Capture and use of your data
We take your privacy seriously and this privacy statement explains what personal data or information we collect from you and from people who visit our website, and how we use it.
If you have any questions regarding this statement and our privacy practices, please contact us by email gdpr@versantus.co.uk or by post at Versantus, Frieze Farmhouse, Woodstock Road, Oxford, OX2 8JX. Alternatively, you can telephone us on 01865 422112.
Who are we?
Verstantus IT Services Ltd (‘Versantus’) is a registered company in England and Wales (07060562) and our registered office address is: Frieze Farmhouse, Woodstock Road, Oxford, OX2 8JX, United Kingdom. Versantus is a registered Data Controller (ICO Registration number: ZA122850) and we maintain our registration with the ICO annually.
What is Personal Data?
“Personal data” is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data means, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
What personal data or information do we collect?
The personal information we collect may include your name, address, email address, phone number, IP address and information regarding what pages you access on this website and when. Further details about the data we collect is detailed in the section ‘Details of our Processing’ and will be relevant to your relationship with us.
How do we collect data?
We collect data about you whenever you:
- Make an enquiry via our website or via the telephone
- Use our website
- Enquire about a job opportunity
- Work for or with the business
- Exchange business cards with a member of the business
- When you work with Versantus
How is your information used?
We collect your personal data or information to operate our business effectively and provide you with the best information on the products and services.
We may use your information:
- To deliver Versantus software development services to you.
- To answer enquiries that you make prior to any agreement or contract.
- To keep you informed about our services, our insight into industry trends and best practice, and invites to events, if you have opted-in to receive these communications.
- To process a job application
- To fulfil our obligations as an employer
- To provide benefits to you as an employee
- To maintain security of our office and IT infrastructure
- To invoice you, and to track payments you make or payments made to you
We believe that all of these purposes are justified on the basis of our legitimate interest in running and promoting our business, our contractual requirements to deliver agreed software and web development services to you, and to fulfil our legal obligations.
With your permission and/or where permitted by law, we may also use your data for marketing purposes which may include contacting you by email and/or telephone with information, news and offers on our services. We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that we fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
Details of our processing
| Type of Data Held | Length of Time Held | How Data is Held | |
| Clients |
|
We will retain information about you for the duration of our contractual relationship with you, then for an additional 3 years. We retain financial records for 6 years, following the end of the current financial year. |
We store this information electronically on our CRM system. We use our electronic accounts package to process our financial transactions. |
| Prospective Clients |
|
We will retain information about you for the duration of the enquiry, then one year. | We store this information electronically on Pipedrive, which is hosted on EEA-based servers. |
| Job Applicants |
|
We will retain information about you for the duration of the recruitment campaign, then one year. | We store this information electronically on EEA Google servers. |
| Our Current and Former Employees |
|
We will retain information about you for the duration of our contractual relationship with you, then for an additional 6 years. | We store this information electronically on EEA Google servers. |
Who has access to your information?
Only authorised members of the team can access your information. All employees receive regular data protection training, and all employees and contractors have signed up to our Data Protection Policy.
We do not sell or rent your personal data or information to any third party or share your information with third parties for their marketing purposes.
We will disclose your data or information if required by law, for example by a court order or for the prevention of fraud or other crime.
We may pass your information on to our third-party service providers, agents or subcontractors for the purposes of completing a task or providing services to you on our behalf (for example to process invoices). However, we disclose only the personal information necessary to deliver that service and have a contract in place that requires them to keep your information secure and not to use it for other purposes.
Third party service providers who act as data processors on our behalf:
|
Service Provider |
Activity Carried Out |
Sector |
Location |
|
Payroll Provider |
Monthly payroll |
Financial |
UK |
|
Accounting Software |
Provision of software used to manage communications |
Information Technology |
USA |
|
IT Support Provider |
Manage IT and Security |
Information Technology |
UK |
|
HR Software |
Provision of software to manage employees |
Information Technology |
UK |
Your personal information in the UK and European Economic Area (EEA) is protected by data protection laws, but other countries do not necessarily protect your personal information in the same way. We may store in or transfer some or all of your personal data to countries that are not part of the UK or European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein). These are known as “third countries” and may not have data protection laws that are as strong as those in the UK and/or the EEA. This means that we will take additional steps in order to ensure that your personal data are treated just as safely and securely as they would be within the UK and under our Data Protection Legislation as follows:
- We share your data with external third parties, as detailed in the table above, that are based outside of the UK & EEA. The following safeguards are applied to such transfers:
- We will only transfer your personal data to third countries whose levels of data protection are deemed ‘adequate’ by the Information Commissioner’s Office.
