Like all businesses, Invicta IT Solutions Limited collect and process many different forms of data. As part of our commitment to customer service, sometimes this data includes information on individuals.
Everyone has rights regarding how their data is processed or stored, and this explains how we use your information.
Who we are
Invicta IT Solutions Limited, whose registered office is located at Chaucer Road, Canterbury, Kent, CT1 1HH. Company Registration Number: 5422982.
Having been established since 2005 and having over 26 years of experience, we’ve got all the expertise you’d expect to deliver all the support and security you need.
How we collect your data
Invicta IT Solutions Limited normally collects your information from you when you sign up to one of our services or contact us with a request for a quotation or tender. Under some circumstances we may receive your information from a partner in the form of a ‘sales lead’ which will include information about how to contact you and what services you are looking for.
We collect data directly from you either by email, over the phone, in writing or by filling in a web form.
Certain forms of information, for example, publicly accessible email addresses and phone numbers, are used for direct marketing or for research purposes to improve our services. We believe that we have a legitimate business interest in using this information and we make sure that using information this way does not harm your rights or interests, but if you’d like us not to use your data this way you can contact us and instruct us not to do so.
How we use your information
We’re know your data is very important to you, so we make sure we’re very careful about how we use your data, and make sure that we protect it safely. We will only use your information for the purpose that we have collected it: this might be to contact you with information about products or services you would like, or to provide a service that you have contracted with us. When we collect your information, we will make sure that you understand what we need your information for and how we will use it.
We also will collect some information that is used to process payments and issue bills. Under certain circumstances we may need to share that information with other organisations such as banks or payment agencies.
How we process your information
Invicta IT Solutions store and process personal data in several databases depending on the kind of information. All our databases are secured from unauthorised access and are backed up securely inside closed systems which prevents anyone from accessing it without permission. All our systems require passwords to access and encryption is used wherever we can to further prevent anyone else getting access to your data.
Automatic decisions using your data
We use a credit checking service when setting up new business accounts using information that you provide us combined with records held by credit checking agencies. As this is an automatic process, you have the right to appeal that decision or ask for it to be referred for re-evaluation.
How long we hold your data
Different forms of data are held for different purposes and may be retained for different amounts of time. Full details are available on request, but these are the general rules we use:
Information for marketing
Until you ask us to remove your information
Information for service provision
For the duration of the contracted services, plus 90 days
Records of invoices and billing
Up to six years
Data held in hosted services
For the duration of the service, plus 30 days
Who we share your information with
Sometimes we may share your information with a third party, such as a supplier to complete a sale on your behalf, or onto a credit agency if there are problems with bills.
We may also have to supply your information to statutory bodies and governmental agencies, but we will only do this where we have a legal obligation, or a regulation means we have to supply this information.
Some of our suppliers are located outside of the United Kingdom or the European Union, and where we must share your data with these companies, we will ensure that your information is kept safe to the same high standards we use to protect your data.
What to do if you want to change how we use your data
The law gives you several key rights about the way your information can be used:
To be informed – what we use your data for and how we use it
Access – what information we hold about you
Rectification – if the information we hold is incorrect or incomplete
Erasure – if you no longer want us to hold your information
Restrict processing – if you want us to use your information differently
Data portability – if you want us to provide your information to someone else
To object – if you want us to stop using your information in some way
Automated decision making and profiling – if you want to appeal an automatic decision
If you want to change the way that we use your information, you want to correct some information we have incorrectly recorded, or to exercise your rights over your information in any way, please contact us and explain what you would like us to do.
There might be some reasons why we can’t always comply with your wishes fully, such as a legal requirement to hold some forms of records. There may be some services which we will not be able to provide if we aren’t able to hold some forms of information.
How to complain
If you’re unhappy with the way that we’ve used your data in any way, please let us know by emailing email@example.com or you can also use our contact information above to get in touch to talk to us about how we use your data.
If you’ve received an email from us you didn’t want
We’re sorry you don’t want to hear from us anymore, but if you no longer want to receive those kinds of email from us – or any at all – you can use the unsubscribe link in the email you’ve received, or you can contact firstname.lastname@example.org to update your preferences.
If you feel we haven’t dealt with your complaint properly
The Information Commissioner’s Office (the ICO) is a non-departmental public body which reports directly to Parliament and is sponsored by the Department for Digital, Culture, Media and Sport (DCMS). They are the ultimate body within the United Kingdom with responsibility for regulating data protection. If you feel that we haven’t dealt with your complaint to your satisfaction, you can contact the ICO to discuss your concerns:
Information Commissioner’s Office · Wycliffe House · Water Lane · Wilmslow · Cheshire · SK9 5AF