Privacy Policy

1. Introduction

This privacy policy describes how Netmatters Ltd. processes your personal information. It deals with how we collect information, what we do with it, how we protect it and what control and rights you have over how we use your Personal Information.

We are committed to protecting the privacy of anyone who interacts with us and will treat all information you give us with care. We promise to:

1.1 Tell you why we collect personal information, how we do this and what we use it for.

1.2 Only collect the information we need to deliver the service to you.

1.3 Keep the personal information up to date and ensure it is safe and secure.

1.4 Tell you why we process your information.

1.5 Tell you what purpose(s) we are processing it for.

1.6 Tell you whether you must provide it to us.

1.7 Tell you how long we keep it.

1.8 Tell you whether there are other recipients of your personal information.

1.9 Tell you whether we intend to transfer it to another country; and

1.10 Tell you whether we use automated decision-making or profiling.

Please read this Privacy Policy carefully to understand how we process your Personal Data. By providing your Personal Data to us or using our services or this website, you accept or consent to the practices in this Privacy Policy.

We may update this policy from time to time. The date this policy was last updated is shown at the end of this document.

As a Data controller, we fully comply with the Data Protection Act 2018 (DPA 2018), the Privacy and Electronic Communications Regulations 2003 (as amended) (PECR 2003) and the General Data Protection Regulation 2018 (UK GDPR 2018).

We are registered on the ICO Data Protection Register under registration number ZA193782 and at Companies House (England & Wales), Company number 06742078. Our registered address is Unit 11 Penfold Drive, Wymondham, Norfolk. NR18 0WZ.

2. Who We Are

This policy references Netmatters Ltd. "we," "us", and "our" are to Netmatters Ltd, Unit 11 Penfold Drive, Wymondham, Norfolk. NR18 0WZ.

The Data Controller is Netmatters Ltd.

Our Data Protection Officer is Keith Hebborn, Hebborn Consultancy Ltd. Tedder House, Tedder Close Watton Norfolk IP25 6HU.

dpo@netmatters.co.uk 0333 772 1510

3. What information do we collect?

We collect personal information about you to enable us to provide the services or fulfil a role with us. This may include:

3.1 Name and address.

3.2 Email address and telephone numbers.

3.3 Details of services you may have received from us.

3.4 We collect information about your IP address and the pages you visit when you visit our website. This does not tell us who you are or your address unless you choose to provide that information. (See Cookie Policy)

3.5 Payment information (e.g., credit card details) you give when you make a payment to us.

3.6 Information from user surveys, promotions, or competitions that you may take part in.

3.7 The result of any credit or anti-fraud checks we may have made on you.

4. Employees

For employees, we shall also ask for:

4.1 Your country, date of birth, national insurance number, and passport number.

4.2 The name and contact details of an emergency contact. It is your responsibility to ensure that if you provide us with any information about another person, they are aware of the terms of this privacy policy.

4.3 Information about complaints and incidents.

5. How do we collect Personal Information?

We collect personal information in the following ways:

5.1 When you enquire about one of our services.

5.2 When you provide information by filling in a form on registration or information provided at any other time.

5.3 During the provision of services to you.

5.4 When you participate in discussion forums or other social media on our site or sites managed by us.

5.5 When you contact us by email, telephone, social media or any other way.

5.6 When you visit our website.

5.7 When you sign in and out of our premises (visitors log).

5.8 When you register your vehicle for entry/exit or parking purposes.

6. How we use the information and why we need it.

We use the personal information to provide services to clients, guests, employees, visitors, and newsletter recipients or to meet our contractual commitments to you. This may include: -

6.1 Contract – if we have a contract with you, we will process your personal information to fulfil that contract.

6.2 Consent – generally, we will only ask for your consent to process your personal information if there are no other legal grounds to do so. Where we need your consent, we will ensure you are as fully informed as possible and will only use that consent for the reason you gave it to us. You can change your mind anytime by contacting us at the address in paragraph 14. Any email or text sent to you will have a link to let you do so.

6.3 Public interest – we will process your personal information when performing a task in the public interest.

6.4 Necessary to defend legal claims or court action.

6.5 Vital interests – Where it is necessary to protect your vital interests or those of another person.

6.6 Employment – when necessary to fulfil our duties under employment law.

6.7 Information you have made public.

6.8 Marketing – in addition to the processing, we may use your personal information to update you with information about services you have requested or would reasonably expect to receive from us. You can change your mind anytime, and we will keep your preferences up to date. Any marketing email will have a link to let you unsubscribe.