- We use specific contracts with external third parties that are approved by the Information Commissioner’s Office and European Commission for the transfer of personal data to third countries. These contracts require the same levels of personal data protection that would apply under the Data Protection Legislation. More information is available from the European Commission and the Information Commissioner’s Office
- Where we transfer your data from the UK to a third party based in the US additional steps have been taken to ensure your personal data will be treated as securely and safely as it would be in the UK and under the GDPR. We check whether or not the US-based organisation is certified to the UK extension to the EU-US Data Privacy Framework. If not, continue to rely on signed Data Processing Agreements with our data processors based on model contract clauses provided by the Information Commissioner’s Office and European Commission (also known as ‘standard contract clauses’), which impose suitable data protection standards on a contractual basis.
Please contact us using the contact details provided below for further information about the particular data protection mechanisms used when transferring your personal data to a third country.
Transfers outside the European Economic Area
Your choices & rights
We understand that you trust us with your personal information and we are committed to ensuring you can manage the privacy and security of your personal information yourself.
Under Data Protection legislation, you have the following rights, which we will always work to uphold:
- The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the contact details provided at the end of this policy.
- The right to access the personal data we hold about you. The section “How Can I Access My Personal Data?” will tell you how to do this.
- The right to have your personal data rectified if any of your personal data held by us are inaccurate or incomplete. Please contact us using the contact details provided at the end of this policy.
- The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold, in certain circumstances. Please contact us using the contact details provided at the end of this policy to find out more.
- The right to restrict (i.e. prevent) the processing of your personal data.
- The right to object to us using your personal data for a particular purpose or purposes.
- The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
- The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data are processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
- Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact using the contact details provided at the end of this policy.
It is important that your personal data are kept accurate and up-to-date. If any of the personal data we hold about you change, please keep us informed for as long as we have those data. For information about how to do this, please see the section ‘How to update your personal information’ below.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (https://ico.org.uk/). We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first using the contact details provided at the end of this policy.
How you can access your personal information
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests can be made in writing, either via email or via the postal addresses shown at the end of the policy, or verbally, either in person or on the phone.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data, within that time. In some cases, however, particularly if your request is more complex, more time may be required, up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
You also have the right to lodge a complaint about our processing of your personal data with the UK’s Information Commissioner’s Office
How you can update your personal information
With respect to the information relating to you that ends up in our possession we commit to giving you the ability to do all of the following:
- You can contact Versantus to verify, change, correct or delete your personal data relating to your customer profile at any time. Contact our customer services team by email: gdpr@versantus.co.uk or phone 01865 422112. Our security procedures mean that we may request proof of identity before we reveal information, including your e-mail address and possibly your address.
- You can always feel free to update us on your details at any point by sending an email to gdpr@versantus.co.uk.
- You can request a readable copy of the personal data we hold on you at any time. To do this, please contact us via email gdpr@versantus.co.uk.
Keeping your data secure
The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:
- Limiting access to your personal data to those employees, associates, contractors and third-party processors with a legitimate need to know and ensuring that they are subject to duties of confidentiality.
- Procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so.
- Adhering to our policies and processes including, physical security, adopting a zero-trust approach, back-up, encryption, access control and password protocols.
Emailing us
We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government standards. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Children’s Privacy
We do not provide services to anyone under the age of 18 and do not knowingly collect their data. If you are a parent or guardian and you are aware that your child has provided us with personal data, please contact us at the details at the end of the policy. If we become aware that we have collected personal data from anyone under the age of 18 without verification or parental consent, we will take the appropriate steps to remove that information from our systems.
Use of cookies on this website
What are tracking technologies?
Tracking technologies include web beacons, tags and scripts which are used in order to collect and track information about how users engage with the website or particular features, so that we can understand and improve our service. Certain sections of our service and our email use Web Beacons (also known as clear gifs, pixel tags and single-pixel gifs) which allow us to count users who have visited a webpage or opened an email. They also provide other related website statistics, such as recording the popularity of a certain section and verifying system and server integrity.
How do we use Cookies?
Cookies provide information about individuals’ usage of the website, which may identify you as the same individual even if we do not know your name, we can identify location, IP address and device information. As such, we make sure you have a choice about the cookies that are placed on your device for our statistical purposes by Google Analytics, which help us to understand more about the ways in which people use our website. We would appreciate it if you opt-in to accept these cookies when the website asks you, as it will help us to improve it over time.
Cookie Preferences
We use a cookie consent management tool to enable visitors to our website to understand more about the cookies we are currently using, links to any third-party cookies provided by Google Analytics and Hotjar for example, and to provide you with a choice about whether you accept those cookies. You can always update your cookie preferences by clicking the ‘change your consent’ link from the privacy policy page on the website to bring up the cookie management tool.
Most web browsers allow some control of most cookies through the browser settings as well. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.
Changes to this privacy notice
We keep our privacy notice under regular review. We recommend that you check this page regularly to keep up-to-date. This privacy notice was last updated on 19/12/2024.
Contact us
Katie May Wood
Data Protection Lead
gdpr@versantus.co.uk
01865422122
Frieze Farmhouse, Woodstock Rd, Oxford, OX2 8JX