LEGACY - PRIVACY AND COOKIES POLICY 1. POLICY OBJECTIVES UKCloud operates a number of public facing websites, Customer Portals, social media sites and marketing initiatives which may collect personal information. The Data Protection Act 2018 requires UKCloud to tell individuals what to expect UKCloud to do with their personal information when they make contact with UKCloud, use one of UKCloud’s services, or are engaged in UKCloud’s marketing activities or use engage with UKCloud’s social media sites. 2. POLICY SCOPE The Privacy Policy applies to all UKCloud public facing websites, social media pages, Customer Portals, and marketing activities. 3. POLICY STATEMENT Last updated 21/07/2020 WHO ARE “WE?” In this policy whenever you see “We”, “Us” or “Our” it refers to UKCloud Ltd, owned and controlled by the Virtual Infrastructure Group Limited. UKCloud Ltd comprises the UKCloud, UKCloudHealth and UKCloudX brands and “We”, “Us” or “Our” refers to each, or any combination of, these. The full legal information for each legal entity is: Virtual Infrastructure Group Limited, Company Number 08099285, Registered Office Hartham Park, Corsham, Wiltshire SN13 0RP. UKCloud Company Number 07619797, Registered Office Hartham Park, Corsham, Wiltshire SN13 0RP. YOUR ACCEPTANCE OF THIS POLICY, AND OUR RIGHT TO CHANGE IT By using Our websites, social media pages, customer portals or by providing your personal information you consent to Our collection of and use of the information you provide in the ways set out in this policy. If you do not agree to Our policy, please do not use Our websites, social media pages or associated services, nor register with the Sub-Processors We engage with in respect of reports and documents; events, webinars and similar activities and services. We may make changes to this policy from time to time. If We do, We will post the changes on this page and they will apply from the time We post them. WHAT IS PERSONAL DATA? Personal data is information that can be used to identify an individual, such as their name, address, phone number, email address or IP address. More information about what kind of information is classified as personal data can be found here. THE POLICY IN BRIEF It’s important that you read the full policy to understand what information We hold, how We may use it and what your rights are. Here is a summary of the policy if you don’t have time to read it fully now: We collect data that is either personal data (as described above) or non-personal data, such as website pages that have been accessed. We collect information about people who visit Our websites, or who use Our services or have expressed an interest in Our services. We only collect information that we need to provide Our services, to provide information, for administration, research, analysis and to improve Our services. We will keep your personal data securely at all times. We will never sell your data and We never share it with a third party to use for their own purposes. We may share your data with carefully selected third parties which undertake work on Our behalf, or where We are required to share your data by Law. Our websites and email marketing communications may use cookies – for more information check our cookies policy at the bottom of this page THE FULL POLICY This policy applies to all the websites We operate, Our Customer Portals, Our use of emails and text messages for marketing purposes, Our social media activity and for any other methods We use for collecting information. It covers what We collect, and why, what We do with this information, what We don’t do with this information and the rights you have. 4. PERSONAL DATA WHAT INFORMATION DO WE COLLECT? We collect two kinds of information: Non-personal data such as the web pages that have been accessed and files that have been downloaded. This helps Us understand how many people use Our sites, how many people visit on a regular basis, and how popular Our pages are. This information allows Us to monitor and improve Our services. Personal data such as name, postal address, phone number, email address and IP address, information about and information about your interest in Our services. We may also collect personal data through the technology described in the Use of Cookies section below. We collect this information in connection with specific activities, such as newsletter requests, document downloads, feedback and other activities such as registration for Our events. The information is either needed to fulfil your request or to enable Us to provide you with a more personalised service. You don’t have to disclose any of this information to browse Our websites. However, if you do choose to withhold requested information, We may not be able to provide you with certain services or full functionality. WHY WE PROCESS YOUR INFORMATION We may process your information for the following legal reasons: With your consent. Where appropriate, we collect information about you, for example when you complete an online form and choose to provide us with your information If we need your information to make or perform a contract with you Because it is in our legitimate interest to: carry out marketing activities and communicate with you improve our business and services ensure general safety and security. Because we need it to comply with the law. Exceptionally, we may need to retain your information because we are compelled to do so by law WHAT DO WE DO WITH THE INFORMATION? We will use the information you provide to: Fulfil your requests – such as providing information about Our services or communicating Our career opportunities Process free trial requests Record any contact We have with you Prevent or detect any abuses of Our websites and to enable third parties to carry out technical or other functions on Our behalf Help Us to gain a better understanding of Our customers and users to enable Us to improve Our services Communicate with Our customers and users If you have agreed to it, provide information that We think may be of interest to you 5. PERSONS OF INTEREST VISITORS TO OUR WEBSITES When someone visits www.ukcloud.com, www.ukcloudhealth.com or www.ukcloudx.com We use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not allow Google find out the identities of those visiting our websites. WEBSITE SEARCH ENGINE Our website search and decision notice search is powered by WordPress. Search queries and results are logged anonymously to help Us improve our websites and search functionality. No user-specific data is collected by either Us or any third-party. EMAIL COMMUNICATIONS We use a third-party provider to deliver a range of email communications, including but not limited to: our monthly e-newsletters, event invitations, product updates, and industry news. