Privacy Policy

What is this Privacy Policy for?

This privacy policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of TSI and our customers, and the users of our website and website owners. Furthermore the way this website processes, stores and protects user data and information will also be detailed within this policy.

“TSI” means Telephone Systems Installations Limited whose registered office is at 151 Business Design Centre, Upper Street, London, N1 0QH. Registered in England and Wales with Company Registration Number: 3406791 and VAT Number: GB 701 9866 25. TSI is the trading name of Telephone Systems Installations Ltd.

TSI are committed to protecting your personal information and being transparent about what information we hold about you. We use your information in accordance with all applicable laws concerning the protection of personal information (which includes, from 25 May 2018, the General Data Protection Regulation (Regulation (EU) 2016/679) and all related data protection legislation having effect in the United Kingdom from time to time) and are responsible as ‘controller’ of that personal information for the purpose of those laws (“Data Protections Laws“).

“Personal data” means any information collected and logged in a format that allows you to be identified personally, either directly (e.g. name) or indirectly (e.g. telephone number) as a person. Before providing us with this information, we recommend that you read this document describing our privacy policy. This Personal Data Protection policy forms part of the terms and conditions that govern our services. By accepting these terms and conditions, you expressly accept the provisions of this policy.

This policy explains:

What information we may collect about you;
How we may use that information;
In what situations we may disclose your details to third parties;
Our use of cookies to improve your use of our website; and
Information about how we keep your personal information secure, how we maintain it for and your rights to be able to access it.

Information you give us

If you register to become a customer or prospective customer of TSI, we may ask you for information such as your business name and company registration details, your name, address, contact telephone numbers, email address, and other (optional) information.

We may receive personal information about you from third parties. Except in the cases where we are merely processing such information for them, we rely on third parties to obtain your consent for us to use this information.

Sensitive personal data

The Data Protection Laws recognise that certain categories of personal information are more sensitive such as health information, race, religious beliefs and political opinions. We do not collect this type of information about our customers. In certain limited circumstances, the Act permits TSI to collect and process sensitive personal data without requiring the explicit consent of the employee or Third Parties.

(a) TSI will process data about an employee’s health where it is necessary, for example, to record absence from work due to sickness, to pay statutory sick pay, to make appropriate referrals to the Occupational Health Service, and to make any necessary arrangements or adjustments to the workplace in the case of disability. This processing will not normally happen without the employee’s knowledge and consent.

(b) Save in exceptional circumstances, TSI will process data about an employee’s racial and ethnic origin, their sexual orientation or their religious beliefs only where they have volunteered such data and only for the purpose of monitoring and upholding TSI’s equal opportunities policies and related provisions.

What do we use your personal information for?

If you’re a registered customer we may use your personal information to:

provide a sales quotation to you or provide other requested information about products and services that we supply
confirm your order has been received
communicate with you about your access to, or use of, our service
check that you’re a registered customer if you call the helpdesk. For security reasons we’ll ask you for some of the information you gave us when you registered and check this against our records
let you know (by post, telephone or email) about any changes to our services or our web site
improve our understanding of the type of customers we’re attracting to our services and how they use our services
subject to your agreement, provide you with information about TSI and/or third party products and services
prevent and detect criminal activity, fraud and misuse of or damage to our network, and to prosecute those responsible

If you enter one of our competitions or promotions, we use the personal information you provide to manage the competition or promotion you’ve entered.

We may sometimes ask other companies to provide any of the above services on our behalf. If we do this, we share your personal information with them for this purpose. Please see ‘Do we share your personal information with anyone else?’ for more information on this.

Information about your interactions with us

When you visit our website, we collect information about how you interact with our content and ads. This information tells us, for instance, how many visitors there were to our web site, when they visited, for how long and which areas of our web site they went to. This information helps us to assess which parts of our web site are popular or need improving. When we send you a mailing we store a record of this, and in the case of emails we keep a record of which ones you have opened and which links you have clicked on. This assists us to better tailor our communications to you and create an enhanced customer journey for you.

We do not use this information to:

identify individuals visiting our web site
analyse your visits to any other web sites (except that we do track you if you go to web sites carrying our banner, but we do not identify personal details while we do this)
track any internet searches which you may make while on our web site

Legal basis

There are three bases under which we may process your data:

Contract purposes

When you make a purchase from us you are entering into a contract with us. In order to perform this contract we need to process and store your data. For example we may need to contact you by email or telephone to arrange delivery and/or attendance to carry out an installation, and for purposes of supplying invoices and providing support for the services.

We will also process and store your data if you have entered into a contract with the organisation as a third party (e.g. contractors, suppliers etc).

Legitimate organisational interests

In certain situations we collect and process your personal data for purposes that are in our legitimate organisational interests. However we only do this if there is no overriding prejudice to you by using your personal information in this way. We describe below all situations where we may use this basis for processing.

With your explicit consent

For any situations where the two bases above are not appropriate, we will instead ask for your explicit consent before using your personal information in that specific situation.

Cross Connect

The Cross Connect mobile app collects Contacts List information to enhance the user experience. Access to Contacts is optional. No contact data is stored outside of Cross Connect or provided to any external service or 3rd party. Access is only granted on your action and only checks for existing contacts. No background iteration of access is performed. You are able to recall Contacts permission at any time from application settings.

Marketing communications

We aim to communicate with you about the services we provide in ways that you find relevant, timely and respectful. To do this we use data that we have stored about you, such as what products you have purchased in the past, as well as any preferences you may have told us about. We use our legitimate organisational interest as the legal basis for communications by post, telephone and email. Before contacting individuals by telephone, we always check the telephone preference service.

