PRIVACY POLICY



We, IOCOM UK Limited, use your personal data to provide our collaboration services to you. We have described how we collect, store and use your data in this Privacy Policy. We take seriously our responsibilities to look after your data and we are committed to protecting your privacy. There are steps you can take to control what we do with your data and we have explained those steps in this Privacy Policy.

When we talk about data and personal data in this Privacy Policy, we mean personal data which identify you or which could be used to identify you such as your name and contact details. It may also include information about how you use our websites and mobile applications.

The following information will adhere to the GDPR Law and future iterations will have change log dates appended.


What you need to know

1) Who is responsible for your data

IOCOM UK Limited is responsible for your data. Our registered address is Little Tufton House, 3 Dean Trench St, Westminster, London SW1P 3HB. We are registered as a company in England and Wales under company number 09787096. We are the data controller of the data which we collect from you, and as such we control the ways your personal data are collected and the purposes for which your personal data are used.

2) Personal data we collect about you

Depending on how you use our services and our websites, we might collect the following kinds of information about you:

What we collect When we collect it

Your name and contact details

(email address, telephone number)

When you create an account with us

When you fill in forms on our website

Communication we have with you

(emails, letters, telephone calls, messages to our online chat service, messages sent to us through our social media platforms, feedback, and other future protocols)

When you get in touch with us

Information about you, your location and how you use our website, mobile applications

When you use our digital systems and services

When you accept our cookies placed on your device

When you update your account information

When you fill in forms on our website

When you get in touch with us

When you opt in to receiving messages from us

Sensitive personal data

We limit the circumstances in which we collect sensitive personal data of this kind, but we do collect and process it when for example:

  • In order to provide a valuable support service to you
  • in order to validate your login credentials

By providing any sensitive personal data, you explicitly agree that we may collect it and use it to provide services to you.

3) How we use your personal data

We can only use your personal data if we have a proper reason for doing so. According to the law, we can only use your data for one or more of these reasons:

  • To fulfill a contract we have with you, or
  • If we have a legal duty to use your data for a particular reason, or
  • When you consent to it, or
  • When it is in our legitimate interests.

Legitimate interests are our business or commercial reasons for using your data, but even so, we will not unfairly put our legitimate interests above what is best for you.

In the table below, we have set out the different ways in which we use your personal data and the reasons we rely on for using that data.

If we rely on our legitimate interests for using your personal data, we will explain that to you.

Countries take a different approach to the use by companies of legitimate interests as a reason for processing personal data. We are aware of those different approaches in the countries in which we operate and we take that into account and respect those differences when we process your personal data.

What we use your personal data for Legal grounds for using it Our legitimate interests
  • To provide services to you
  • Communicating with you and to send you information about your booking 
  
  • Fulfilling contracts
  • Our legitimate interests
  • With your consent
  • Keeping our records up to date, working out which of our products and services may interest you
  • Developing products and services and what we charge for them
  • Identifying or defining types of customers for new products of services
  • Being efficient about how we fulfil our contracts, provide our services and fulfil our legal duties
  • To communicate with you and manage our relationship with you
  • To personalise and improve your customer experience
  • Fulfilling contracts
  • Our legitimate interests
  • With your consent
  • Keeping our records up to date, working out which of our products and services may interest you
  • Developing products and services and what we charge for them
  • Identifying or defining types of customers for new products of services
  • Being efficient about how we fulfil our contracts, provide our services and fulfil our legal duties
  • To run our business in an efficient and proper way
  • To fulfil our administrative purposes including accounting, billing and audit
  • To improve our services
  • To protect our business interests
  • Fulfilling contracts
  • Our legitimate interests
  • Our legal duty
  • Being efficient about how we fulfil our contracts, provide our services and fulfil our legal duties
  • Identifying ways to improve the way we deliver services to our customers
  • To develop and manage our brand, products and services
  • To test new products and services
  • Fulfilling contracts
  • Our legitimate interests
  • Our legal duty
  • Being efficient about how we fulfil our contracts, provide our services and fulfil our legal duties
  • Identifying ways to improve the way we deliver products and services to our customers

We may collect personal information from you in the course of our business, including through your use of our website, when you contact or request information from us, when you engage or use our software services or as a result of your relationship with one or more of our staff and clients.

