Privacy Policy

When using our website, we want to ensure you understand our privacy policy.

Our Privacy Policy

Qbase Data Services Limited
Privacy Policy

What is the purpose of a Privacy Policy?

This Privacy Policy is designed to give you more details about what we do with personal information that we may collect from you via our website and also information given to use directly by our clients.

We collect personal information from clients when they enter into contracts with us or ask us to provide quotes for services. Our website collects personal information if you fill in one of our online forms or access our portal. We may also collect information via cookies and more details can be found below.

Our Privacy Policy tells you the following information: 

  • What personal information we collect about you when we provide you with our Services or you use our Website
  • How we use your personal information
  • Who we may share your personal information with
  • Any transfer of personal information outside of the EEA
  • How long we keep your personal information
  • What we do to protect your personal information
  • What choices you have in relation to your personal information

This website is owned and operated by Qbase Data Services Limited (03624203) whose registered office is at Bold Street Chambers, 31-33 Bold Street, Warrington, WA1 1HL.

If you have any comments or queries about this website, please contact [info@qbase.net].

We last updated this Privacy Statement on 24 May 2018.

Personal Information we collect about you

What information we collect about you when you use our services or website

We may collect the following information about you

  • your name and address
  • what kind of services you are interested in
  • other information to allow us to provide the services you have requested
  • your payment details
  • details about services we have provided to you in the past
  • Information from surveys about services you may have bought or would like to buy
  • Information that you give us during telephone conversations, in meetings or via email

We collect information about you in two different categories:

  • Identifiable information – this is information that allows us to identify you such as your name and email address, telephone number etc
  • Anonymous information – we may collect information that does not personally identify you and we may use this information to tailor our products and services more accurately.

Personal Information you give us

We may collect personal information about you when you:

  • Fill in an enquiry form
  • Contact us by email or post
  • Contact us by telephone
  • When you fill in one of our surveys
  • Have an online chat with us

Personal Information we collect automatically

When you visit our website or use our services, we may collect certain information automatically using cookies, the types of information we may collect are:

  • Your IP address (the name your computer used to identify itself to you)
  • How you found our website
  • The number of times you visited our website
  • The products and services that interested you
  • The pages that you visited
  • The device you used to access our site
  • The browser you used to access our site
  • Your location

If you want to know more about how we use cookies, you can find more information here: http://www.qbase.net/cookies-policy/

Personal Information we collect from other sources

Payment Processing Companies, Credit Reference Agencies and Cookies Providers

We work with several of other organisations such as credit reference agencies, internet search engines, marketing organisations and cookie providers who may provide us with information about you.

We may collect personal information from the following organisations:

  • Electric Marketing data
  • Leadiro data

How we use your Personal Information

We may use your personal information to help us improve our website and how it works, to process your request for information or provide you with your products or services.

Our legal basis for using your information

The law only allows us to use your personal information in certain limited circumstances. We have listed these below and what information they allow us to process.

1.) Where you have consented to us using your personal information

When you fill in our online forms we will process that information in order to comply with your request for further information.

2.) Where we need to perform the contract we have entered into with you

Examples of how we may use your information in order to comply with a contract that we have entered into with you:

  • to provide the services you have requested

3.) Where it is necessary for our legitimate interests

We may provide you with marketing information about our own products and services similar to those that you have purchased or enquired about (unless you tell us to stop).

4.) Where we need to comply with a legal obligation

An example of how we may use your information to fulfil a legal obligation:

  • Keeping records for tax purposes.

Our Marketing

We may provide you with information about products, services, special offers, and other news where we feel these may interest you. We may use your information for market research and analysis including profiling so that we can ensure that we tailor our offers to your likes and needs.

Depending on what contact information you have given to us, we may contact you by telephone, email or post.  We will only do this where you have consented to receiving such information from us.

You can opt out of such marketing at any time and if you wish to do so, please email us at [info@qbase.net].

Sharing your Personal Information

Other third parties

We may share your information with certain other third parties including:

  • Our business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you
  • Our website providers who need to see your information in order to keep our website up and running
  • Analytics and search engine providers who analyse information about your use of our website and help us to tailor the product and offers that we offer to you and other users

We work with the following organisations:

  • Microsoft 365 – Email, Cloud Storage and Microsoft Applications (microsoft.com)
  • Zoho – Host and manage our CRM platform (zoho.com)
  • Force24 – Operate our lead generation marketing campaigns (force24.co.uk)
  • Mailchimp – Customer notifications e-mail platform (mailchimp.com)
  • Syrenis Limited – Manage our customer and client preferences (www.syrenis.com)
  • Amazon AWS – Cloud data storage services (amazon.com)
  • Apteco – Software Vendors for FastStats & PeopleStage (apteco.com)
  • Talend – Software Vendors for Talend Integration (talend.com)

Legal Requirements and Law Enforcement

We may also disclose your personal information to third parties:

  • if we sell our business in which case the personal information that we hold will be part of the transferred assets
  • if we are required by law, or in order to enforce or apply our terms of use. This includes exchanging information with other organisations for the purposes of fraud protection and credit risk reduction

Third Party Privacy Policies

Our website may contain links to websites owned by other organisations.  If you follow a link to another website, such websites will have its own privacy policy.  We suggest that you check the policies of any other websites before giving them your personal information as we cannot accept responsibility for any other website.