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help Us monitor and improve Our e-newsletter. UKCLOUD CUSTOMER PORTAL Our Customer Portal is hosted by Us in the UK, and collects personal information needed by Us to deliver Our services to Our customers, such as name, email address and telephone number. UKCLOUD CAREERS We use a third-party provider, Hireful ATS, to provide an application tracking system for our careers page. If you complete an application form it will collect some personal information from you such as your name, email address, telephone number and CV, in order for you to apply for a vacancy. UKCLOUD CREDIT CARD PAYMENTS We use a third-party provider to process credit / debit card payments for our services. If you use this facility it will collect the required banking details and personal information to process the request. THIRD-PARTY WEBSITES Our websites and portals contain links to third-party websites that We believe may be of interest to Our website visitors and customers. This privacy policy only governs Our websites and portals and We are not responsible for the privacy policies that govern third-party websites even where We have provided links to them, nor are We responsible for your experience on such sites. If you use any link on Our websites. We recommend you read the privacy policy of that website before sharing any personal or financial data. SOCIAL MEDIA SITES We operate a number of social media pages (including Facebook, Twitter, LinkedIn, GitHub, YouTube and Instagram). Although this policy covers how We will use any data collected from those pages it does not cover how the providers of social media websites themselves will use your information. Please ensure you read the applicable privacy policy of the social media website before sharing data and make informed use of the privacy settings and reporting mechanisms to control how your data is used and its visibility. EMAIL REQUEST FOR INFORMATION, REGISTRATIONS OR SEMINARS We use links throughout Our websites to provide you with opportunities to contact Us via email or web forms for various reasons, including to ask questions, request information about Our products and services and to provide comments and suggestions. You may also be offered the opportunity to have one of Our representatives contact you personally to provide additional information about Our products and services. To do so, We may request additional personal information from you, such as your name and telephone number, to help Us fulfil your specific request. ENROLMENT If you choose to enrol for one of Our products or services via Our websites, We will need information about you, which will vary depending on the product or service you are signing up to. For some requests, We may require your name, address, telephone number and email address. SURVEYS Occasionally We may request information from customers, subscribers and website visitors via electronic surveys. Participation in these surveys is completely voluntary and you have a choice whether or not to participate and disclose information to Us. Survey information will only be used for monitoring or improving Our websites and improving Our products and services. INFORMATION YOU PROVIDE The information provided by you to Us is provided with your explicit consent and may be classed as personal data. We will record details of your consent. To the extent that you supply Us with personal data about third parties (for example, your employer) you are confirming that you are entitled and authorised to disclose such data to us and that we are entitled to use such information in the same way that we use information about you as described in this Privacy and Cookies policy. 6. DATA PROTECTION OPTING OUT OF FUTURE COMMUNICATIONS Occasionally We will tell our customers and subscribers about new products, services, upgrades, updates, events and seminars. You may opt out of these communications at any time by clicking the “unsubscribe” link at the bottom of any email received from . Alternatively, you may manually unsubscribe by emailing marketing@ukcloud.com with the subject line “UNSUBSCRIBE”. SHARING YOUR INFORMATION We will only share your information if: We are legally required to do so We believe it is necessary to protect or defend Our rights, property or the personal safety of Our people or visitors to Our premises or websites We work with carefully selected partners that carry out work on Our behalf. We may ask Our partners to store your data or send emails. We only choose partners We can trust. We will only pass personal data to them if they have signed a contract with Us that requires them to: Comply with all applicable data protection regulation Treat your information as carefully and securely as We would Only use the information for the specific purposes for which it was supplied (and not for their own purposes or for the purposes of any other organisation) Allow Us to carry out checks to ensure they are continuing to do all these things STORING YOUR INFORMATION Information is stored by Us on computers located within the UK. We may transfer the information to reputable third-parties which may be situated inside or outside the European Economic Area. If a third-party transfers your information outside the European Economic Area, We will always ensure that your information is kept safe and only sent to countries providing adequate provisions to safeguard your personal information