The personal information that we process includes:

  • Basic information, such as your name (including name prefix or title), your title
  • Contact information, such as your email address
  • Technical information, such as information from your visits to our website
  • We gather information about your use of our services as and when you use them, for instance using our video collaboration to interact with other parties, the call parties, duration and timestamps are logged
Automated Decision Making

IOCOM UK Ltd does not use any personal data to perform automated decision making (e.g. as would be the case with a credit agencies)

Use of IOCOM Ltd website

A central facility on our website invites you to provide us with personal information in order to download and use our video collaboration software. The purpose of these facilities is apparent at the point that you provide your personal information and we only use that information for those purposes. We require you to confirm a checkbox giving your consent for us to securely store your information.

4) How long we keep your data

We keep your data only for as long as we need it. How long we need data depends on what we are using it for, whether that is to provide services to you, for our own legitimate interests (described above) or so that we can comply with the law.

We will actively review the information we hold and when there is no longer a customer, legal or business need for us to hold it, we will either delete it securely or in some cases anonymise it.

5) How we protect your data

We protect your personal data against unauthorised access, unlawful use, accidental loss, corruption or destruction.

We use technical measures such as encryption and password protection to protect your data and the systems they are held in. We also use operational measures to protect the data, for example by limiting the number of people who have access to the databases in which information is held.

We keep these security measures under review and refer to industry security standards to keep up to date with current best practice.

6) Sharing your data

We would only share your data when required to by Government and law enforcement agencies.

IOCOM Limited will not share your personal data, except where required to by government agencies or law enforcement agencies in order to comply with legal or regulatory requirements. We will use reasonable endeavours to notify you before we do this, unless we are legally restricted from doing so.

We do not sell, rent or otherwise make personal information commercially available to any third party.

7) Sending data outside of the European Economic Area

We do not send your data to any other third party.

IOCOM UK Ltd does not transfer your information anywhere outside the U.K.

Please see IOCOM UK Ltd’s Information Security Policy document.

8) Your rights

You are entitled to see copies of all personal data held by us and to amend, correct or delete such data. You can also limit, restrict or object to the processing of your data.

If you gave us your consent to use your data, e.g. so that we can authorise your login credentials within the video collaboration software, you can withdraw your consent, however, if you do you understand that you will no longer be able to use the software.

You can object to our use of your data where we rely on our legitimate interests to do so. We explained the legitimate interests we rely in the table above under the heading ‘How we use your personal data’.

To raise any objections or to exercise any of your rights, you can send an email or you can write to us at Little Tufton House, 3 Dean Trench St, Westminster, London SW1P 3HB.

When you get in touch, we will come back to you as soon as possible and where possible within one month. If your request is more complicated, it may take a little longer to come back to you but we will come back to you within two months of your request. There is no charge for most requests, but if you ask us to provide a significant about of data for example we may ask you to pay a reasonable admin fee. We may also ask you to verify your identity before we provide any information to you.

The European Union’s General Data Protection Regulation and other applicable data protection laws provide certain rights for data subjects.

You are entitled to request details of the information we hold about you and how we process it.  You may also have a right in accordance with applicable data protection law to have it rectified or deleted, to restrict our processing of that information, to stop unauthorised transfers of your personal information to a third party and, in some circumstances, to have personal information relating to you transferred to another organisation. You may also have the right to lodge a complaint in relation to [IOCOM's] processing of your personal information with a local supervisory authority.

If you object to the processing of your personal information, or if you have provided your consent to processing and you later choose to withdraw it, we will respect that choice in accordance with our legal obligations.

Your objection (or withdrawal of any previously given consent) could mean that we are unable to perform the actions necessary to achieve the purposes set out above (see ‘How we use your personal information’) or that you may not be able to make use of the services and products offered by us. Please note that even after you have chosen to withdraw your consent we may be able to continue to process your personal information to the extent required or otherwise permitted by law, in particular in connection with exercising and defending our legal rights or meeting our legal and regulatory obligations.

9) Complaints

If you have any complaints concerning IOCOM UK’s processing of your personal data please email us or write to us at Little Tufton House, 3 Dean Trench St, Westminster, London SW1P 3HB.

Please note that you have the right to lodge a complaint with the supervisory authority which is responsible for the protection of personal data in the country where you live or work, or in which you think a breach of data protection laws might have taken place.

In the UK can contact the Information Commissioner’s Office by telephone on 0303 123 1113, or by using the live chat service which is available through the Information Commissioner’s website www.ico.org.uk.

10) Contact Us

You can email us at or write to us at Little Tufton House, 3 Dean Trench St, Westminster, London SW1P 3HB.