BASE Systems SW Ltd (“Company”, “we”, “us”, or “our”) are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about our policy, or our practices with regards to your personal information, please contact us at info@bssw.co.uk.

When you visit our website bssw.co.uk, and more generally, use any of our services (the “Services”, which include the Website), you trust us with your personal information. We take your privacy very seriously. In this privacy policy, we seek to explain to you in the clearest way possible what information we collect, how we use it and what rights you have in relation to it. We hope you take some time to read through it carefully, as it is important. If there are any terms in this privacy policy that you do not agree with, please discontinue use of our Sites and our services.

This privacy policy applies to all information collected through our website (such as bssw.co.uk), and/or any related services, sales, marketing or events (we refer to them collectively in this privacy policy as the "Services").

Please read this privacy policy carefully as it will help you make informed decisions about sharing your personal information with us.

1. What information do we collect?

2. How do we use your information?

3. Will your information be shared with anyone?

4. Who will your information be shared with?

5. Do we use cookies and other tracking technologies?

6. How long do we keep your information?

7. How do we keep your information safe?

8. Do we collect information from minors?

9. What are your privacy rights?

10. Data breach

11. Do we make updates to this policy?

12. How can you contact us about this policy?

Personal information you disclose to us

We collect personal information that you provide to us such as name, address and contact information, when expressing an interest in obtaining information about us or our inventory and services, or otherwise contacting us.

The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make and the inventory and features you use. The personal information we collect can include the following:

Publicly Available Personal Information
We collect first name, maiden name, last name, nickname, current and former address, phone numbers, email addresses, business email, business phone number, business entity filings, corporate affiliations, business associates, and other similar data.

Personal Information Provided by You
We collect work performance, salary, bonuses, disciplinary actions, financial information (purchase history, invoices), and other similar data.

Payment Data
We use third party payment processors to collect card payments, who may store your payment instrument number (such as a credit card number), and the security code associated with your payment instrument. Payment data is stored by either Stripe, inc. (online card payments) or SumUp Payments Limited (over-the-counter card payments), depending on how you pay, and is not stored on our own servers. To view Stripe's privacy policy, please click here. To view SumUp's privacy policy, please click here.

Information automatically collected

Some information – such as IP address and/or browser and device characteristics – is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies.

We process your information for purposes based on legitimate business interests, the fulfillment of our contract with you, compliance with our legal obligations, and/or your consent.

We use personal information collected via our Services for a variety of business purposes described below. We process your personal information for these purposes in reliance on our legitimate business interests, in order to enter into or perform a contract with you, with your consent, and/or for compliance with our legal obligations. We indicate the specific processing grounds we rely on next to each purpose listed below.

We use the information we collect or receive:

To facilitate account creation on our service management and invoicing systems.
If you choose to utilise our services, we will create accounts containing your contact information on our third party management systems - DocketNow and Xero.

DocketNow is a cloud based system owned by Hyperlink Designs Ltd that we use for field service management, to store information such as customer names, addresses, contact details, quotes and engineer reports. To view Hyperlink Designs Ltd's privacy policy, please click here.

Xero is a cloud based invoicing system that we use for all invoicing purposes. To view Xero's privacy policy, please click here.

To send administrative information to you.
We may use your personal information to send you product, service and new feature information and/or information about changes to our terms, conditions, and policies.

Fulfil and manage your orders.
We may use your information to fulfil and manage your orders, payments, returns, and exchanges made through the Services.

Request Feedback.
We may use your information to request feedback and to contact you about your use of our Services.

To protect our Services.
We may use your information as part of our efforts to keep our Services safe and secure (for example, for fraud monitoring and prevention).

To enable user-to-user communications.
We may use your information in order to enable user-to-user communications with each user's consent.

To enforce our terms, conditions and policies for Business Purposes, Legal Reasons and Contractual.

To respond to legal requests and prevent harm.
If we receive a subpoena or other legal request, we may need to inspect the data we hold to determine how to respond.

To manage user accounts.
We may use your information for the purposes of managing your account and keeping it in working order.

To deliver services to the user.
We may use your information to provide you with the requested service.

To respond to user inquiries/offer support to users.
We may use your information to respond to your inquiries and solve any potential issues you might have with the use of our Services.

We only share information with your consent, to comply with laws, to provide you with services, to protect your rights, or to fulfil business obligations.

We may process or share data based on the following legal basis:

Consent:
We may process your data if you have given us specific consent to use your personal information in a specific purpose.