7. Legitimate Interests

Netmatters Ltd. may process your Data when it is in our legitimate interest to do this and when these interests do not override your rights. These legitimate interests include:

7.1 Keeping our records up to date.

7.2 Statistical research and analysis to enable us to monitor and improve our services.

7.3 When we may need to share your personal information with people or organisations to comply with legal or regulatory obligations or enable us to run our organisation.

7.4 To fulfil laws that apply to us and the third parties we work with.

7.5 To take part in or be the subject of any merger, sale or purchase of all or part of our business.

7.6 Managing our relationships with you and those who assist us in providing your services.

8. Who will see the information?

Your information will only be accessible to our staff and only where appropriate regarding the work they are doing. We will never sell your information or let other organisations use it for their purposes. We will only share your personal information:

8.1 Where consent is necessary, we will have obtained your consent to us doing so and will provide information for the specific reason your consent was given. You will be able to withhold consent when you complete the form on which we collect the Data. Otherwise, you can contact us at the address in paragraph 14 at any time to exercise your rights as a Data Subject.

8.2 Where it is necessary to protect your vital interests (i.e., life or health).

8.3 Organisations or people whom we must share your personal information with by law or regulations.

8.4 The police or other law enforcement agencies for them to perform their duties.

8.5 Where (for employees) we use other organisations to provide services on our behalf for processing, such as Payroll, pension accountancy or other outsourced HR-related administration.

8.6 If we merge with another organisation, form a new entity, sell our business, or purchase a business.

8.7 Where a third-party Data Processor is used, we ensure they operate under a contract that includes confidentiality and security of Personal Data and their obligations under the Data Protection legislation.

9. Security

9.1 The security of your personal information is very important to us. We protect all Personal Data we hold and ensure we have appropriate organisational and technical measures in place to prevent unauthorised access or unlawful processing of Personal Data and to prevent Data from being lost, destroyed, or damaged.

9.2 All information you provide to us is stored on our secure servers. 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 a password with anyone.

9.3 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.

9.4 Any transmission of Personal Data by you is at your own risk. Once we receive your information, we use strict procedures and security features to prevent unauthorised access.

9.5 Personal Data is processed in the UK; however, your information may be situated outside the European Economic Area (EEA) for IT hosting and maintenance (e.g. Cloud storage).

10. Your Rights as a Data Subject

You have the following rights:

10.1 Transparency over how we use your personal information (right to be informed).

10.2 To request a copy of the information we hold about you, which will be provided to you within one month (right of access).

10.3 An update or amendment of the information we hold about you (right of rectification).

10.4 To ask us to stop using information (right to restrict processing).

10.5 Ask us to remove your personal information from our records (right to be forgotten).

10.6 Request us to remove your information for marketing purposes (right to object).

10.7 To obtain and reuse your Data for your purposes (right to portability).

10.8 Not to be subject to a decision based on automated processing.

You can contact us about exercising these rights at the address in paragraph 14. To protect your privacy, we may ask you to prove your identity before we agree to respond to any request. There is no charge for a request, and we will respond to the request within one month.

If you are dissatisfied with how we deal with your request, you can contact the Information Commissioners Office on 0303 123 1113 or at their website www.ico.org.uk.

11. Cookies

Our website uses Cookies to distinguish you from other users of our website. Cookies help us provide a good experience when you browse our website and allow us to improve our site. 

More information concerning our use of cookies can be found in our Cookie Policy.

12. Retention of information

We only keep your information for as long as necessary for the purpose we obtained it, with few exceptions in the law. More information concerning the Retention and Disposal of Data can be found on our Data Retention & Disposal Policy.

13. CCTV

For GDPR, the definition of 'CCTV' includes dash-cams in company vehicles or private vehicles used in Company business. CCTV monitors our premises for the safety of visitors and staff and the security of the property. Images are retained for 30 days under ICO guidelines. 

More information concerning our use of CCTV can be found on our CCTV Policy.

15. How to Contact Us

If you have any questions about how we collect, store, and use personal information, or if you have any other privacy-related questions, contact us by any of the following means:

Phone: 01603 704020

Email: dpo@netmatters.com

Post: Data Protection Officer Netmatters Ltd, Unit 15 Penfold Drive, Wymondham, Norfolk. NR18 0WZ.

Last reviewed date: 31/05/2023