Privacy: customers

What is Customer Data?
Customer data refers to the information collected by Cybanetix about our customers, This data is used to understand, interact with, and serve customers.

What Categories of customer data may we hold on you?
We gather the necessary information to process and deliver customer orders, provide quotes or samples, and offer our services effectively.

This information includes:
• Name
• Company/Organisation
• Role
• Address
• Email Address
• Telephone Number
• Payment Information
• Design information
• IT Logs (Meta Data, IT log data, IP addresses, user IT activity)

We collect this information directly from you, or where you are buying through one of our resellers they may forward your information to us.
We may also generate further information when processing your request, for example recommendations and specifications for products.

Purposes of the Processing
Legitimate Interest: We collect, and process customer data based on our legitimate interests, which include providing and improving services, customer support and business operations

Consent – The data collected will be used exclusively for surveys and marketing purposes, which may encompass services you have requested or improvements to your user experience. Your consent is provided freely and voluntarily. You have the right to withhold consent without any negative consequences, and you may withdraw your consent at any time.

Contractual Obligation: We collect and process personal data to fulfil our contractual obligations to you, including processing and delivery of orders, providing quotes or samples, and ensuring the provision of our services in accordance with our agreement.

We continue to store this information for 7 years after we have delivered your order to meet our legal obligations to keep records.

We may also, with your consent, use this information to send you information on our products and services (including pricing information, magazines and product information).

This includes products and services from Cybanetix.

You may withdraw this consent at any time by unsubscribing from the service following the instructions provided with the material (such as clicking unsubscribe if you receive information via e-mail).

Disclosure
We may disclose information about you to our suppliers such as:

• Haulers used to ship the product to you, or who are quoting to ship the product
• Design agencies who may support the process of quoting for your job
• Our consultants and professional advisors

And, where you have provided consent, to our suppliers involved in sending marketing material.

Where will we store your data?
We store all customer data within the UK and European Economic Area (EEA) to ensure compliance with applicable data protection laws and regulations. We implement robust security measures and protocols to safeguard your data from unauthorised access, disclosure, alteration, or destruction, ensuring the confidentiality, integrity and availability of your information is maintained at all times.

What we do not do/Data Transfer
We do not currently transfer customer data outside of the UK or EEA. If we do so in the future we will use a legal framework approved by the UK and EU for the protection of your data.

We do not do any profiling or automated decision making.

We do not process any special categories of information.

How long do we keep your data?
Customer sales data will be kept for 7 years after your last interaction with us.

IT logs which are processed on behalf of your employer area host on our platforms and will be kept by us for as long as required for us by contact. Retention periods for your data will be determined by the contractual requirements with your employer.

Your duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your business relationship with us.

Your rights
Under the UK General Data Protection Regulation (UK GDPR) and The Data Protection Act 2018 (DPA) you have a number of rights with regard to your personal data. You have the right to request from us access to, rectification of or erasure of your personal data.

You have the right to request that we restrict processing your data (have us store but not use your data), object to our processing of your data as well as in certain circumstances the right to data portability.

Exercising these rights
If you wish to exercise your rights contact dpo@cybanetix.com

However, you may also make the request to any Cybanetix staff member, who will start the process for you. If the request is made verbally the Cybanetix staff member receiving the request shall record it in writing and confirm the wording with you.

If we decide not to act on your request within a month, or refuse the request, we will set out clearly the reason we took no action.

Right to complain
And, if you do not agree with our decision, or otherwise believe we have not complied with the requirements of UK GDPR, you can ask the Information Commissioners Office to review how we have handled your request.

Data security
Cybanetix protect your information by following industry recognised standards and regulations such as ISO27001, PCI DSS, Cyber Essentials and UK GDPR.

We restrict who can access your information to just those who need it for the purposes described in this document. When we transmit your data over the Internet we encrypt it.

Contact details
Cybanetix Limited,
The Coade,
Level 9,
98 Vauxhall Walk,
London,
SE11 5EL,
Tel: 020 8396 7442
Our data protection officer can be contacted at dpo@cybanetix.com