We will only use your personal data in the manner set out in this Policy and in a way that is fair to you. We will only collect personal data where it is necessary for us to do so and where it is relevant to our dealings with you. We will only keep your personal data for as long as it is relevant to the purpose for which it was collected or for as long as we are required to keep it by law.
The Policy sets out (1) who we are and describes (2) the information we collect (3) how we use your information (4) where we store your information and (5) giving your consent.
1. Who we are
For the purpose of the General Data Protection Regulations (the “Regulations”), the data controller is Total Control Pro Limited (Company registration number 04185240) registered office is at Innovation Centre, Green Street, Northampton, England, NN1 1SY.
We will refer to Total Control Pro Limited as (‘TotalControlPro") which operates http://www.totalcontrolpro.com “the Site”.
The user of our Site and other business or personal contacts that we deal with as customers or suppliers are referred to as ‘you’ or ‘your’.
This Policy explains what happens to any personal data that you provide, or that is collected from you as part of TotalControlPro’s usual business, marketing and/or accessing the Site.
2. Personal information
The majority of the data that we collect and store will be business data relating to the customer that we are dealing with and contracts that are being undertaken. Although our software programmes may process details on employees particularly with regard to job efficiencies. We may also hold personal data for prospective contacts and customers that we have met at tradeshows and other events.
For each visit to our login page we automatically recognise your IP address, domain and Web browser. This information is not used to personally identify you. We use your IP address to help diagnose possible problems with our server farm and Internet connection. We do not sell or market this information to any third party. We do however, on occasion, aggregate this information internally and analyse it to help improve the performance of our service. We shall not under any circumstances divulge your e-mail address to any person who is not an employee, contractor or partner of TotalControlPro and who does not need to know, either generally or specifically
During the registration/sign-up process, you provide us with personally identifiable information such as name, email address, etc. This information is used primarily to identify you in our service, which is necessary for the login process. The individual user account is based on e-mail addresses. We do not share this information with anyone, nor do we sell or market this information to any third party. Users will be able to opt-in to receiving mailings and other promotional material; see the choice/opt-in section below. TotalControlPro reserves the right to use the registered information for CRM, sales and marketing activities unless you tell us that you no longer wish to be contacted by unsubscribing or contacting the email address below.
Once you are logged in to the service you may enter personal information in your preferences, such as name, title, company or organisation, postal address, phone and fax numbers, etc. This information is only shared with the people you choose to share it with within a project and is visible to us on your user account. We do not share this information with anyone, nor do we sell or market this information to any third party.
In the purchase process, you provide us with personally identifiable information such as name, email address, postal address and phone number, etc. This information is used primarily for billing purposes, and to contact you in the case that a problem should occur with your account. This information is shared in discretion and under nondisclosure agreements with our billing partners, which is necessary since we have chosen to outsource invoicing, collection of receivables and credit card payments to partners. TotalControlPro does not market or sell this information to any third party and the partners of TotalControlPro will under no circumstances contact the users registered in our system for their own purposes. The information is collected and owned by TotalControlPro only.
It is clearly indicated on our web sites if information is optional or mandatory. By registering optional information, the user may benefit e.g. by receiving additional user guidelines and manuals via post, or faster support reply via telephone, mobile phone or fax.
As part of our business and marketing processes we will process limited personal data to include your name, email address job title, IP address, mobile phone number (where applicable). Total Control Pro rarely deal with consumers directly.
3. How we use your information
We use your information to provide you with our services.
We will also use your information in the following ways:
- To provide you with the information on our services and news which you request.
- To carry out our obligations arising from any contracts entered into between you and Total Control Pro.
- To provide you with billing information in relation to TotalControlPro.
- To notify you about changes to our business.
- In a collective way not referable to any particular individual, for the purpose of quality control and improvement of our site.
4. Where we store your personal data
- All information you provide to Total Control Pro is stored on our secure servers. We use industry standard security and firewalls on our servers.
- We maintain physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of your information.
- Only authorised personnel, contractors and partners have access to your information.
- We keep personal data secure by taking appropriate technical and organisational measures against its unauthorised or unlawful processing and against its accidental loss, destruction or damage.
We undertake to ensure the protection and security of Personal Data that you choose to communicate, in order to ensure the confidentiality of your Personal Data and prevent your Personal Data from being distorted, damaged, destroyed or disclosed to unauthorised parties.
We maintain reasonable physical, electronic, and procedural safeguards to protect Personal Data from loss, misuse and unauthorised access, disclosure, alternation and destruction. As part of those safeguards we use sophisticated technology designed to protect Personal Data during its transmission and prevent transmission errors or unauthorised acts of third parties.
However, while we strive to protect your Personal Data, in light of the inevitable risks of data transmission over the internet, we cannot guarantee full protection against any error occurring during the course of Personal Data transmission which is beyond the TotalControlPro’s reasonable control.
Since all Personal Data is confidential, access is limited to employees, contractors and agents of TotalControlPro, who have a need to know such data in carrying out their tasks. All the people who have access to your Personal Data are bound by a duty of confidentiality and subject to disciplinary actions and/or other sanctions if they fail to meet these obligations.
However, it is important for You to exercise caution to prevent unauthorised access to your Personal Data. You are responsible for the confidentiality of your password and information appearing on your account. Consequently, you must ensure that you log out of your session in the event of shared use of a computer.
Our service provides users the opportunity to opt-in to receive communications from us at the point of registration/sign-up for the service and also anytime when logged in by modifying user options. To modify your user options, go to your personal Preferences by clicking on the Preferences icon in the sidebar, and then the Options tab.
