S3 Satcom Limited – Privacy Policy

Introduction

S3 Satcom Limited respects your privacy and is committed to protecting any personal data you share with us. This privacy notice will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you.

We pride ourselves on our honesty and openness and will always be clear how, when and why we collect and process your information; we promise we will never do anything with your details that you wouldn’t reasonably expect.

Developing a better understanding of our customers and suppliers is crucial, and your personal data allows us to better support you in your business endeavours.

Controller

S3 Satcom Limited is the controller and is responsible for your personal data (collectively referred to as "S3 Satcom Limited", "we", "us" or "our" in this privacy notice) that is collected and held by the company.

We collect information in the following ways:

When you give it to us DIRECTLY

There are many ways you may give us your information. For example, when you speak to us at an exhibition, ask us to quote for, or award us a contract, or supply equipment or services to us. These contacts can be by phone, in writing (including email) or in person. We are responsible for your data at all times.

When you give it to us INDIRECTLY

Your information may be shared with us by independent organisations, for example services that supply details of tenders, credit reference agencies or other such services. These independent third parties will only share your information when you have consented. You should check their Privacy Notice when you provide your information to understand fully how they will process your data.

Via Social Media

Depending on your settings or the privacy notices for social media and messaging services like Facebook, WhatsApp, LinkedIn or Twitter, you might give us permission to access information from those accounts or services.

Via information available publicly

This may include information found in places such as websites (potential or actual suppliers or customers), Companies House and information that has been published in articles/newspapers.

Cookies

Like most websites, we use “cookies” to help us make our site, and the way you use it, better.  We do not store any personal data in the cookies that we use.

Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling in your name and address in text fields.

In addition, the type of device you’re using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.

The type and quantity of information we collect and how we use it depends on why you are providing it. You should be able to control what cookies are placed on your device through your browser settings. Go to https://www.aboutcookies.org/  to find out more about cookies, including how to see what cookies have been set and how to manage and delete them.

Details captured during your visit to our websites will include, but are not limited to, traffic data, location data, weblogs and other communication data and the resources you access. In particular, if you use our website to update Ephemeris data, we store the date and time, IP address, MAC address and the software versions of the requesting device. However, all data collected is anonymous and will not identify you as an individual.

What personal information we collect and how we use it

We will only ever capture the minimum amount of information that we need to provide our services to you and we promise to keep your information secure. The personal data we will usually collect is:

  • Your name
  • Your contact details
  • Your bank details (if relevant to the service provided)
  • Details of the enquiry, contract, service or product

Where it is appropriate, we may also ask for additional information

How we will use your data

We will use your personal data for the legitimate interest of conducting core business activities, these will include:

  • Administering your account payments and credits
  • Providing you with the services, products or information you asked for
  • Facilitate conference, training seminars, meetings and other special event planning
  • To present our website and its contents to you and to allow you to participate in interactive features on our website
  • For HR/Employment records for staff
  • Taking up employment references
  • To keep a record of your relationship with us
  • Understanding how we can improve our services, products or information
  • In any other way we may describe when you provide the information
  • For any other purposes with your consent

Sensitive information

We do not collect any personal information classified as ‘sensitive’ under GDPR. This includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, genetic and biometric data. Nor do we collect any information about criminal convictions and offences

Employees

We will collect all personal information required to comply with employment legislation, including where necessary, sensitive information. This may include medical information and where additionally appropriate we will perform a criminal record search. To prevent discrimination and to ensure diversity, we may request information from the employee on religion, sexuality and ethnicity.

CCTV

In order to prevent and detect crime and to ensure the safety of our staff, we operate CCTV systems at our offices in the UK (S3 Satcom Ltd, 9 Crittall Road, Witham, Essex CM8 3DR UK). These cameras record images in real-time and are operated and controlled by our own staff. We would only share this information when requested to do so as required by law, police investigation, or if pertinent to judicial or governmental investigation. CCTV data is retained for a short period (typically 7-14 days) and then overwritten. Any data exported (e.g. for crime reporting) is kept securely.

Recording Telephone Calls

The only recording of telephone conversations is via a voice mail facility. Such recordings are deleted after use.

