Overview
Your privacy is important to us, and so is being transparent about how we collect, use, and share information about you. This policy is intended to help you understand:
- Our regulatory and compliance requirements
- Company ownership and data controller
- how to exercise your rights as an individual
This policy is designed to clearly explain your choices about how we use the personal data we collect, it also includes detailed guidance about how you can object to certain uses of personal data and if required how you can access and update your personal information.
We take the responsibility of protecting personal data seriously, whether it’s related to a company or personal information that is shared with us during the course of our engagement with our customers.
Regulation and compliance
We are regulated under the General Data Protection Regulation (GDPR) in the United Kingdom. We are responsible as “controller” and “processor” of the data we collect for the purposes of those laws as described above.
The General Data Protection Regulation (GDPR) requires data controllers to document our lawful basis for processing personal data. It also gives you rights over how your data is processed.
Company information
Where we refer to ‘Hixon Group’, ‘we’ and ‘us’ this refers to Hixon Group Limited incorporated and registered in England and Wales with company number 07658475.
As a leading managed services provider we offer a wide range of products and solutions, including support services and cloud, server and data centre products. We refer to all of these products, together with our other websites and mobile / desktop applications as “Services” in this policy.
| Data Controller: | Hixon Group Limited |
| Registered Office: | Denise Coates Foundation Building Home Farm Drive Newcastle under Lyme Staffordshire ST5 5NS |
| Email Address: | support@hixongroup.com |
| Telephone Number: | (+44) 01782 365124 |
| ICO Registration No: | ZA334985 |
You can lean more about our data protection registration and verify the registration number provide on the ICO website (external link)
What information do we collect?
We collect information about you when you provide it to us, when you use our services, and when other sources provide it to us, as further described below:
We will record and store any content that you post, send, receive and share with us from our websites and applications.
This may include if you designate yourself as a technical contact, open a support ticket, speak to one of our support representatives directly or otherwise engage with our support team, you may be asked to provide contact information, a summary of the problem you are experiencing, and any other documentation, screenshots or information that would be helpful in resolving the issue.
We also collect information through your device about your operating system, browser type, IP address, URLs of referring/exit pages, device identifiers, and crash data.
We use your IP address and/or country preference in order to approximate your location to provide you with a better user / service experience.
Any website cookies that are used to collect this data are configured to do so in an anonymous way to protect your privacy and will only used for the purposes described.
How is the information collected used?
How we use the information we collect depends in part on which of our services you use, how you use them, and any preferences you have communicated to us.
The Data concerning users is collected to allow us to provide our services, as well as for the following purposes: Interaction with live chat platforms, Analytics and Displaying content from external platforms.
You can find further detailed information about such purposes of processing and about the specific Personal Data used for each purpose in the respective sections of this document.
We follow best practice security processes and procedures to prevent unauthorised access, disclosure, modification, or unauthorised destruction of the Data.
Data processing is carried out using computers and/or IT enabled tools, following organisational procedures and modes strictly related to the purposes indicated.
In addition to ourselves, in some cases, the Data may be accessible to certain types of persons in charge, involved with the operation of this Application (administration, sales, marketing, legal, system administration) or external parties (such as third-party technical service providers, mail carriers, hosting providers, IT companies, communications agencies) appointed, if necessary, as Data Processors by us.
The updated list of these parties may be requested from the us at any time.
Legal basis of processing
The controller may process Personal Data relating to Users if one of the following applies:
- Users have given their consent for one or more specific purposes. Note: Under some legislations the Owner may be allowed to process Personal Data until the User objects to such processing (“opt-out”), without having to rely on consent or any other of the following legal bases. This, however, does not apply, whenever the processing of Personal Data is subject to European data protection law;
- Provision of Data is necessary for the performance of an agreement with the User and/or for any pre-contractual obligations thereof;
- processing is necessary for compliance with a legal obligation to which the Owner is subject;
- Processing is related to a task that is carried out in the public interest or in the exercise of official authority vested in the Owner;
- Processing is necessary for the purposes of the legitimate interests pursued by the Owner or by a third party.
In any case, we will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.
Physical Location of Data Processing:
The Data is processed at our operating offices and in any other places where the parties involved in the processing are located.
Depending on the User’s location, data transfers may involve transferring the User’s Data to a country other than their own. To find out more about the place of processing of such transferred Data, Users can check the section containing details about the processing of Personal Data.
Users are also entitled to learn about the legal basis of Data transfers to a country outside the European Union or to any international organization governed by public international law or set up by two or more countries, such as the UN, and about the security measures taken by the Owner to safeguard their Data.
If any such transfer takes place, Users can find out more by checking the relevant sections of this document or inquire with the Owner using the information provided in the contact section.
Data retention period
Personal Data shall be processed and stored for as long as required by the purpose they have been collected for.
