Privacy Policy

The Server Group is committed to ensuring that your privacy is protected. We ask you to read this Privacy Policy very carefully as it sets out what personal data we collect about you, how we will use it, and who your information may be shared with. 

Who we are in this Privacy Policy?

"we”, "us” and "our” refer to The Server Group Ltd. For the purpose of UK data protection laws, we are the data controllers and process and store information in accordance with the data protection legislation of the UK and our own policies and procedures. 

Details on how you can contact our Data Protection Officer can be found at the bottom of this Privacy Policy.  

The information we collect and process about you will depend on the products/services we provide to you. Our subsidiaries maintain their own privacy policies which are available on their individual websites. 

This Privacy Policy applies to: 

• Our corporate websites 
• General enquiries received by us, whether by post, phone, email, online, social media, or other online activity 
• Services/products provided by The Server Group and its subsidiaries not covered by their own privacy policies.
• Visits to or use of any of our offices or corporate systems.

Cookies

• Our website uses several cookies, these are currently:

• Session ID: This cookie is used for your connection to our server. It does not contain any personal information and auto-expires after a maximum of 60 minutes inactivity. It is required for the correct use of our website.
• Zoho; Our website features a web-chat, allowing visitors to enter their details. The cookie does not store any personal information, but once a web-chat has been initiated this will transmit your Name and Email Address to us. Unless requested we will not store your Name/Email Address or use it for any purposes other than to reply to a specific web-chat enquiry.
• Google Analytics: We use Google Analytics for tracking visitors to our website and for goal conversions. Google Analytics works purely by your IP address and cannot be connected to a personal individual.
• CloudFlare: We use CloudFlare for our website load balancing, security and availability. Your IP address will be processed through the CloudFlare worldwide network and may be stored on their systems, but no personally identifiable information is ever sent.

If you disable cookies on your browser or block them for our website the site will not function as intended and functions such as online ordering will not work.

Encryption

Our website is encrypted with a 2048-bit TLS cipher for strong encryption. All communication you do with our website is fully secure between your browser and our web servers. The SSL communication will pass-through the CloudFlare servers, but as is the nature of SSL communication their systems cannot decipher the content of the traffic.

Online Ordering Checkout

We ask for information from the user on our website checkout. As goods are being ordered from our site the user must give us their name, email and delivery address, along with the requested financial information, such as the credit card number and associated details to enable us to process the order as requested. This information is used solely for charging/invoicing and to dispatch the order. If we have difficulties processing or fulfilling an order these details are used to contact the user.

Business Transitions

In the event The Server Group Ltd goes through a business transition, such as a merger, being acquired by another company, or selling a portion of its assets, users' personal information will, in most instances, be part of the assets transferred. If as a result of the business transition, the users' personally identifiable information will be used in a manner different from that stated at the time of collection they will be given choice consistent with our notification of changes section.

Links

This website contains links to other sites. Please be aware that The Server Group Ltd are not responsible for the privacy practices of such other sites. This privacy statement applies solely to information collected by this website.

What information do we collect? 

• Identity data, such as your name and address. 
• Contact data, such as your email address or phone number(s).
• Document data, such as copies of utility bills, passports, benefit statements etc.
• Financial data, such as your bank details, payment card details, and transactional information 
• Family information, such as your next of kin and their contact details. 
• Technical data, such as your IP address, browser information, operating system, and other information relating to the device you use to access our websites and other online services.
• Preference data, such as your preferences for receiving non-essential communication and marketing materials from us.
• Social Media data, such as when you "like” or comment on our posts on any of our social media accounts and have made that information publicly available or available to us.

How do we collect your information? 

We may collect your information directly by: 

• Being provided with information as a result of a query, complaint, service or other work request or any other matter raised with us by post, email, phone, or other format.
• The use of one of our websites or mobile apps to raise a request for service or other work items for us.
• You applying for a job vacancy advertised on our website. 
• Being provided with information as a result of a visit to one of our website.
• Your participation in an event or activity organised by ourselves or one of our partners.
• Receiving from you a business card, marketing enquiry or another request to contact you.
• Your visit to one of our locations and/or use of our systems (for instance, our guest Wi-Fi network).
• Other correspondence with you by phone, letter, email, or otherwise.

We may also be provided with information about or relating to you by a third party, including: 

• Organisations for whom we are contracted to provide services. 
• Organisations who act on behalf of organisations noted above.
• Next of kin, persons to whom you have delegated power of attorney and other persons acting in your interests.
• Official bodies and other public authorities to whom we do not provide services.
• Social media organisations where you have permitted the organisation to share with us information you have provided to the service or made public in connection with that service.

How do we use your information? 

