Privacy Policies - United Kingdom
The UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 require organisations to have a privacy policy and follow strict data protection principles. This privacy policy outlines the personal information handling practices of INTELLIWORX Managed IT Pty Ltd trading as Intelliworx (Intelliworx) for individuals in the United Kingdom.
This policy is written in simple language. The specific legal obligations of Intelliworx when collecting and handling your personal information are outlined in the UK GDPR and the Data Protection Act 2018. We will update this privacy policy when our information handling practices change. Updates will be publicised on our website and through our email lists.
Overview
We collect, hold, use and disclose personal information to carry out functions or activities under the UK GDPR and the Data Protection Act 2018.
These functions and activities include:
Providing IT managed services and cloud services to the mid-market in the United Kingdom, Australia, and New Zealand, with a view to ensuring business continuity and minimal operational downtime for our customers;
Activities carried out in support of the foregoing functions and activities, such as human resources (including assessing suitable candidates for career opportunities within Intelliworx), corporate administration, credit assessment, and public relations activities.
We may in future expand our functions and activities to other jurisdictions, and we may at any time provide services to customers outside the United Kingdom, Australia, or New Zealand.
Information We Collect:
Collection of your personal information
At all times we try to only collect the information that is reasonably necessary for the particular function or activity we are carrying out.
The main way we collect personal information about you is when you or a commercial entity with which you are associated give it to us. For example:
We collect personal information such as the identity and contact details of directors and managers of a business which asks us for a quote or negotiates the provision of services with us.
If contacted by a person with a complaint concerning privacy or other matters, we may ask for personal information or even sensitive information if we need it to investigate or resolve the complaint.
We collect personal information, contact details and background information when a person applies for a job vacancy at Intelliworx.
Collecting sensitive information
In most circumstances we will not need to collect sensitive information about you, although this might be necessary, for example, to handle a complaint where such information is relevant to the nature of the complaint. This might include information about your health, racial or ethnic origin, political opinions, association memberships, religious beliefs, sexual orientation, criminal history, genetic or biometric information. We will only collect such information with your consent, unless a lawful exception applies.
Indirect collection
In the course of carrying out our functions and activities, we may collect personal information about you indirectly from publicly available sources or from third parties. For example, a search of the records of the Australian Securities and Investments Commission (ASIC) concerning a business with which you are associated may disclose information about you.
Anonymity
Where possible, we will allow you to interact with us anonymously or using a pseudonym. For example, if you contact our Enquiries line with a general question, we will not ask for your name unless we need it to adequately handle your question.
However, for most of our functions and activities we usually need your name and contact information and enough information about the particular matter to enable us to fairly and efficiently handle your inquiry, request, complaint or application, or to act on your report.
Intelliworx has its own public website — http://intelliworx.co/. There are a number of ways in which we collect information though our website:
Analytics
We use Google Analytics to collect data about your interaction with our website. Google Analytics is hosted by a third party. The sole purpose of collecting your data in this way is to improve your experience when using our site. The types of data we collect with these tools include:
- your device’s IP address (collected and stored in an anonymized format)
- device screen size
- device type, operating system and browser information
- geographic location (country only)
- referring domain and out link if applicable
- search terms and pages visited
- date and time when website pages were accessed
Cookies
What are cookies?
This Cookie Policy explains what cookies are, how we use them, the types of cookies we use (i.e., the information we collect using cookies and how that information is used), and how to manage your cookie settings.
Cookies are small text files used to store small pieces of information. They are stored on your device when a website loads in your browser. These cookies help ensure that the website functions properly, enhance security, provide a better user experience, and analyse performance to identify what works and where improvements are needed.
How do we use cookies?
Like most online services, our website uses both first-party and third-party cookies for various purposes. First-party cookies are primarily necessary for the website to function properly and do not collect any personally identifiable data.
The third-party cookies used on our website primarily help us understand how the website performs, track how you interact with it, keep our services secure, deliver relevant advertisements, and enhance your overall user experience while improving the speed of your future interactions with our website.
Types of cookies we use
Necessary
Necessary cookies are required to enable the basic features of this site, such as providing secure log-in or adjusting your consent preferences. These cookies do not store any personally identifiable data.
| Cookie | Duration | Description |
|---|---|---|
| __cf_bm | 1 hour | This cookie, set by Cloudflare, is used to support Cloudflare Bot Management. |
| _cfuvid | session | Cloudflare sets this cookie to track users across sessions to optimize user experience by maintaining session consistency and providing personalized services |
| li_gc | 6 months | Linkedin set this cookie for storing visitor's consent regarding using cookies for non-essential purposes. |
| wpEmojiSettingsSupports | session | WordPress sets this cookie when a user interacts with emojis on a WordPress site. It helps determine if the user's browser can display emojis properly. |
Functional
Functional cookies help perform certain functionalities like sharing the content of the website on social media platforms, collecting feedback, and other third-party features.
