Cookies and Privacy Policy

Ninehundred Communications Group places a high priority on protecting and managing data we hold in accordance with accepted standards including Cyber Essentials. We will comply with applicable GDPR regulations when they take effect in May 2018, including as a data processor, while also working closely with our customers to meet contractual obligations for our procedures, products and services.

This policy was last reviewed on 21st May 2018.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

All data collected by Ninehundred Communications Group will be processed in line with the 6 Principles of GDPR by:

1. Processed lawfully, fairly and in a transparent manner

Ninehundred Communications only collect:

  • Name, contact information including email address, demographic information such as postcode
  • Details of your enquiry / or existing contract information

You have the right to ask us not to process your personal data for marketing purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data and you can also exercise the right - at any time - by contacting us at gdpr@ninehundred.co.uk.

Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing.

2. Collected for specified, explicit and legitimate purposes

Personal data submitted on our site will be used for the purposes specified in this privacy policy.

We may use your personal data to:

  1. carry out our obligations arising from any contracts entered into between you and us and to provide you with the information, products and services that you request from us
  2. to notify you of any changes to our services
  3. send statements and invoices to you and collect payments from you
  4. 4. provide you with information about other goods and services that we offer, which are similar to those that you have already enquired about
  5. comply with our statutory and regulatory obligations
  6. to ensure content from our site is presented in the most effect manner for you
  7. deal with enquiries and complaints made by or about you relating to the site

The legal grounds on which we use this information are:

  • To allow us to perform our contract with you (point 1, 2 and 3 above)
  • To allow us to exercise legitimate interests as a data processor (point 4 and 5 above)
  • On the basis of your explicit consent (point 6 and 7 above)

3. Adequate, relevant and limited to what is necessary

Ninehundred Communications only collect:

  • Name, contact information including email address, demographic information such as postcode
  • Details of your enquiry/ or existing contract information

Where you chose to have a relationship with Ninehundred Communications Group, such as a contractual or other business relationship, we will continue to contact you in connection with that business relationship until permission is withdrawn.

We do not collect any sensitive personal data about you, such as information about your race, political opinions or religious beliefs - unless we obtain your explicit consent. In addition, we do not knowingly collect personal data from - or direct our content towards - those under the age of 16.

4. Accurate and, where necessary kept up to date

Ninehundred Communications will carry out daily updates as required, archiving or securely deleting information from our live system in line with our 6 years’ retention policy.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please write to us at or email us at gdpr@ninehundred.co.uk.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

5. Retained only for as long as necessary

We only keep your personal data for as long as is necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.

Ninehundred Communications review and assess customer data to determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data - and whether we can achieve those purposes through other means - and the applicable legal requirements.

Customer records are retained for 6 years to meet our legal and regulatory requirements or the length of the contract, whichever is the longest. After this time, data is deleted from our live system.

Where there has been no business activity with a named contact for 2 years Ninehundred Communications will contact to determine if consent is still valid or not.

6. Processed in an appropriate manner to maintain security

Ninehundred Communications are committed to ensuring that your information is secure. We have put in place physical, electronic and managerial procedures to safeguard and secure the information we collect.

Information is stored on a secure server, within the UK. We do not store information on the cloud.

We do not sell, rent or share personal information with any other organisations.

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

Any payment transactions will be encrypted using SSL technology. Where we have given you - or where you have chosen - a password that enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site. As such, any 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.

To back this up we hold Cyber Essentials Accreditation Certificate No.2180311.

Cookies placed by our website

Overall, cookies help us provide you with a better website experience by allowing you to interact with us and enabling us to monitor which pages you find useful and which you do not. The cookies we place in no way allows us to personally identify you or allow us access to other files on your computer.

We use cookies for a number of reasons. Some need to be placed for you to use our website. Others, whilst not strictly necessary, are used to provide an insight into how our website is used and others offer enhanced features that provide a more user friendly experience.

Necessary Cookies

Some of the cookies our website sets are to allow core functionality, for example, we use a content management system that uses session cookies on key functionality such as contact forms – without them the forms will be ineffective and are therefore considered as necessary. They are also used for search functionality, filtering and categorisation.

Necessary cookies include:

Unique strings such as afd98d1c97f7bbf266a7cfbbb7b785cc – these are session cookies that expire when your browser is closed.

If you visit our contact pages we provide a live chat tool and for this to be used it places two cookies:

lhc_per - To create a unique online visitor hash (id) for the chat session.

lhc_ses - To store session data so content is retained in the window during the chat session.

Analytical Cookies

We use tools that place cookies to collect and analyse how our website is used. They help us understand how many visits there are, what pages are visited and those that are not. For example, over a set period of time they can tell us how many new visitors we have had, or how many returning visitors we have had but they cannot personally identify anyone.

Our analytical date is used internally only and never shared. It is used solely to help us understand how effective our website content is.

Analytical cookies include:

_ga - It is included in each page request in a site and used to calculate visitor, session and campaign data for the sites analytics reports. By default, it is set to expire after 2 years.

_gid - Used to distinguish visitors and expires after 24 hours.

_gat - Used to throttle (limit) the number of requests that have to be made and expires after 1 minute.

_pk_id - Sets an id to establish if a visitor is new or a repeat visitor.

_pk_ses - Used to track what pages were visited.

_pk_ref - Used to identify what site a visitor came from (referred from).

YouTube

We embed videos from our official YouTube channel using YouTube’s no-cookies mode.

However, we also provide links to appropriate product related videos which are outside our own channel and therefore over which we have no control.

Where we have embedded videos outside our own channel, it will be stated on the page.

Cookie Control

Most web browsers automatically accept cookies but you can usually modify your browser settings to decline cookies if you prefer. However, this may prevent you from taking full advantage of website functionality such as contact forms and sharing content with friends and colleagues.

You can find out more about cookies at aboutcookies.org.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to access this content, you should note that if it is not one of our websites we do not have any control over that website. Therefore, we cannot be held responsible for the content, protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Cookies placed by other websites

As with web content we have no control over the cookies placed by other websites (third party cookies).

We provide links to information we feel relevant and also links to the main social networks such as Twitter, Facebook, LinkedIn and Google+. We recommend that you refer to their privacy policy.

For enhanced website functionality we have embedded some external content with our own webpages and some third party cookies will be placed. Currently these include:

  • Video - Equipment manufacturer videos delivered by YouTube (owned by Google). We have taken steps to remove external adverts from our video pages
  • Maps - Our contact pages include Google Maps as a tool to assist with locating our office

Your Rights

You have certain rights in relation to personal information processed by us. These include:

  • The right to object to the use of your personal information for marketing purposes (as set out above)
  • The right to request a copy of your personal information, along with information relating to its use
  • The right to request that your personal information is erased, subject to certain restrictions
  • The right to request a copy of your personal information in a commonly readable format

You can contact us regarding this Privacy Policy or to exercise you rights by contacting us on:

Telephone: 01302 368866.

Email: gdpr@ninehundred.co.uk.

Should you wish to make a complaint, you can also contact the Information Commissioners Office (ICO) using the details on its website, https://ico.org.uk/concerns/