Therefore:
- Personal Data collected for purposes related to the performance of a contract between the Owner and the User shall be retained until such contract has been fully performed.
- Personal Data collected for the purposes of the Owner’s legitimate interests shall be retained as long as needed to fulfil such purposes. Users may find specific information regarding the legitimate interests pursued by the Owner within the relevant sections of this document or by contacting the Owner.
We may be allowed to retain Personal Data for a longer period whenever the User has given consent to such processing, as long as such consent is not withdrawn. Furthermore, the Owner may be obliged to retain Personal Data for a longer period whenever required to do so for the performance of a legal obligation or upon order of an authority.
Once the retention period expires, Personal Data shall be deleted. Therefore, the right to access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period.
Your rights explained
Users may exercise certain rights regarding their Data processed by the Owner.
In particular, Users have the right to do the following:
- Withdraw their consent at any time. Users have the right to withdraw consent where they have previously given their consent to the processing of their Personal Data.
- Object to processing of their Data. Users have the right to object to the processing of their Data if the processing is carried out on a legal basis other than consent.
- Access their Data. Users have the right to learn if Data is being processed by the Owner, obtain disclosure regarding certain aspects of the processing and obtain a copy of the Data undergoing processing.
- Verify and seek rectification. Users have the right to verify the accuracy of their Data and ask for it to be updated or corrected.
- Restrict the processing of their Data. Users have the right, under certain circumstances, to restrict the processing of their Data. In this case, the Owner will not process their Data for any purpose other than storing it.
- Have their Personal Data deleted or otherwise removed. Users have the right, under certain circumstances, to obtain the erasure of their Data from the Owner.
- Receive their Data and have it transferred to another controller. Users have the right to receive their Data in a structured, commonly used and machine readable format and, if technically feasible, to have it transmitted to another controller without any hindrance. This provision is applicable provided that the Data is processed by automated means and that the processing is based on the User’s consent, on a contract which the User is part of or on pre-contractual obligations thereof.
- Lodge a complaint. Users have the right to bring a claim before their competent data protection authority.
Details about the right to object to processing:
Where Personal Data is processed for a public interest, in the exercise of an official authority vested in the Owner or for the purposes of the legitimate interests pursued by the Owner, Users may object to such processing by providing a ground related to their particular situation to justify the objection.
Users must know that, however, should their Personal Data be processed for direct marketing purposes, they can object to that processing at any time without providing any justification. To learn, whether the Owner is processing Personal Data for direct marketing purposes, Users may refer to the relevant sections of this document.
How to exercise these rights:
Any requests to exercise User rights can be directed to the Owner through the contact details provided in this document. These requests can be exercised free of charge and will be addressed by the Owner as early as possible and always within one month.
Further Guidance
If you have any questions or feedback about the information provided in our privacy policy please do not hesitate to contact us.
Additional Guidance for End Users: Where our services are made available to you through an organisation (e.g. your employer), that organisation is the administrator of the services and is responsible for the accounts and/or service sites over which it has control.
We are not responsible for the privacy or security practices of an administrator’s organisation, which may be different than those described in this policy.
Legal action
The User’s Personal Data may be used for legal purposes by the Owner in Court or in the stages leading to possible legal action arising from improper use of this Application or the related Services.
The User declares to be aware that the Owner may be required to reveal personal data upon request of public authorities.
Additional information about User’s Personal Data
In addition to the information contained in this privacy policy, this Application may provide the User with additional and contextual information concerning particular Services or the collection and processing of Personal Data upon request.
System logs and maintenance
For operation and maintenance purposes, this Application and any third-party services may collect files that record interaction with this Application (System logs) use other Personal Data (such as the IP Address) for this purpose.
Information not contained in this policy
More details concerning the collection or processing of Personal Data may be requested from the controller at any time. Please see the contact information at the beginning of this document.
How “Do Not Track” requests are handled
This service does support “Do Not Track” requests.
To determine whether any of the third-party services it uses honour the “Do Not Track” requests, please read their privacy policies.
Changes to this privacy policy
The Owner reserves the right to make changes to this privacy policy at any time by giving notice to its Users on this page and possibly within this Application and/or – as far as technically and legally feasible – sending a notice to Users via any contact information available to the Owner. It is strongly recommended to check this page often, referring to the date of the last modification listed at the bottom.
Should the changes affect processing activities performed on the basis of the User’s consent, the Owner shall collect new consent from the User, where required.
Change Log
A record of key changes and updates to this policy will be detailed below:
10th October 2023
Amended privacy policy to reflect a change in our registered office address.
1st October 2022
The privacy policy has been migrated to the help centre to provide version control features and tracking of amendments and changes, the contents of the policy remains unchanged.
19th July 2019
GDPR section updated to provide clearer information regarding user rights.