| Cookie | Duration | Description |
|---|---|---|
| lidc | 1 day | LinkedIn sets the lidc cookie to facilitate data center selection. |
Analytics
Analytical cookies are used to understand how visitors interact with the website. These cookies help provide information on metrics such as the number of visitors, bounce rate, traffic source, etc.
| Cookie | Duration | Description |
|---|---|---|
| CLID | 1 year | Microsoft Clarity set this cookie to store information about how visitors interact with the website. The cookie helps to provide an analysis report. The data collection includes the number of visitors, where they visit the website, and the pages visited. |
| _clck | 1 year | Microsoft Clarity sets this cookie to retain the browser's Clarity User ID and settings exclusive to that website. This guarantees that actions taken during subsequent visits to the same website will be linked to the same user ID. |
| _clsk | 1 day | Microsoft Clarity sets this cookie to store and consolidate a user's pageviews into a single session recording. |
| _ga_* | 1 year 1 month 4 days | Google Analytics sets this cookie to store and count page views. |
| _ga | 1 year 1 month 4 days | Google Analytics sets this cookie to calculate visitor, session and campaign data and track site usage for the site's analytics report. The cookie stores information anonymously and assigns a randomly generated number to recognise unique visitors. |
| vuid | 1 year 1 month 4 days | Vimeo installs this cookie to collect tracking information by setting a unique ID to embed videos on the website. |
| prism_* | 1 month | Active Campaign sets this cookie to track and store interactions. |
| SM | session | Microsoft Clarity cookie set this cookie for synchronizing the MUID across Microsoft domains. |
| MR | 7 days | This cookie, set by Bing, is used to collect user information for analytics purposes. |
Performance
Performance cookies are used to understand and analyse the key performance indexes of the website which helps in delivering a better user experience for the visitors.
| Cookie | Duration | Description |
|---|---|---|
| SRM_B | 1 year 24 days | Used by Microsoft Advertising as a unique ID for visitors. |
Advertisement
Advertisement cookies are used to provide visitors with customised advertisements based on the pages you visited previously and to analyse the effectiveness of the ad campaigns.
| Cookie | Duration | Description |
|---|---|---|
| bcookie | 1 year | LinkedIn sets this cookie from LinkedIn share buttons and ad tags to recognize browser IDs. |
| _gcl_au | 3 months | Google Tag Manager sets this cookie to experiment advertisement efficiency of websites using their services. |
| test_cookie | 15 minutes | doubleclick.net sets this cookie to determine if the user's browser supports cookies. |
| MUID | 1 year 24 days | Bing sets this cookie to recognise unique web browsers visiting Microsoft sites. This cookie is used for advertising, site analytics, and other operations. |
| ANONCHK | 10 minutes | The ANONCHK cookie, set by Bing, is used to store a user's session ID and verify ads' clicks on the Bing search engine. The cookie helps in reporting and personalization as well. |
Consent Preferences
You can modify your cookie settings anytime by clicking the ‘Consent Preferences’ button above. This will allow you to revisit the cookie consent banner and update your preferences or withdraw your consent immediately.
Additionally, different browsers offer various methods to block and delete cookies used by websites. You can adjust your browser settings to block or delete cookies. Below are links to support documents on how to manage and delete cookies in major web browsers.
Chrome: https://support.google.com/accounts/answer/32050
Safari: https://support.apple.com/en-in/guide/safari/sfri11471/mac
Internet Explorer: https://support.microsoft.com/en-us/topic/how-to-delete-cookie-files-in-internet-explorer-bca9446f-d873-78de-77ba-d42645fa52fc
If you are using a different web browser, please refer to its official support documentation.
How We Use Your Information:
We will use the information that we collect about you for the following purposes:
Marketing/ Promotional
If we want to use your information for any other purpose, we will ask you for consent and will use your information only on receiving your consent and then, only for the purpose(s) for which grant consent unless we are required to do otherwise by law.
Email lists, registrations and feedback
We will collect information that you provide to us when signing up to mailing lists and registering for our events, or when submitting feedback on your experience with our website.
We use Active Campaign CRM to manage our mailing lists and event registrations. You can access the Active Campaign privacy policy here.
Social Networking Services
We use social networking services such as Facebook, Vimeo, YouTube and LinkedIn to communicate with the public about our work. When you communicate with us using these services we may collect your personal information, but we only use it to help us to communicate with you and the public. The social networking service will also handle your personal information for its own purposes. These services have their own privacy policies. You can access the privacy policies on their websites.
Disclosure
Common situations in which we disclose information are detailed below:
Complaints and reviews
If you make a privacy complaint, we will usually give a copy of the complaint to the relevant personnel and, where relevant, affected third parties.
If a complainant requests that only limited information is disclosed to other persons, we may not have enough information to be able to fairly proceed with the matter.
Data breach notifications
If you notify the Intelliworx about a data breach we will not disclose personal information about you unless you agree, or would reasonably expect us to do so. However, we may be required by law to disclose information including personal information to the Office of the Information Commissioner or other regulator.
Disclosure to the media
We generally only provide the media with personal information relating to a complaint if you have agreed.