We use the information provided to us to fulfil various duties and obligations as set out below: 

• To process and complete any job, work item or request or deliver other products/services to you as contracted by a third party.
• To respond to your query, complaint, issue, or any matters raised with us. 
• To enable us to provide access to our offices and corporate systems.
• For internal business processing and operations.
• To develop, improve and manage our websites. 
• To request feedback or customer satisfaction information relating to our performance of works and/or products.
• Processing of information where the law requires us to do so.
• To respond to claims, accident investigations, and other legal procedures where we are required to provide information.
• To deliver products to you as directly contracted with you.
• To invite you to workshops, seminars, conferences and other events organised by ourselves or our partners.
• To identify your interest in our products.

We will only use your information for the purpose(s) it was collected for, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose or where there is a legal requirement for us to use that information. We may process your information without your knowledge or consent only where this is required or permitted by law. 

Transfer of your information outside the EEA.

The Server Group is a UK based business with operational bases in the UK only, however some of the data we collect from you may be transferred to third parties who will store data outside of the European Economic Area (EEA). Examples of where this may occur include where we use a cloud IT service to manage and deliver operational and business processes (such as our HR systems). We endeavour to only instruct suppliers that can provide the same level of data security that we have here in the UK, and where it is necessary to transfer your personal information to a country outside of the EEA which has not been approved by the European Commission, we will ensure that appropriate safeguards are in place. This will ordinarily be through the use of approved EU standard contractual clauses or an approved framework, such as the U.S. Privacy Shield, that are designed to help safeguard your privacy rights and give you remedies in the event of your information being misused. 

How long your information will be kept for?

We will keep your information for as long as is necessary to provide services to you, to fulfil our legitimate business interests or to meet our legal obligations. In order to meet our legal obligations.

To determine the appropriate retention period for personal information, we consider the amount, nature and sensitivity of the information, the purposes for which we were originally processing it, the potential risk of harm from its unauthorised disclosure or loss and any legitimate interests or legal obligations its retention may be required to meet. Your information will be kept in line with our Retention Policy and internal procedures. 

Your Rights under GDPR

You have various legal rights in relation to the personal information that we collect and process: 

• A right to access the information that we process about you, together with information about why and how we are using it, who we have shared it with and other information.
• A right to ask us to rectify any information we hold about you that is inaccurate or incomplete.
• A right to ask us to erase information if we no longer have a legal basis for processing or storing it (please note that this right can only be exercised in certain circumstances and, if you ask us to erase your information and we are unable to do so, we will explain why not.
• A right to ask us to restrict processing your information in certain circumstances. 
• A right to ask us to transmit (‘port’) information about you in a structured, commonly used and machine readable format.
• A right to object to us using particular information, or using it in a particular way 
• A right to object to us using and storing your information for direct marketing purposes 

If you would like to exercise any of the above rights, you can do so by contacting our Data Protection Officer via the contact details at the end of this privacy policy or by speaking to your regular contact point. We may require you to provide proof of identity, address or other details. Where we are unable to fully action your request, we will explain why and outline any next steps. 

We do not use automated decision-making processes within the scope of this privacy policy. 

For more information on your privacy rights under current data protection law, including the circumstances under which they apply, we recommend you visit the Information Commissioner’s Office website at: www.ico.org.uk 

Keeping your information secure 

We take seriously the need to keep the personal information we process secure and have in place various organisational and technical measures to prevent information being accidently lost, stolen, accessed or disclosed in an unauthorised way. We limit access to your information to those with a genuine business need to see it so those processing your information will do so in an authorised manner and subject to a duty of confidentiality. 

We maintain various industry standard security technologies and tools to prevent and detect unauthorised access and amendments to our systems, including firewalls and other perimeter devices, anti-virus and threat protection systems and email and internet security software. 

We maintain policies and procedures to help ensure a consistent approach to security best practices and behaviours across our company, including keeping paper records safe, physically securing buildings, the safe transfer and handling of data and the secure use of our systems. 

Unfortunately, the transmission of information via the internet is not completely secure and while we do our best to protect information you transmit to us via our websites, we cannot guarantee its security and transmission is at your own risk. 

Get Safe Online (www.getsafeonline.org) provide more detailed information on how to protect your information and devices against fraud, identify theft, viruses and other online treats and is supported by HM government and leading businesses. 

How to complain?

If you are concerned about any aspect of how we handle your personal information or your rights as outlined above, you can contact our Data Protection Officer on the details below. Alternatively you can log a complaint directly with the UK’s supervisory authority, the Information Commissioner. The address for the Information Commissioner’s Office is: 
The Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. The ICO website is available at: www.ico.org.uk  

How to contact us?

Our Data Protection Officer can be contacted by email at [email protected] and via post by writing to The Data Protection Officer, The Server Group Ltd, Lancaster Court, Lancaster Park, Newborough Road, Burton on Trent, Staffs. DE13 9PD. 

When was this Policy updated?

This Privacy Policy was last updated in January 2023. We may change this Policy from time to time and future changes will be published on our website.