Data Sharing

Our service/host providers

In the course of our legitimate business activities, there may be a need for us to share, or give access to, your personal data to third parties that provide us with services or host our applications/software that you may access, for instance:

  • Our accountants
  • Our legal advisors
  • Our marketing consultants
  • Banking organisations – those that provide our banking/payment services
  • HMRC – for tax and employment details
  • MailChimp – our communication mailing software service provider or similar systems
  • Our marketing consultants (who may be outside the EU)

We will ensure that data processing agreements, compliant to GDPR, are in place before sharing with, or giving access to, your data with any of our service/host providers.

Sharing with third parties

We will never commercially sell your personal data to anyone else.

We will only ever share your personal data in other circumstances, not listed above, if we have your explicit and informed consent at the time of collection. However, we may need to disclose your details to agencies where we have a legal obligation to provide such information. These agencies may include: the police or security services, other government or pseudo-government agencies such as HMRC, the Home Office, the Health and Safety Executive and other regulatory bodies.

How we keep your information safe and who has access to it

We ensure that there are appropriate physical and technical controls in place to protect your personal details. For example, confidential paper records are securely stored, our online forms are encrypted and our network is protected and routinely monitored. Confidential paper waste is shredded at our premises.

We undertake regular reviews of who has access to information that we hold to ensure that your personal information is only accessible by appropriate staff and our service/host providers. We do comprehensive checks on the companies we use before we work with them and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they may have access to as part of providing those services.

We have a duty to report certain types of personal data breaches to the relevant supervisory authority, and where feasible, we will do this within 72 hours of becoming aware of the breach.  If a breach is detected and likely to result in a high risk of adversely affecting you, we will inform you without undue delay.

Where we store your information

Your personal information will be held or hosted securely in the UK or the EU

How long we retain your information and how we keep it up to date

We will only keep your information for as long as we need it to assist you with your enquiry, contract, support or other services we may provide. We will delete your information once it no longer required for us to fulfil our obligations to you.

There are statutory timescales on how long we should keep your information. For example, employment records must be retained for 6 years after an employee leaves, financial records must be kept for 7 years, information associated with Health & Safety must be retained for 3 years after an event. We will delete your information according to these statutory limits or according to guidance issued by the Information Commissioner.

Where necessary, we will keep your information accurate and up-to-date.

Your rights

The General Data Protection Regulations gives you certain rights and these are listed below for your convenience, further clarification of your rights is available on the Information Commissioners website https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/ 

  • You have a right to be informed when your personal data is being collected, what is collected and how it will be used or shared.
  • You have a right of access to your personal data: the right of access allows you to be aware of and verify the lawfulness of the processing of your personal data You can request a copy of the information which we hold on you. This information will be provided free of charge, unless the request is found to be manifestly unfounded or excessive then a reasonable fee will be charged. The application should be made in writing, by letter or email and addressed to the Director Responsible for Data Protection, contact details shown below, enclosing two proofs of identification.

           Applicants should be aware that where requests are manifestly unfounded or excessive, in particular because they are repetitive, S3 Satcom Ltd can:

  • charge a reasonable fee taking into account the administrative costs of providing the information; or
  • refuse to respond.
  • You have a right in certain circumstances to have inaccurate personal data rectified, blocked (restrict processing), erased (right to be forgotten), or destroyed.
  • You have a right in certain circumstances to object to the processing of your personal data for such reasons as direct marketing, automated decision making, profiling; although we can confirm we make no decisions on you using an automated process.
  • You have a right in certain circumstances to data portability.

In certain situations, these rights may not apply, for example if you are an employee, we will need to communicate with you about your employment and those services afforded to you as part of that employment.

We collect and process your personal data through legitimate interests or because you have provided it to us to enable us to deliver a service to you.  We will only process your personal data as you would reasonable expect us to. You can opt out of our general mailings at any time.

Finally, if you are unhappy with how we have processed your information, you have the right to lodge a complaint with the Office of the Information Commissioner, contact details below.

Changes to this privacy notice

We may change this privacy Notice from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website www.s3sat.com or by notifying you directly.

Our contact details

Director Responsible for Data Protection

S3 Satcom Limited

9 Crittall Road

Witham

Essex

CM8 3DR

UK

Tel: +44 1376 504040

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Complaints

If you are unhappy with how we have processed your personal information we would appreciate the chance to deal with your concerns before you contact the ICO. If you are still unhappy you may contact the following:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire, SK9 5AF

Helpline: 0303 123 1113 (local rate) or ++44 1625 545 745

 

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