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Electronic Business Systems Ltd (EBS) Privacy Policy 

Revised September 2022

Our contact details  

Name: Electronic Business Systems Ltd 

Address: 852 Tyburn Road, Erdington, Birmingham, B24 9NT 

Phone Number: 0121 384 2513 

E-mail: GDPR@ebs.tech 

For the purpose of the data protection legislation, the data controller is Electronic Business Systems Ltd of 852 Tyburn Road, Erdington, Birmingham, B24 9NT and our nominated representative for this purpose is Sandy Robinson. 

The type of personal information we collect  

EBS collects information in a number of different ways for legitimate business purposes:

  • Information that you provide when filling in forms on our websites. This includes but is not limited to, information provided at the time of registering to use our Customer Portal, subscribing to our mailing list, participating in our web chat facility, registration for webinars, requesting further information or services.  
  • When you visit our website we automatically collect standard internet log information and details of visitor behaviour patterns such as device identification number and type, location information and connection information such as statistics on page views, traffic to and from the sites, referral URL, ad data, IP address, browsing history and any web log information.
  • Information customers and potential customers provide when engaging in or conducting business with us. The types of information we may collect includes, but is not limited to, names, email addresses, postal addresses, contact details, job titles, transactional information, usage information, financial/billing information, account information, correspondence and any other information you may choose to provide. 
  • You may also choose to provide personal information, such as contact details and job titles, when you attend sales and marketing events, trade shows, exhibitions, networking events, view product demos, take part in feedback questionnaires, or through other sales and marketing interactions we may have with you.
  • When you contact our support desks for technical assistance we may record personal information such as names, contact details, e-mail addresses, phone numbers and job titles. 
  • If you contact us in any way we may keep a record of that correspondence. 
  • Telephone calls made or received by ourselves may be recorded.
  • Details of any interactions you have with us in person, on the telephone, written correspondence, over email or on our webchat.
  • When you sign or review an electronic document that we send to you, for example a customer registration form, Direct Debit Mandate or delivery note.
  • Our support desks may require access to Customers data. Our preference is to investigate Customer Data remotely either on the customer’s local machine or on the server with the customer’s permission, supervised or unsupervised. On occasion we may need to bring a copy of the data across to a Test Environment. Once we have concluded our investigations the data will be deleted.

How we get the personal information and why we have it 

Most of the personal information we process is provided to us directly by you for one of the following reasons: 

  • Information that you provide when filling in forms on our websites. This includes but is not limited to, information provided at the time of registering to use our Customer Portal, subscribing to our mailing list, completing the Contact Us form, participating in our web chat facility, registering for webinars or requesting further information or services.  
  • When you visit our website we automatically collect standard internet log information and details of visitor behaviour patterns such as device identification number and type, location information and connection information such as statistics on page views, traffic to and from the sites, referral URL, ad data, IP address, browsing history and any web log information.
  • Information gathered from interactions on Social Media platforms between the Electronic Business Systems Ltd account/profile or it’s employees’ profiles. 
  • Information customers and potential customers provide when engaging in or conducting business with us. The types of information we may collect includes, but is not limited to, names, email addresses, postal addresses, contact details, job titles, transactional information, usage information, financial/billing information, account information, correspondence and any other information you may choose to provide. 
  • You may also choose to provide personal information, such as contact details and job titles, when you attend sales and marketing events, trade shows, exhibitions, networking events, view product demos, take part in feedback questionnaires, or through other sales and marketing interactions we may have with you.
  • When you contact our support desks for technical assistance we may record personal information such as names, contact details, e-mail addresses, phone numbers and job titles.
  • If you contact us in any way we may keep a record of that correspondence for example in our ConnectWise Manage.
  • Telephone calls made or received by ourselves may be recorded. 
  • Details of any interactions you have with us in person, on the telephone, written correspondence, over email or on our webchat.
  • When you sign or review an electronic document that we send to you, for example a customer registration form, Direct Debit Mandate or delivery note.

We also receive personal information indirectly, from the following sources in the following scenarios: 

  • We may also obtain data from third parties, which may include but is not limited to data brokers, business partners, partners with which we offer co-branded services or engage in joint marketing activities, and publicly-available sources such as government databases or other data in the public domain. We protect data obtained from third parties according to this Privacy Policy, plus any additional restrictions imposed by the source of the data. 

