships and experiences
Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant and to develop our business)
To make suggestions and recommendations to you about goods or services that may be of interest to you
Necessary for our legitimate interests (to develop our products/services and grow our business)
To fill an employment vacancy.
Necessary for our legitimate interests (to grow our business)
CCTV footage at our site
We may operate CCTV at our sites for the detection and prevention of crime and for the health and safety of visitors and staff at our site. We normally only keep CCTV footage for 30 days.
We will not use your personal data to market to you nor provide it to any third parties.
To consider you for roles within our organisation we will need to discuss your application and personal information with relevant employees. Only employees involved within the recruitment process will have access to your information and will keep it secure. If you are not selected for an interview, your personal information will be deleted from our systems immediately, unless you wish us to store your personal details for future opportunities. In these instances, we retain your information up to 12 months.
To facilitate any business to business relationships with suppliers or other third party businesses we will need to process personal details of persons within those businesses such as names, email addresses and job titles. (legitimate interest)
We may use your personal information to send you updates by email, post or social media communications about our services, and events.
We have a legitimate interest in processing your personal information for promotional purposes. This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.
We will always treat your personal information with the utmost respect and never sell it to other organisations outside Meridian IT Ltd for marketing purposes.
We may share your personal information for marketing purposes with third parties but only where we have engaged such third parties to market on our behalf. They will only act upon our strict instructions and we will only allow them to handle your personal information if we are satisfied, they take appropriate measures to protect your personal information.
You have the right to opt out of receiving promotional communications at any time by using the ‘unsubscribe’ link in emails
Who we share your personal information with
We routinely share personal information with:
- Intercompany management, part of the Meridian Group.
- Third parties we use to help deliver our services or events, for example, financial screening providers, delivery companies, IT data centre management, event organisers/suppliers.
- Other third parties we use to help us run our business, for example, marketing agencies, website hosts or administrative/audit functions.
- Our insurers and brokers (if applicable).
- Our bank, (if applicable).
We only allow our service providers to handle your personal information if we are satisfied they take appropriate measures to protect your personal information. We may also share personal information with external auditors for accreditation and the audit of our accounts.
We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
We may also need to share some personal information with other parties, such as during a re-structuring. Usually, information will be anonymised, but this may not always be possible. The recipient of the information will be bound by confidentiality obligations.
International transfers of your personal data
In this Section, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).
We and our other group companies have offices and facilities in the US, UK, Canada, Germany, Australia, Singapore, India, China, and Hong Kong. The European Commission has made an “adequacy decision” with respect to the data protection laws of each of these countries. Transfers to each of these countries will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission.
The hosting facilities for our website are situated in Amsterdam. The European Commission has made an “adequacy decision” with respect to the data protection laws of each of these countries. Transfers to each of these countries will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission.
You acknowledge that personal data that you submit for publication through our website or services may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.
How long your personal information will be kept
We will keep your personal information while we are providing services to you or during a recruitment process. Thereafter, we will keep your personal information for as long as is necessary to respond to any questions, complaints or claims made by you or on your behalf:
- To show that we treated you fairly.
- To keep records required by law.
We will not retain your personal information for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of personal information. For other personal data we carry out an annual audit to establish what is still necessary. Further details on this are available upon request by contacting us using our details at the beginning of this policy.
When it is no longer necessary to retain your personal information, we will delete or anonymise it.
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.
You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it.
We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one calendar month. Occasionally it may take us longer than a calendar month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Keeping your personal information secure
We have appropriate security measures to prevent personal information from being accidentally lost or used or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We will take appropriate technical and organisational precautions to secure your personal data and to prevent the loss, misuse, or alteration of your personal data. We will store all your personal data on secure servers, personal computers and mobile devices, and in secure manual record-keeping systems.
Data relating to your enquiries that is sent from your web browser to our web server, or from our web server to your web browser, will be protected using encryption technology. You acknowledge that the transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
EU-U.S. and Swiss-U.S. Privacy Shield Framework
Our parent company, Meridian Group International, Inc, participates in and has certified its compliance with the EU-U.S. and Swiss-U.S. Privacy Shield Framework. Meridian Group International, Inc, is committed to subjecting all personal data received from the EU or Switzerland, in reliance on the Privacy Shield Framework, to the Framework’s applicable Principles. To learn more about the Privacy Shield Framework, visit the U.S. Department of Commerce’s Privacy Shield List.
You can ask us for a copy of this privacy notice using the contact details set out above. We may change or update this privacy notice from time to time. If changes to this privacy notice will have a major effect on what we do with your personal data or on you personally, we will give you enough notice to allow you to exercise your rights (for example, to object to the processing).