or where the third party and its supply chain are contractually bound to protect your information. We place a great importance on the security of Our visitors’, customers’ and users’ personal data. We will at all times collect, process and store your personal information in accordance with industry best practice, applicable data protection legislation/regulations, and Our ISO27001, ISO27017 and ISO27018 certifications for information security. We also undertake regular independent technical validations of all Our systems and services, to ensure that We are operating to the highest possible security standards. All data processing activities resulting from use of Our websites have been subject to formal Privacy Impact Assessments (also known as Data Protection Impact Assessments under GDPR) and these are available upon request from the UKCloud Data Protection Officer dpo@ukcloud.com While We cannot guarantee that loss, misuse or alteration of data will not occur while it is under Our control, We use Our best efforts to try to detect and prevent this. Unfortunately, the transmission of data across the internet is not completely secure and whilst We do Our best to try to protect the security of your information We cannot ensure or guarantee that loss, misuse or alteration of data will not occur when data is being transferred. Where you or We have provided a password enabling you to access parts of Our websites or use Our services, it is your responsibility to keep this password confidential and secure. You should notify Us immediately if you suspect that your password has been compromised or becomes known to another person We will keep Your information only for as long as We need it to provide you with the goods and services or information you have required, to administer your relationship with Us, to comply with the law or to ensure we do not communicate with people who have asked Us not to. When We no longer need your information, We will always dispose of it securely in accordance with industry best practice. WHAT WE DON’T DO WITH YOUR INFORMATION We will never sell or share your information to other organisations to use for their own purposes. YOUR RIGHTS The Data Protection Act 2018 gives you certain rights over your data and how We use it. These include: The right to be told what personal data we hold about you, and why, and a right to a copy of that information The right in certain circumstances to have inaccurate or incomplete personal data rectified, blocked, erased or destroyed The right to prevent your data being used for direct marketing purposes The right to withdraw your consent to Us storing and processing your personal data The right to have your data returned to you in a common, useable format If you wish to exercise any of these rights please contact the Data Protection Officer in writing at UKCloud Ltd, A8 Cody Technology Park, Ively Road, Farnborough, GU14 0LX, or by emailing dpo@ukcloud.com If you want to know more about your rights, or you have exercised your rights and are unhappy with Our response you can contact the Information Commissioner’s Office. USE OF COOKIES The Privacy and Electronic Communications (EC Directive) Regulations 2003 (the Regulations) cover the use of cookies and similar technologies for storing information, and accessing information stored, on a user’s equipment such as their computer or mobile handset. A cookie is a small piece of information that Our websites store in your web browser. Your web browser then tells Our websites each time you return. The use of cookies and similar technologies is commonplace and cookies are important in the provision of many online services. Using such technologies is not prohibited by the Regulations but they do require that people are told about cookies and given the choice as to which of their online activities are monitored in this way. If a cookie is used, Our websites will be able to “remember” specific information about you and your preferences either until you exit your current browser window (if the cookie is temporary, see below) or until you disable or delete the cookie. Many users prefer to use cookies in order to help them navigate a website as quickly and seamlessly as possible. You should be aware that cookies contain no more information than you volunteer and they have no visibility of your computer’s hard drive or any other personal data. We use cookies to help identify and track visitors, their usage of Our websites, and website access preferences. This information allows Us to improve the websites and services. If you do not wish to have cookies placed on your device you should set your browsers to refuse cookies before using the websites. You can enable or disable cookies by modifying the settings in your browser. You can find out how to do this, and find more information on cookies, at www.allaboutcookies.org Certain features of Our websites may not function properly without the full use of cookies. 7. CONTACT US If you have any questions about this Privacy and Cookies Policy, or if you would like to exercise any of your statutory rights or make a complaint, please write to: The Data Protection Officer UKCloud Limited A8, Cody Technology Park Ively Road Farnborough Hampshire GU14 0LX dpo@ukcloud.com COMPANY The UKCloud Foundation Our Leadership Social Value Careers Carbon Reduction Plans 2020 Carbon Reduction Plans 2019 RESOURCES The State of Cloud Adoption Building Digital Foundations The Complete Guide to Multi-Cloud Cloud Migration 101 The State of Digital and Data Report National Infrastructure for Legacy Enviroments (NILE) Product Terms & Conditions NEXT STEPS Contact Us Free Trial How to Buy Preference Centre Pricing SECTORS Central Government Defence & National Security Education Enterprise and Private Sector Health and Care Local Government Law Enforcement Third Sector 01252 303 300 © UKCloud 2021 Website Terms & Conditions Product Terms & Conditions Privacy Policy Modern Slavery Statement WE USE COOKIES To help personalise content, tailor and measure adverts, we use cookies. 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