We use the information that you have given us in order to: 

  • To ensure that content from our websites is presented in the most effective manner for you and for your computer or mobile device. 
  • To provide you with information, products or services that you request from us or which we feel may be of interest to you, where you have consented to be contacted for such purposes.
  • Where the processing is necessary prior to entering into a contract, for example to allow us to provide you with a quotation which you have requested.
  • To carry out our obligations arising from any contracts entered into between yourselves and us.
  • To process and complete business transactions and send related information, including transaction confirmations and invoices.
  • To send information to our customers about their account, technical alerts or updates, and other administrative or service-related communications.
  • To notify you about changes to our service.
  • To respond to your comments, questions, and requests and provide customer service and support.
  • To carry out research to improve our services that we offer.
  • To allow you to participate in demos, training and webinars.
  • To invite you to meetings and events.
  • To administer a contest, promotion, survey or other site feature.
  • We may also use your data, or permit selected third parties to use your data, to provide you with information about goods and services which may be of interest to you and we or they may contact you about these. 
  • To display case studies and/or personal testimonials of satisfied customers on our website or social media platforms, in addition to other endorsements. With your consent we may post your testimonial along with your name and company name.
  • With other business partners, such as system integrators, distributors, and referral partners that are involved in providing business services. For example, if you indicate an interest in a service, we may share personal information such as your contact information with our business partners. 
  • To carry out other legitimate business purposes, as well as other lawful purposes about which we will notify our customers.

Disclosure of Personal Information 

We undertake to not sell your data to any third parties, but we may sometimes have to share your information with our subsidiaries, with other trusted service providers and carefully selected partners who work with us, to service your organisation. We will ensure that any third parties with access to your data are held to strict standards for data use and security. 

  • In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply and agreements; or to protect the rights, property, or safety of us, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
  • In the event of an unpaid account or disputed account, we will instruct our appointed debt recovery agents/solicitors to proceed with the necessary course of action to retrieve any monies due to our Company without prior consent from the customer. Only information held that is relevant to the matter in hand will be passed to our appointed third party agents. 

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are: 

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting GDPR@ebs.tech or 0121 384 2513 

(b) We have a contractual obligation. 

(c) We have a legal obligation. 

(d) We have a vital interest. 

(e) We have a legitimate interest. 

How we store your personal information  

Your information is securely stored.  

We will retain your personal information for the period necessary to fulfil the purposes outlined in this Privacy Policy unless a longer retention period is required or permitted by law, for legal, tax or regulatory reasons, or other legitimate and lawful business purposes. We will then dispose of your information. 

Your data protection rights 

Under data protection law, you have rights including: 

  • Your right of access – You have the right to ask us for copies of your personal information. 
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
  • Your right to erasure – In certain circumstances you have the right to ask us to erase your personal information. 
  • Your right to restriction of processing – In certain circumstances you have the right to ask us to restrict the processing of your personal.  
  • Your right to object to processing – In certain circumstances you have the right to object to the processing of your personal information.
  • Your right to data portability – In certain circumstances you have the right to ask that we transfer the personal information you gave us to another organisation, or to you. 
  • You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. 

Please contact us GDPR@ebs.tech, 0121 384 2513, 852 Tyburn Road, Birmingham, B24 9NT if you wish to make a request.

How to complain  

If you have any concerns about our use of your personal information, you can make a complaint to us at GDPR@ebs.tech 

You can also complain to the ICO if you are unhappy with how we have used your data. 

The ICO’s address:             

Information Commissioner’s Office 

Wycliffe House 

Water Lane 

Wilmslow 

Cheshire 

SK9 5AF 

 

Helpline number: 0303 123 1113 

ICO website: https://www.ico.org.uk 

Changes to our Privacy Policy 

We reserve the right to change, modify, add or remove portions of this Privacy Policy from time to time and at our sole discretion, but will alert you that changes have been made by indicating on this Policy the date in which it was last updated. 

When you visit this website, you are accepting the current version of this Policy as posted on our website at that time. Our use of the information we collect is subject to the Privacy Policy in effect at the time such information is used. We recommend that users revisit this Privacy Policy on occasion to learn of any changes. Any changes we may make to our privacy policy in the future will be posted on our website and, where appropriate, notified to you by e-mail.