Where we store your Personal Information

Storage of Personal Information

We are committed to ensuring that our suppliers have appropriate technical, administrative and physical procedures in place to ensure that your information is protected against loss or misuse. All personal information you provide to us is stored on our secure servers or on secure servers operated by a third party located in the EEA.

All third parties who provide services or software to us are required to sign a contract requiring them to have appropriate technical, administrative and physical procedures in place to ensure that your information is protected against loss or misuse.

Retention of information

We only hold your personal information for as long as necessary for the purposes for which we collected your information.

We have a retention policy which lays down timescales for the retention of information. Customer data retention periods can be found below:

Data Ref.  Type of Data  Purpose of Data  Review Period  Retention Period or Criteria  Comments  
Client Data Personal Identifiers including names, e-mails, phone numbers, addresses, job titles, social pages, IP Addresses Allows Qbase to deliver services to clients and keep them up-to-date with news.  12 months Retained for 10 years after last transaction or interaction. 
Archived within 30 days of learning the contact has left the company. 
Retained on the basis of legal requirements and we have numerous examples where ex-clients have contacted us again within a 10 year period to enquire about old or new services. 
Lead Data Personal Identifiers including names, e-mails, phone numbers, addresses, job titles, social pages, IP Addresses Non-clients who have a legitimate interest in hearing from Qbase about Qbase news, services or initiatives.  12 months Retained for 7 years after last interaction relating to the lead/opportunity.    
Archived within 30 days of learning the contact has left the company. 
Retained on the basis that a number of contracts are awarded over 5 years and we have examples where past opportunities up to 7 years old have enquired again about Qbase services.  
Prospect Data Personal Identifiers including names, e-mails, phone numbers, addresses, job titles, social pages, IP Addresses Non-clients who have a legitimate interest in hearing from Qbase about Qbase news, services or initiatives.  12 months Retained for 3 years after last interaction with marketing communications. 
Archived within 30 days of learning the contact has left the company. 
Retained on the basis that we have numerous examples of leads being generated from dormant prospects up to 3 years after their last interaction.  
Website Users IP Addresses, Cookies Data that identifies the machine or location of a website user and tracks their behaviour on the Qbase website.   Monthly Retained for 12 months from last interaction. Data retained for a period of up to 12 months on the basis of offering a personalised service to website users and enquirers. 

Emails

If you chose to send us information via email, we cannot guarantee the security of such information until it is delivered to us.

Your rights

Access to information

You have the right to access information that we hold about you. If you wish to receive a copy of the information that we hold, please contact The Data Protection Office at DataProtectionOfficer@qbase.net or write to us at the address above.

Changing or deleting your information

You can ask us at any time to change, amend or delete the information that we hold about you or ask us not to contact you with any further marketing information.  You can also ask us to restrict the information that we process about you.

You can request that we change, amend, delete your information or restrict our processing by emailing us at [info@qbase.net].

Right to prevent Automated decision making

You have a right to ask us to stop any automated decision making. We do not intentionally carry out such activities, but if you do have any questions or concerns we would be happy to discuss them with you and you can contact us at DataProtectionOfficer@qbase.net.

Transferring Personal Information

You have the right to request that your personal information is transferred by us to another organisation (this is called “data portability”). Please contact us at info@qbase.net with the details of what you would like us to do and we will try our best to comply with your request. Ii may not be technically feasible, but we will work with you to try and find a solution.

Complaints

If you make a request to us under this Privacy Policy and you are unhappy with the response, you can ask for the request to be reviewed under our internal complaints procedure. Our internal complaints procedure allows your request to be reviewed by data protection officer who will do their best to try and resolve the issue.

If you have been through the internal complaints procedure and are still not happy with the result, then you have the right to complain to the Information Commissioner’s Office. They can be contacted as follows:

Website:           www.ico.org.uk

Telephone:      03031231113

Address:
Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Changes to our Privacy Policy

We review our Privacy Policy on a frequent basis to check that it accurately reflects how we deal with your information and may amend it if necessary. You should check this page regularly to see the most up to date information.

How to Contact us

We welcome questions, comments and requests regarding this Privacy Policy which can be sent to [info@qbase.net].