Legitimate Interests:
We may process your data when it is reasonably necessary to achieve our legitimate business interests.

Performance of a Contract:
Where we have entered into a contract with you, we may process your personal information to fulfil the terms of our contract.

Legal Obligations:
We may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process, such as in response to a court order or a subpoena (including in response to public authorities to meet national security or law enforcement requirements).

Vital Interests:
We may disclose your information where we believe it is necessary to investigate, prevent, or take action regarding potential violations of our policies, suspected fraud, situations involving potential threats to the safety of any person and illegal activities, or as evidence in litigation in which we are involved.

More specifically, we may need to process your data or share your personal information in the following situations:

Vendors, Consultants and Other Third-Party Service Providers:
We may share your data with third party vendors, service providers, contractors or agents who perform services for us or on our behalf and require access to such information to do that work. Examples include: payment processing, data analysis, email delivery, hosting services, customer service and marketing efforts. We do not share, sell, rent or trade any of your information with third parties for their promotional purposes. We have contracts in place with our data processors, this means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

Business Transfers:
We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

We only share and disclose your information with the following third parties. We have categorised each party so that you may be easily understand the purpose of our data collection and processing practices. If we have processed your data based on your consent and you wish to revoke your consent, please contact us.

Data Backups:
A2 Hosting
Microsoft

Billing & Invoices:
Xero (invoicing)
Stripe, inc. (online card payments)
SumUp (over-the-counter card payments)

Website & Security:
Google
Cloudflare
A2 Hosting

We may use cookies to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Policy.

We keep your information for as long as necessary to fulfil the purposes outlined in this privacy policy unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy policy, unless a longer retention period is required or permitted by law (such as tax, accounting or other legal requirements). No purpose in this policy will require us keeping your personal information for longer than the period of time in which users have an account with us.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise it, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

We aim to protect your personal information through a system of organisational and technical security measures.

We have implemented appropriate technical and organisational security measures designed to protect the security of any personal information we process. However, please also remember that we cannot guarantee that the internet itself is 100% secure. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the services within a secure environment.

We do not knowingly collect data from or market to children under 18 years of age.

We do not knowingly solicit data from or market to children under 18 years of age. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we have collected from children under age 18, please contact us at info@bssw.co.uk.

In some regions, such as the European Economic Area, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time.

In some regions (like the European Economic Area), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; and (iv) if applicable, to data portability. In certain circumstances, you may also have the right to object to the processing of your personal information. To make such a request, please use the contact details provided below. We will consider and act upon any request in accordance with applicable data protection laws.

If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. Please note however that this will not affect the lawfulness of the processing before its withdrawal.

If you are resident in the European Economic Area and you believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. You can find their contact details here: http://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm.

Account Information

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, some information may be retained in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our Terms of Use and/or comply with legal requirements.

Cookies and similar technologies:
Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services. To opt-out of interest-based advertising by advertisers on our Services visit http://www.aboutads.info/choices.

A privacy breach occurs when there is unauthorised access to or collection, use, disclosure or disposal of personal information. You will be notified about data breaches when BASE Systems SW Ltd believes you are likely to be at risk of serious harm. For example, a data breach may be likely to result in serious financial harm or harm to your mental or physical well-being. In the event that BASE Systems SW Ltd becomes aware of a security breach which has resulted or may result in unauthorised access, use or disclosure of personal information BASE Systems SW Ltd will promptly investigate the matter and notify the applicable Supervisory Authority not later than 72 hours after having become aware of it, unless the personal data breach is unlikely to result in a risk to the rights and freedoms of natural persons.

Yes, we will update this policy as necessary to stay compliant with relevant laws.

We may update this privacy policy from time to time. The updated version will be indicated by an updated “Revised” date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy policy, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy policy frequently to be informed of how we are protecting your information.

If you have questions or comments about this policy, you may contact our Data Protection Officer (DPO), Brian Rogers, by email at info@bssw.co.uk, or by post to:

Brian Rogers
BASE Systems SW Ltd
Unit 8, 74 Stennack Road
St Austell
Cornwall
PL25 3JQ
United Kingdom.

How can you review, update or delete the data we collect from you?
Based on the laws of some countries, you may have the right to request access to the personal information we collect from you, change that information, or delete it in some circumstances. To request to review, update, or delete your personal information, please submit a request form by contacting us at info@bssw.co.uk. We will respond to your request within 30 days.