Disclosure to service providers
Intelliworx uses a number of service providers to whom we disclose personal information. These include accountants that manage our human resources information.
To protect the personal information we disclose we:
- enter into a contract or MOU which requires the service provider to only use or disclose the information for the purposes of the contract or MOU
- include special privacy requirements in the contract or MOU, where necessary.
Disclosure of sensitive information
In the event that we obtain your sensitive information, we will only disclose it for the purposes for which you gave it to us or for directly related purposes you would reasonably expect or if you agree, for example, to handle a complaint.
Retention Of Your Information:
We will retain your personal information with us for 90 days to 2 years after user accounts remain idle or for as long as we need it to fulfill the purposes for which it was collected as detailed in this Privacy Policy. We may need to retain certain information for longer periods such as record-keeping / reporting in accordance with applicable law or for other legitimate reasons like enforcement of legal rights, fraud prevention, etc. Residual anonymous information and aggregate information, neither of which identifies you (directly or indirectly), may be stored indefinitely.
Social Networking Services
We use social networking services such as Facebook and LinkedIn to communicate with the public about our work. When you communicate with us using these services we may collect your personal information, but we only use it to help us to communicate with you and the public. The social networking service will also handle your personal information for its own purposes. These services have their own privacy policies. You can access the privacy policies for Facebook and LinkedIn on their websites.
Disclosure
Common situations in which we disclose information are detailed below:
Complaints and reviews
If you make a privacy complaint, we will usually give a copy of the complaint to the relevant personnel and, where relevant, affected third parties.
If a complainant requests that only limited information is disclosed to other persons, we may not have enough information to be able to fairly proceed with the matter.
Data breach notifications
If you notify the Intelliworx about a data breach we will not disclose personal information about you unless you agree, or would reasonably expect us to do so. However, we may be required by law to disclose information including personal information to the Office of the Information Commissioner or other regulator.
Disclosure to the media
We generally only provide the media with personal information relating to a complaint if you have agreed.
Disclosure to service providers
Intelliworx uses a number of service providers to whom we disclose personal information. These include accountants that manage our human resources information.
To protect the personal information we disclose we:
- enter into a contract or MOU which requires the service provider to only use or disclose the information for the purposes of the contract or MOU
- include special privacy requirements in the contract or MOU, where necessary.
Disclosure of sensitive information
In the event that we obtain your sensitive information, we will only disclose it for the purposes for which you gave it to us or for directly related purposes you would reasonably expect or if you agree, for example, to handle a complaint.
Quality of personal information
To ensure that the personal information we collect is accurate, up-to-date and complete we:
- record information in a consistent format
- where necessary, confirm the accuracy of information we collect from a third party or a public source
- promptly add updated or new personal information to existing records
- regularly audit our contact lists to check their accuracy.
We also review the quality of personal information before we use or disclose it.
Storage and security of personal information
We take steps to protect the security of the personal information we hold from both internal and external threats by:
- regularly assessing the risk of misuse, interference, loss, and unauthorised access, modification or disclosure of that information
- taking measures to address those risks, for example, we keep a record (audit trail) of when someone has added, changed or deleted personal information held in our electronic databases and regularly check that staff only access those records when they need to
- conducting regular internal and external audits to assess whether we have adequately complied with or implemented these measures.
For further information on the way we manage security risks in relation to personal information we hold see our supplementary material on information technology security practices, below.
We destroy personal information in a secure manner when we no longer need it. For example, we generally destroy complaint records after two years.
Accessing and correcting your personal information
Under the Privacy Act (Australian Privacy Principles 12 and 13) you have the right to ask for access to personal information that we hold about you, and to ask that we correct that personal information. You can ask for access or correction by contacting us and we must respond within 30 days. If you ask, we must give you access to your personal information, and take reasonable steps to correct it if we consider it is incorrect, unless there is a law that allows or requires us not to.
We will ask you to verify your identity before we give you access to your information or correct it, and we will try to make the process as simple as possible. If we refuse to give you access to, or correct, your personal information, we must notify you in writing setting out the reasons.
If we make a correction and we have disclosed the incorrect information to others, you can ask us to tell them about the correction. We must do so unless there is a valid reason not to.
If we refuse to correct your personal information, you can ask us to associate with it (for example, attach or link) a statement that you believe the information is incorrect and why.
How to make a complaint
If you wish to complain to us about how we have handled your personal information you should complain in writing. If you need help lodging a complaint, you can contact us.
If we receive a complaint from you about how we have handled your personal information we will determine what (if any) action we should take to resolve the complaint.
If we decide that a complaint should be investigated further, the complaint will usually be handled by a more senior staff member than the member whose actions you are complaining about.
We will tell you promptly that we have received your complaint and then respond to the complaint within 30 days.
If you are not satisfied with our response you may ask for a review by a more senior person within Intelliworx (if that has not already happened).
How to contact us
You can contact us by:
| Email: | [email protected] |
| Telephone: | +44 20 3051 4590 |
| Post: | Myo Bankside The Forge 133 Park Street London SE1 9EA |
| Facsimile: | +611300 734 967 |