In the case of postal mailings, you may object to receiving these at any time using the contact details at the end of this policy.

In the case of email, we will give you an opportunity to opt out of receiving them the first time you create your account with us. If you do not opt out, we will either provide you with an option to unsubscribe in every email that we subsequently send you, or you can alternatively use the contact details at the end of this policy.

Other processing activities

In addition to marketing communications, we also process personal information in the following ways that are within our legitimate organisational interests:

To allow us to improve our services;
We may analyse data we hold about you to ensure that the content and timing of communications that we send you are as relevant to you as possible. We may analyse data we hold about you in order to identify and prevent fraud;
In order to improve our website we may analyse information about how you use it and the content and ads that you interact with

In all of the above cases we will always keep your rights and interests at the forefront to ensure they are not overridden by your own interests or fundamental rights and freedoms. You have the right to object to any of this processing at any time. If you wish to do this, please use the contact details at the end of this policy. Please bear in mind that if you object this may affect our ability to carry out tasks above that are for your benefit.

Third parties

There are certain circumstances under which we may disclose your personal information to third parties. These are as follows:

To our own service providers who process data on our behalf and on our instructions (for example our cloud-based Telephony hosts, email marketing and other IT software or support providers). In these cases we require that these third parties comply strictly with our instructions and with Data Protection Laws, for example around security of personal data.
Where we are under a duty to disclose your personal information in order to comply with any regulatory or legal obligation (for example to government bodies and law enforcement agencies).

Our software providers may have their servers hosted outside of the EEA. However the providers have certified their compliance with the EU-US Privacy Shield Framework, which is a mechanism designed to assist companies to comply with data protection requirements when transferring personal data from Europe to the United States.

To the best of our knowledge, understanding and belief your personal information will not otherwise be transferred outside of the EEA or to any country not approved by the European Commission.

Cookies

Cookies are small text files that are automatically placed onto your device by some websites that you visit. They are widely used to allow a website to function as well to provide website operators with information on how the site is being used. We use cookies to keep track of your basket as well as to identify how the website is being used and what improvements we can make.

All types of cookies can be removed from your PC. However, if you do this there is likely to be a deterioration of your experience of our web site (e.g. you may end up being shown endless numbers of pop up boxes containing the same advertisements or not being able to see a personalised page). Your browser lets you choose whether to accept, not to accept or to be warned before accepting cookies. These settings can be found in the advanced preferences.

Website links

Our website, may from time to time, contain links to and from partners’, advertisers’, affiliates’ and social network sites. If you follow a link to any of these websites, please note that these sites have their own privacy policies and that we do not accept responsibility or liability for those policies. Please check those privacy policies before you submit any personal data to those websites as they may not be on the same terms as ours.

Although TSI only looks to include quality, safe and relevant external links users should always adopt a policy of caution before clicking any external web links mentioned throughout our website.

The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and it’s owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Maintaining your personal information

The time period for which we keep information varies according to what the information is used for. In some cases there are legal requirements to keep data for a minimum period. Unless there is a specific legal requirement for us to keep the information, we will retain it for no longer than is necessary for the purposes for which the data was collected or for which it is to be further processed.

Security of your personal information

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your personal information will do so only in an authorised manner and are subject to a duty of confidentiality.

We will always store your digital information on secure servers. Unfortunately, however, the transmission of information via the internet is not completely secure. Although we will do our best to protect your information, we cannot guarantee the security of your information transmitted to our website or otherwise to our servers (such as by email). Any such transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

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.

Your rights to your personal information

Under the Data Protection Laws, you have a number of important rights. In summary, those include rights to:

fair processing of information and transparency over how we use your use personal information;
access to your personal information and to certain other supplementary information that this Privacy Policy is already designed to address;
require us to correct any mistakes in your information which we hold;
require the erasure of personal information concerning you in certain situations;
receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
object at any time to processing of personal information concerning you for direct marketing;
object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;
object in certain other situations to our continued processing of your personal information; and
otherwise restrict our processing of your personal information in certain circumstances.

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individual’s rights under the General Data Protection Regulation.

If you want to know what personal information we hold about you, please write to the following address, enclosing a cheque for the administration fee of £10 made payable to Telephone Systems Installations Ltd:

Data Subject Access Manager, 151 Business Design Centre, 52 Upper Street, London, N1 0QH

If you want specific information, please tell us, because this will speed up our reply. Please also give us any relevant details to help us find the information you’re looking for. Please also note that in some instances, we may be able to provide the information you want without you having to make a formal request as described above.

If you would like to unsubscribe from any marketing emails you can also click on the ‘unsubscribe’ button at the bottom of the email.

How to complain

We hope that our Data Protection Officer can resolve any query or concern you raise about our use of your information.

The Data Protection Laws also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

Changes to this Privacy Policy

This Privacy Policy was last updated on 24th May 2018.

We may change this Privacy Policy from time to time and any material changes we make in the future will be uploaded to our website. Please check back frequently to see any updates or changes to our privacy policy.

How to contact us

Please contact our Data Protection Officer if you have any questions about this Privacy Policy or the information we hold about you. If you wish to contact our Data Protection Officer, please send an email to hello@tsicomms.co.uk, write to TSI, 151 Business Design Centre, 52 Upper Street, London, N1 0QH or call 0808 178 9595.

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