Privacy Policy

1. Our policy

Maintel consider privacy as a top priority for customer confidence, legal, regulatory, and contractual compliance, and the protection of the Maintel brand.

We understand that your privacy is important to you and that you care about how your personal data is used and shared. Maintel respect and value the privacy of everyone and where required in its ordinary course of business, Maintel must often control and process information about data subjects, for example Prospects, Customers, Suppliers and Employees.

When handling information, Maintel or any party that controls or processes personal data on Mantel’s behalf, must comply with current Data Protection regulations and relevant contractual obligations.

This policy should be read in conjunction with Maintel Cookie Policy which can be found in the Policies section of our website.

Maintel take compliance with this policy very seriously. The importance of this policy means that internal failure to comply with any requirement may lead to disciplinary action under our procedures which may result in dismissal.

1.1. Company Contact details

Maintel Europe Ltd is incorporated in England and Wales with registered number 02665837 with registered office at Fifth Floor, 69 Leadenhall Street, London, EC3A 2BG, England.

You may contact us:

• By post using the registered office address above
• By telephone at: 0344 871 1122
• By email at: info@maintel.co.uk for general enquiries

1.2. Data Protection Officer

Name: Joanne Ballard
Job Title: Data Protection and Compliance Officer
Email: gdpr@maintel.co.uk
Telephone: 0344 871 1122
Address: Fifth Floor, 69 Leadenhall Street, London, EC3A 2BG, England.

1.3. The personal data we collect

Maintel may collect some or all the following personal data and non-personal data, please also see the Cookie Policy on Maintel website.

• Name
• Business/Company Name
• Job Title
• Business Contact Information such as email addresses and telephone numbers
• Main location, site/installation, and billing Address(es) and Postcode(s)
• IP Address
• Call Records
• Employee Number / Identification Number
• Social media account information
• Company product purchases or products considered
• Browser type, internet service provider, date and time of visit, geo-location of device
• Inferences information such as purchase preferences, and purchase behaviour, user generated content such as comments or product reviews.

1.4. How and why we collect personal information

Maintel collect personal data from the point you enter communications about our products and services, implement a contract, elect to attend an event, request marketing communications or through our website.

Our use of your personal data will always have a lawful basis as defined within current data protection regulations.

Maintel may use your data for the following purposes:

• Providing and managing your Account.
• Supplying products and/or services to you
• Entering a contract with you
• Personalising and tailoring Maintel products and services for you and your business
• Replying to emails from you.
• Supplying you with Marketing emails that you have opted into
• As stated in the Cookie Policy where you have used our website.

1.5. How and where we store your data

Data security is very important to Maintel, and to protect your data we have taken suitable measures to safeguard and secure data collected. Some or your data may be processed outside of the UK. If Maintel do process data outside the UK we take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and in accordance with current Data Protection regulations.

Steps Maintel take to secure and protect your data include.

• Contractual agreements with Third Parties
• Technical and Organisation security measures
• ISO 27001 – Information Security
• Payment Card Industry Data Security Standard (PCI-DSS)
• Cyber Essentials certification
• Supplier Security and Privacy risk assessment and review:
  o Transfer impact assessment
  o Data Protection Impact Assessment (where required)

1.6. Sharing your data

In certain circumstances, Maintel may be legally required to share certain data held by us, which may include your personal data, for example, where Maintel are involved in legal proceedings, where we are complying with legal obligations, a court order, or a governmental authority instruction.

We may sometimes contract with third parties to supply products and services to you on our behalf.

These may include payment processing, delivery and support of goods and services, search engine facilities, advertising, and marketing. In some cases, the third parties may require access to some or all your data.

Where any of your data is required for such a purpose, we will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, our obligations, and the obligations of the third party.

Sub processor information is provided on our website.

1.7. Retention of personal data

Maintel do not keep your personal data for any longer than is necessary considering the reason(s) for which it was first collected. Data is retained for the following periods

• Marketing contact information: Until consent is withdrawn
• In accordance with contractual obligations; normally full term of agreement plus 7 additional years
• Cardholder data is not retained for any reason

1.8. Your Rights

As a data subject, you have the following rights which this policy and Maintel use of personal data have been designed to uphold.

• The right to be informed about Maintel collection and use of personal data.
• The right of access to the personal data Maintel hold about you.
• The right to rectification if any personal data Maintel hold about you is inaccurate or incomplete
• The right to erasure / be forgotten in certain circumstances
• The right to restrict (prevent) the processing of your personal data in certain circumstances
• The right to object to Maintel processing using your personal data in certain circumstances
• The right to data portability for obtaining a copy of your personal data to re-use with another service or organisation
• Rights with respect to automated decision making and profiling.

Please note that Maintel does not ordinarily utilise automated decision making, including profiling in the normal course of its activities.

1.9. Data Protection Principles

All employees and sub-contractors of Maintel shall abide by the Data Protection Principles when carrying out any activity that contains Personal data.

All personal data shall be:

• Processed lawfully, fairly and in a transparent manner.
• Collected for specified, explicit and legitimate purposes.
• Adequate, relevant and limited to what is necessary.
• Accurate and, where necessary, kept up to date.
• Retained only for as long as is necessary.
• Processed in a manner that ensures security

Regular training is provided to employees for current data protection regulations and handling of personal data.

1.10. What happens if Maintel changes hands

Maintel may, from time to time, expand or reduce the business and this may involve the sale and/or the transfer of control of all or part of our business.

Any personal data that you have provided will, where it is relevant to any part of our business that is being transferred, be transferred along with that part and the new owner or new controlling party will, under the terms of this Privacy Policy, be permitted to use that data only for the same purposes for which it was originally collected by Maintel.

1.11. How you can control your data

We aim to give you strong controls on our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in emails and at the point of providing your details).

You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. These services will not prevent you from receiving marketing communications that you have consented to receiving.

1.12. How you can access your data

You have the right to ask for a copy of any of your personal data held by Maintel.

A fee is not charged for reasonable requests, and we will provide information in response to your request within timescales stated within the current data protection regulations.

Please contact Maintel using the contact details in this policy.

1.13. Complaints

If you have any cause for complaint or would like to talk to us about Maintel use of your personal data, please contact us using the details provided.

You have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.

For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens Advice Bureau.

ICO Contact details:

• Address: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• Helpline: 0303 123 1113
• Website: www.ico.org.uk

1.14. Reporting data breaches

All actual or potential personal data breaches shall be reported as soon as they become known using Maintel Information Security Incident process.

Breaches shall be reported to the Supervisory Authority within 72 hours and to the Data Subject/s as soon as possible.

1.15. Changes to policy

We regularly review our policies and may change them from time to time, for example, if the law changes.

Any changes will be immediately posted on our website.
We recommend that you check regularly to keep up to date.