Registered users who have chosen to opt-in will receive periodical newsletters regarding our service and updates. We may also use the information provided to contact the users for customer surveys or CRM, sales and marketing contacts. You will still have the ability to unsubscribe.
By submitting limited personal data to us, you consent to our use of your data and of anyone you represent in the manner set out in this Policy (as amended from time to time, as described below) and you are responsible for ensuring that you have authority to consent on behalf of anyone about whom you submit data to us.
Lawful basis of Processing
We will process personal data regarding customers, their employees and trusted third parties as we are under contract. The processing of such personal data is necessary for the contract or we have been asked to take specific steps before entering into a contract.
We may also process limited personal data of contacts for the purposes of the legitimate interests of the Company. We have a legitimate interest in sending targeted emails to our contacts regarding news about our business. We have balanced this legitimate interest of the Company against the rights of the individual and do not conclude this is unreasonable, as at all times the data subject has a right to be forgotten and their personal details deleted.
Customers: we need to keep your personal data to allow us to ensure compliance with the contract. We keep records for at least 6 years (after a contract comes to an end), to ensure compliance with that contract. We may keep limited personal data of customers with respect to transactional history for longer than these minimum period, as we have a legitimate business interest to keep such records as well as customer contact details, to assist our business, to ensure that our customers are provided with the best possible service.
Recruitment: If you apply for a job with us, we may use your information for the purposes of recruitment and selection, corresponding with you and equal opportunities monitoring. We will not store your Personal Data for more than 12 months if you are not successful.
Google Analytics is also used to track website trends without identifying individual visitors. The cookie used by Google Analytics stores information such as what time the current visit occurred, whether the visitor has been to the site before, and what site referred the visitor to TotalControlPro.
We recognise the importance our customers place on security. We exercise great care to see to that any information you enter or upload to your account is handled in a secure manner. Therefore, all communication between your computer and our servers is encrypted using SSL encryption technology. Furthermore, any document you upload to your account is securely transmitted (using SSL) and is then stored in an encrypted format.
This service has security measures in place to protect the loss, misuse and alteration of the information under our control. Internally, we restrict access to personally identifiable information to employees who need access to the information to do their job. All employees have to execute comprehensive nondisclosure agreements with us. Employees are not allowed to access your project data or uploaded documents. In fact, our extensive encryption procedures effectively prevents anyone (including our employees) to access this information. This information can only be accessed by the people you choose to share it with within a project. Backups of user and project data are scheduled on a regular basis and these backups are stored encrypted and safely locked up. For further information on the security of http://www.totalcontrolpro.com we refer to our Security policy.
The Right to deletion and deactivation of your personal details
We take all reasonable steps to ensure we have the correct Personal Information on you. You have the right to ask us for a copy of the information supplied by you that we hold. We may ask you to verify your identity and for more information about your request. If you would like to make a request for information, please contact our GDPR Officer.
You also have the right to ask the Company to stop using your information. However, if this involves a request for deletion of emails or documents you have sent we may not be able to do so, particularly as we have a legitimate business interest to keep all correspondence and documentation that relate to contracts with our customers. Where we are unable to comply with your request we will provide reasons for failing to do so.
This service gives users the opportunity to remove their information from our database, to not receive future communications or to no longer receive our service by logging into the service and removing the user account.
Change/Modify your account details
To change or modify any of the information provided in your user account, login to the service using your email address and your password. Go to your personal Preferences by clicking on the Personal icon in the sidebar. You can modify your profile by clicking on the Personal preferences icon and updating the fields under the different tabs displayed at the top.
To change or modify any of the information provided in your project account (project owners/administrators only), login to the service using your email address and your password. Go to the project and click on the Administration icon. You can modify the project account information by updating the fields under the different tabs displayed at the top.
When we share your information
We will not sell, rent or trade your Personal Data. We only share your with trusted contractors and partners. Your consent will be obtained if we do use a contractor and/or partner.
Transfers of Data in Europe
Data protection legislation is harmonised throughout the European Economic Area (‘EEA’) which comprises the EU member states, Norway, Iceland and Liechtenstein. Countries outside the EEA do not generally have the same level of protection for personal information as those within the EEA. However, we may need to transfer personal data outside the EEA in limited circumstances where our trade partners and suppliers may need to hold data, for example when dealing with maintenance contracts. We will ensure such partners have measures in place to protect the personal data that they hold.
The Website may, from time to time, contain links to and from the websites of our partner networks and affiliates. If you follow a link to any of those websites, please note that those websites have their own privacy policies and that we do not accept any responsibility or liability for those policies. Please check those policies before you submit any personal data to those websites.
Our service contains links to other sites. TotalControlPro is not responsible for the privacy practices or the content of such Web sites.
Changes to this Policy
This Policy is effective as of May 2018 and will remain in effect except with respect to any changes in its provisions in the future, which will be in effect immediately after being posted on this page.
We reserve the right to update or change this Policy at any time and you should check this Policy periodically. Your continued use of our business after we post any modifications to this Policy will constitute your acknowledgment of the modifications and your consent to abide and be bound by the modified Policy.
If we make any material changes to this Policy, we will notify you either through the email address you have provided us, or by placing a prominent notice on our Site.
If you have any questions about this Policy, please contact us.
If you have any queries about the information we hold on you, please email: gdpr @ totalcontrolpro.com
Total Control Pro Limited
version 2.1.0, May 2018