Privacy & Cookie Policy

1. Visitors to our website

Where we collect personal data via our website, we will be upfront about it and it will be obvious to you that you’re providing personal data and how we will be using it.

1.1. Google Analytics

When someone visits our website nextcomms.co.uk we make use of the Google Analytics service to collect standard information about visitors to the sites and their behaviour (e.g. what pages they viewed). The data provided by Google Analytics is anonymised and in no way enables us to identify individual visitors, however, Google Analytics will place a cookie on your device to enable the service. For more information about how Google Analytics cookies work on websites visit: https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage

1.2. Other cookies used, tracking pixels or similar tools

We may collect any or all of the information that you give us depending on the type of transaction you enter into, the type of information we collect are:

• Your name, address, telephone number and email address
• Your bank details
• Details of any contact you have with us, including any email, conversation, letter or any other record of contact with us
• Data about your use of the website.
• Other information that may be needed from time to time to process a request may also be collected as indicated on the website

Cookies may also be used for the following reasons:

Our website uses ExpressionEngine as the content management system (CMS). ExpressionEngine uses a number of cookies for the functionality of the site. Details about what cookies ExpressionEngine may place on your device can be found here: https://docs.expressionengine.com/latest/general/cookies.html. Although, please note, we are not utilising the commenting or forum functionality of the CMS so those cookies will not be used by our site

If you wish to not allow cookies, most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set, visit aboutcookies.org or allaboutcookies.org.

1.3. Online forms

If you fill out one of our website forms a notification email is sent to the relevant team within our company. A copy of the data you submit is therefore stored within our email systems for responding to your enquiry and a copy is kept for backup purposes within the website database. As our site uses SSL (https) the data you submit using the contact form will be encrypted once you press the “Submit” button.

1.4. Website Hosting

We use a third-party supplier (Clook) to host our website. Whilst generally they would have no need to access our website content or database, it is possible they may from time to time mainly for support queries. We are assured the hosting provider is GDPR compliant.

2. People who receive our newsletters

If you have provided your consent or we otherwise have the right to do so, we may use your contact details to send you direct marketing and keep you informed of any promotional offers relating to our products, by email, SMS, post or telephone. You can unsubscribe from this by clicking the ‘Unsubscribe’ link on our emails, or be contacting us.

3. People who call our office

3.1. To place an order

When receiving a call in to our office, information is stored on a secure server, we hold data and recordings of all calls made through the office system. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website or your account, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

3.2. To log a support request or customer services enquiry

When receiving a support request all relevant data is stored on our CRM system. We may contact the client to give updates and resolutions on support issues. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website or your account, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

4. People who contact us via email

Emails received are stored within Microsoft Office 365 or our CRM system, until no longer required, they are then permanently deleted. Emails may be accessible to all Directors and staff members. We have virus scanning and junk mail filters within our email accounts, these are checked on a regular basis. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website or your account, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

5. Our use of social media

We use social media to engage with our clients and the public. We maintain Facebook, LinkedIn, Twitter and YouTube accounts. Information shared on each of those platforms is governed by each platform’s respective privacy policy.

6. People who are our customers

All client information is stored within our CRM software, this is an online application and is stored in UK data centres in Slough & Reading. Data between our server is encrypted at rest and in transit. Office 365 data residency is UK & EU locations.

7. Employee data

For individuals who we employee, we keep HR records which record details relating to employment with the business. This data will only be information which is relevant for employment so that we can process your pay, provide holiday pay, emergency contact details, etc. All details are stored securely.

8. Retention

Unless stated elsewhere in this document or in our terms of services we only store the data necessary to provide the services we provide to you. We will keep this data for as long as it is lawful for us to do so (this may be for as long as you are a customer or because of a legal obligation to retain the information, whichever is the longest).

9. Third party processors

We use a number of third-party cloud-based services for the purposes of effectively running our business and providing our services to you. We also use a number of third-party organisations, e.g. accountants, HR support, etc.

In all cases where we are using a third-party service or company, we will only provide the minimal amount of information for the purposes of delivering the service to us and to meet our requirements.

We always carry out due diligence against all our third-party suppliers for the purposes of ensuring their compliance with data protection, maintaining adequate security of your data and ensuring they apply adequate data protection principles to the processing of the data we supply.

10. Your rights

Under current data protection legislation in the UK, you have rights as an individual which you can exercise in relation to the data we store and process about you. You can find more information about your rights on the Information Commissioner’s website: https://ico.org.uk/for-the-public/

10.1. Complaints

If you want to make a complaint about the way we are processing your data, you can contact us, using the contact details below. You also have the right to complain to the Information Commissioner’s Office: https://ico.org.uk/concerns/

10.2. How to withdraw consent and object to processing

Where we are processing your data and needed to ask your permission to do so, you are able to withdraw your consent at any time. If you wish to stop receiving our marketing emails you can do so, by clicking on the “unsubscribe” link at the bottom or the email. Otherwise, you can contact us, using the contact details below.

If you wish to raise concerns about the way we are processing your data or would like to raise an objection, then please email us via markg@nextcomms.co.uk with your concerns.

10.3. Keeping your data up to date

It is important that any of your data that we process is kept up to date. We will from time to time ask you to verify your contact details but if you wish to update any information we hold about you, please contact us using the contact details below.

10.4. Erasure of your data (the “right to be forgotten”)

Under some circumstances you may request us to delete your data from our systems. Where this is possible (e.g. we don’t have any legal purpose for continuing to process your data) we will erase it from our systems.

If you wish to exercise your right to be forgotten, please contact us via the contact details below.

10.5. Portability

Your right to portability allows you to request a machine-readable format of the data you supplied to us and associated service logs (where we store them). Please contact us, using the contact details below, if you wish to receive a CSV export of your data.

10.6. Access to your data

You have the right to ask us about what data we hold about you, how we process it and provide you with a copy of the information, free of charge and within one month of your request.

To make a request for any personal information we hold and process about you, we would prefer it if you could put it in writing or in an email to the addresses below. We will need to verify your identity before providing the information and where necessary may contact you further to ensure we understand what data you are requesting.

11. Disclosure of information

We do not share any personal data with any third parties unless it is lawful for us to do so, if required by law to do so or if you provide us with permission to do so.

12. More information

For more information about your data rights and privacy or data protection in general visit the Information Commissioner’s Office website: https://ico.org.uk

13. How to contact us

If you have any questions about how we collect and use your information not covered in this privacy notice, or if you wish to speak to someone about our approach to data protection and privacy, please contact:

• Next Communications & Security Ltd
• Unit 3, Old Farm Court
• Nursling Street
• Southampton
• SO16 0AJ

14. Changes to our privacy notice

We may change or update elements of this privacy notice from time to time or as required by law. The most current version of our privacy notice is available on our website at nextcomms.co.uk.