Legal

Data Protection Policy

Last reviewed: 2024. If you have any questions, contact dheath@couno.co.uk

Our aims

We, at Couno, understand that your privacy is important to you and that you care about how your information is used and shared. We respect and value the privacy of everyone who uses our services and will only collect and use information in ways that are useful and consistent with your rights and our obligations under the law.

Our Privacy Notice aims to provide you with key information about:

What data we collect from you and why
How we use or process that data
How you can access and take ownership of your data
How and where you can make a complaint if you're unhappy

Please read this Privacy Notice carefully and ensure that you understand it. Your acceptance of our Privacy Notice is deemed to occur upon your first use of our Site. If you do not accept and agree with this Privacy Notice, you must stop using our Site immediately.

Who are we?

Couno IT Solutions Limited is a limited company registered in England under company number 13433656. Our registered address is 19 Station Road, Southend-on-Sea, Essex, SS1 3JY.

Our Data Privacy Officer is responsible for handling our compliance with data protection law and for effectively handling all queries from data subjects about their personal data.

For all data related matters, including subject access requests, please contact:

Danielle Heath — Data Privacy Officer

Couno IT Solutions Limited, 19 Station Road, Southend On Sea, Essex, SS1 3JY

Tel: 01702 811222

Email: dheath@couno.co.uk

What data do we collect?

We will never collect or process special category data, or data relating to criminal convictions or offences, from you. Our website is not intended for children and we do not knowingly collect data relating to children.

When you	You provide	Via	Lawful basis
Contact us by phone, email or via our website	First name, Surname, Job title, Telephone number, Email address	Telephone, Email, Website	In performance of a contract
Access our IT support services	First name, Surname, Job title, Telephone number, Email address	Telephone, Email, Website	In performance of a contract
Provide services to us or become a supplier	Name, Contact details, Bank details, Identification documentation	Telephone, Email, Website	In performance of a contract
Promote our products and services	First name, Surname, Telephone, Email, Postal address	Telephone, Email, Website	With consent
Unsubscribe	First name, Surname	Telephone, Email, Website	Legal obligation

If you choose not to provide your data, then we may not be able to offer key services to you.

Collecting data from third parties

From time to time we compliantly purchase data for marketing purposes from Experian Ltd. If we obtained your contact details this way you should have received a Privacy Notice from us.

What happens to your data?

General correspondence

We will use this data to respond to your enquiry in a satisfactory way.
Any email sent to us may be monitored and used by us for reasons of security and for monitoring compliance with internal policy.
This information will be stored in emails and our Contacts Database if you use our Contact Us form on our website.

IT Support Service

This information will be used by our team to provide IT support services.
In the course of providing these services, we may encounter wider information relating to employees, suppliers and customers.
All information will be managed according to any DPA and NDA that is in place.
Information will also be used to process payments and to comply with accounting and taxation purposes.

Supplier/Service Provision

In the course of providing services to us, you may encounter wider information relating to our employees and customers.
All information will be managed according to any DPA and NDA that is in place.
Information will also be used to process payments and to comply with accounting and taxation purposes.

Promotion and Marketing

With your consent we may send you marketing materials promoting our products and services by email, telephone and/or post.
Your personal information will be stored in email and our secure third party email marketing platform.

What is our lawful basis for processing your data?

We collect and process your data using the following lawful bases:

In the performance of a contract

We process your data where it is necessary for the performance of a contract we've entered with you, or with the intent to enter into a contract with you.

With legitimate interests

We process your data in the legitimate interest of our business in order to provide you with the best service and the most secure experience. We always consider and balance any potential impact on you before processing.

To comply with a legal or regulatory obligation

We process your personal data where it is necessary for compliance with a legal or regulatory obligation.

With your consent

We've asked for your explicit consent to process your data in a certain way, and you've provided it. You have the right to withdraw your consent at any time.

Who do we share your data with?

We employ the services of a small group of trusted data processors to enable the smooth running of our business and only process your data in line with our explicit instructions.

Couno will never share or sell your data to any other company for commercial gain. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes.

Cookies

We use cookies to enhance your browsing experience and analyse traffic on our site. When you visit, you will be shown a cookie consent banner where you can choose to accept or decline non-essential cookies. Necessary cookies are always active as they are essential for the site to function.

You can update your preferences at any time by clearing your browser's local storage or contacting us.

How do we keep your data secure?

Your privacy is important to us, so we take all reasonable and proportionate steps to protect your personal information by:

Putting appropriate security measures in place to prevent your personal data from being accidentally lost, used, altered, disclosed or accessed in an unauthorised way.
Limiting access to your personal data on a 'need to know' only basis.
Ensuring our staff are trusted and trained in data protection compliance and confidentiality.
Following due process to deal with any suspected personal data breach.
Only retaining your personal information for as long as necessary to fulfil the purpose we collected it for.

International Transfers

Sometimes your data is transferred to countries outside of the European Economic Area (EEA). When this occurs, we ensure that the third-party provider participates in and has certified its compliance with the EU-US Privacy Shield Framework.

How long do we keep it?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for satisfying any legal, accounting or reporting requirements. If you would like more specific information on our data retention periods, please contact our Data Privacy Officer.

Your rights

We fully support your rights and we will always seek to uphold them. At any point you can exercise your:

Right of access – contact us for a copy of the data we hold about you.
Right of rectification – let us know if the data we hold is out of date or inaccurate and we'll update it.
Right to be forgotten – if you no longer want to use our services, contact us and we'll delete all the data we hold about you.
Right to restriction of processing – you can ask us to restrict how we process your data.
Right to data portability – you can ask us to provide the data we hold about you in a portable format.
Right to object – you can object to us processing your personal data.

If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk.

Changes to this policy

We reserve the right to update or amend this Privacy Notice at any time. Any changes will be posted on this page. We recommend you review this policy periodically.

Questions about this policy?

Contact our Data Privacy Officer directly.

Email dheath@couno.co.uk Call 01702 811222

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