This Policy explains the nature of the personal information that Oxford Technical Solutions Limited (OxTS) collects and uses as a business and this policy applies to our use of the data collected by us from you.
This Policy applies to users of our corporate website (https://www.oxts.com) and our support website (support.oxts.com).
OxTS is a data controller in respect of the information that we collect and process about you and our registered office is at 30 Bankside Court, Stationfields, Kidlington, Oxfordshire, OX5 1JE, UK. We manage your personal information in accordance with the principals and requirements of the Data Protection Act.
What types of data do we collect and hold
The personal information we collect about you will be specific to your relationship with us and may include the following:
- Date of birth;
- Job title;
- Business contact information such as email addresses, business address and telephone numbers;
- Preferences and interests if you agree to us contacting you for marketing purposes;
- Contact details of customers logging support issues.
In addition to the above information, when you contact us via our website we may also collect the following information automatically:
- IP address;
- Web browser type and version;
- Operating system; and
- A list of URLs showing how you visited our website including the referring site.
How we collect your data
Most of the information we collect comes from you directly, either when you contact us directly or complete information pages on our website.
We may also collect information you provide to us at one of our exhibitions for example from business cards you provide or recorded in our exhibition lead forms.
We may also obtain information about you or end-users from third parties, such as public databases, social media platforms, third party data providers and our marketing partners. Examples of the information we may receive from other sources include device information (e.g. IP address and browser), location, behavioural data and demographic information. We may use this information, alone or in combination with other information described above, to develop and provide more relevant platform features or services to give customers the best experience possible. Such providers include Google Analytics and Leadfeeder.
What we do with the personal data
Our primary use of the data is to enable us to deliver our services to you whether that is directly to you or via one of our local channel partners.
If we are dealing with your enquiry directly, then we will use your data to contact you and negotiate and enter into a contract with you.
OxTS products are sold and supported through a network of channel partners to provide users with a local point of contact and support and therefore in the majority of cases, if you contact us with a sales inquiry we will pass this onto a more suitable local channel partner who may be based outside of Europe. Please see the section below `Sharing personal data with third parties both inside and outside the UK´. Where we are liaising with a local partner we may pass on relevant details of support or other issues unless you instruct us otherwise.
Our lawful basis for using your personal data is to fulfil our contract with you to provide our products and/or services.
We also keep your personal information for our legitimate business interest, specifically to improve our products and services and for our business record keeping.
We also collect and process your data in accordance with any legal obligations we may have. For example, we may need to process personal data to comply with any relevant laws relating to product safety.
Communicating with you
If you have given us express permission to contact you for Product and Software updates, company news and marketing email newsletters then we will use your contact details for this purpose for as long as you agree to us contacting you. You can opt out of receiving marketing communications at any time by contacting us.
Where you have given express permission, we may also contact you for market research purposes which may be done using email, telephone, fax or mail. Such information may be used to customise or update the Website.
Sharing personal data with third parties both inside and outside the UK
OxTS is part of a wider group including local channel partners in countries throughout the world. If appropriate, we will pass your information on to the local channel partners in order for them to reply and deal with any query from you. If the local channel partners is based within Europe then they will be obliged by law to have the same level of protection of your personal data as we do.
We may also disclose your personal information to law enforcement, regulatory and other government agencies and to professional bodies and other third parties, as required by and/or in accordance with applicable law or regulation.
OxTS may, from time to time, employ the services of other parties to enable us to fulfill our contract with you. For example, these may include payment processing companies and
delivery companies to enable any purchased items to be delivered to you. Any of your personal data used by such parties is used only to the extent required by them to perform the services requested. For example, we will tell the delivery company your name, address and telephone number to enable delivery of the products. Any use for other purposes is strictly prohibited and all your information that is processed by third parties shall be processed within the terms of this Policy and in accordance with the General Data Protection Regulations.
How long we retain your personal data
We will only keep personal data for as long as is necessary for the purpose for which it was collected. For example, following a delivery of a product to you, we will keep your personal data to support and manage any product claims under any warranty we may offer for that product.
Subject to the above, we will keep any personal data provided by you, whether via our website or via exhibitions, for up to 24 months following your last interaction with us (e.g. if you use our website, or contact us directly).
Links to Other Websites
Changes of Business Ownership and Control
If we expand or reduce our business this may involve the sale and/or the transfer of control of all or part of OxTS. Any personal data provided by you will, where it is relevant to any part of our business, be transferred along with that part and the new owner or newly controlling party will be permitted to use your data for the purposes for which it was originally supplied to us.
In the event that any of your personal data is to be transferred in the manner stated above, you will be informed of the changes. When contacted, you will have the right to have your data deleted by the new owner or controller.
How we keep your data secure
Data security is of great importance to OxTS and to protect your personal data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the data.
Your rights in relation to your data
As an individual you have a number of rights under the relevant data protection laws, including:
- The right to request from us access to your own personal information.
- The right to ask us not to process your personal data for direct marketing;
- The right to request any inaccurate information we hold about you is corrected
- The right to request your information is deleted in certain circumstances
- A right to request that we stop using your personal information for certain purposes;
- A request to request that decisions are not taken by wholly automated means
These rights may be limited to certain defined circumstances and we may not be able to comply with your request. If you request to exercise these rights, we aim to respond to you within one month.
We will not charge a fee for dealing with your request. If you wish to receive a copy of your personal data or exercise these rights, please write or email us using the details below.
Whilst we will always strive for excellent service, we recognise that you may not be happy with the way that we have handled your personal information. If you are dissatisfied with how we are using your personal information or if you wish to complain about how we have handled a request, then please contact firstname.lastname@example.org and we will try to resolve any issues. However, you also have the right to complain to the Information Commissioner’s Office, which is the statutory regulator for data protection law. Details of how to complain to the ICO can be found at https://ico.org.uk/concerns/.
Changes to this Policy
OxTS reserves the right to change this Policy as we may deem necessary from time to time or as may be required by law. Any changes will be posted on the Website and you are deemed to have accepted the terms of the Policy on your first use of the Website following the alterations.