Privacy & Data Protection
At Annodata, we are committed to:
- Respecting the privacy of all of our customers, partners, suppliers and employees;
- · complying to applicable data protection laws;
- · providing products and services that enable our customers to comply to applicable data protection laws; and
- · being transparent in how we process your personal data.
What we do with your personal data
We process personal data only for the purpose for which they are collected. The purpose is dependent on whether you use only our website, our services or you are a supplier. If you use our services you are required to register and we collect your personal data. We use this personal data for the provision of the service or the performance of the contract. We may use your personal data for other similar purposes, including marketing and communications, but that will only occur in the case we have your consent or another legal basis for doing so.
The tables below describe the processing activities we undertake for each group of Data Subjects.
To understand how we process personal data online and offline as a data controller, please see out Cookie Statement.
From our Consultants and Contractors we process and retain personal data for the following purposes and periods, with the applicable legal basis.
| Processing purpose | Legal basis | Retention period |
| Administrative enquiries | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed. Some data may be retained until tax or other retention period expires |
| Supplier Management | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until tax or other retention period expires |
| Administrative enquiries | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed |
| Business operations and due diligence | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed |
| Customer support | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed |
| Service delivery | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed |
| Sales and Distribution of Products and Services | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed |
| Information, system, network and cyber security | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed |
| Site management and security | Necessary for the purposes of legitimate interests pursued by Annodata. | 30 days from data capture |
| Supplier Management | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed |
| Video surveillance | For the purposes of legitimate interests pursued by Annodata. | 30 days from image capture |
| Budget management | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed |
| Organisation’s administration and management | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed |
From our Customers and Clients we process and retain personal data for the following purposes and periods, with the applicable legal basis.
| Processing purpose | Legal basis | Retention period |
| Administrative enquiries | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed. Some data may be retained until tax or other retention period expires |
| Business operations and due diligence | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed. Some data may be retained until tax or other retention period expires |
| Debt management | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed. Some data may be retained until tax or other retention period expires |
| Customer support | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed. Some data may be retained until tax or other retention period expires |
| Sales and Distribution of Products and Services | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed. Some data may be retained until tax or other retention period expires |
| Service delivery | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed. Some data may be retained until tax or other retention period expires |
| Information, system, network and cyber security | We have the data subject’s consent | Until contract completed. Some data may be retained until tax or other retention period expires |
| Communications, marketing and intelligence | We have the data subject’s consent | Until consent withdrawn |
| Contact management | We have the data subject’s consent | Until consent withdrawn |
| Customer analysis | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed. Some data may be retained until tax or other retention period expires |
| Travel and events management | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed. Some data may be retained until tax or other retention period expires |
From our Service Providers and Suppliers we process and retain personal data for the following purposes and periods, with the applicable legal basis.
| Processing purpose | Legal basis | Retention period |
| Administrative enquiries | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed. Some data may be retained until tax or other retention period expires |
| Supplier Management | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed. Some data may be retained until tax or other retention period expires |
| Service delivery | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed. Some data may be retained until tax or other retention period expires |
| Business operations and due diligence | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed |
| Customer support | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed |
| Information, system, network and cyber security | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed |
| Sales and Distribution of Products and Services | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed |
| Site management and security | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | 30 days from data capture |
| Video surveillance | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | 30 days from data capture |
| Travel and events management | Necessary for the performance of a contract or for the purposes of legitimate interests pursued by Annodata. | Until contract completed |
What personal data do we collect?
The personal data we collect depends on whether you just visit our website or use our services. Your browser transmits some data automatically, such as the date and time of retrieval of one of our web pages, your browser type and settings, your operating system, the last web page you visited, the data transmitted and the access status, and your IP address. If you use our services, personal data is required to fulfil the requirements of a contractual or service relationship, which may exist between you and our organisation.
We collect:
- Names
- Address details
- Phone numbers
- Images
- Email addresses
- Social media identifiers
- Location Information
- Online Identifiers e.g. IP addresses
We collect your personal data from the following indirect sources
| Data subject type | Personal data type | Indirect source name |
| Customers / Clients | Credit History | Creditsafe |
| Customers / Clients | Email addresses | Marketing data providers |
| Customers / Clients | Social media identifiers | Marketing data providers |
| Customers / Clients | Names | Marketing data providers |
| Customers / Clients | Address details | Marketing data providers |
| Customers / Clients | Phone numbers | Marketing data providers |
Who might we share your personal data with?
To maintain and improve our services, your personal data may need to be shared with or disclosed to service providers, other Controllers or, in some cases, public authorities. We may be mandated to disclose your personal data in response to requests from a court, police services or other regulatory bodies. We will ensure that we will disclose only the minimum amount of your information necessary for the required purpose.
We transfer personal data to the following organisations and countries:
| Data subject type | Organisation name | Type | Country |
| Consultants | Annodata Customers (with whom a Consultant may work) | Processor | United Kingdom |
| Contractors | Annodata Customers (with whom a Contractor may work) | Processor | United Kingdom |
| Service Providers | Annodata Customers (with whom a Service Provider may work) | Processor | United Kingdom |
| Suppliers | Annodata Customers (with whom a Supplier may work) | Processor | United Kingdom |
| Customers / Clients | Network Carrier (in relation to Annodata Customers receiving network services) | Processor | United Kingdom |
| Customers / Clients | HP Enterprise | Processor | United Kingdom |
| Customers / Clients | Annodata suppliers and service providers who may be involved in the delivery of the contract to the customer | Processor | United Kingdom or EEA |
| Customers / Clients | Aspire Inc (for the provision of customer quotations) | Processor | United States |
| Customers / Clients | Kyocera Document Solutions (UK) Limited | Processor | United Kingdom |
| Customers / Clients | Kyocera Document Solutions Europe B.V. | Processor | Netherlands |
| Customers / Clients | Kyocera Document Solutions Inc | Processor | Japan |
When a Processor or Controller is in a country outside the EU, we apply the necessary safeguards which may include, confirming whether there is an adequacy decision for of transfers to the country or whether we need to use the UK version of Approved Standard Contractual Clauses. Details of these safeguards may be obtained by contacting us directly.
How do we look after personal data
We limit the amount of personal data collected only to what is required for our purposes, as described above. We restrict, secure and control all of our information against unauthorised access, damage, loss or destruction; whether physical or electronic. We retain personal data only for as long as is described above, to respond to your requests, or longer if required by law. While in our possession, together with your assistance, we try to maintain the accuracy of your personal data.
How can you access your personal data?
You have the right to request access to any of your personal data we may hold. If any of that information is incorrect, you may request that we correct it. If we are improperly using your information, you may request that we stop using it or even delete it completely.
Where you have previously given your consent to process your personal data, you also have the right to request that we port or transfer your personal data to a different service provider or to yourself, if you so wish.
Where it may have been necessary to get your consent to use your personal data, at any moment, you have the right to withdraw that consent. If you withdraw your consent, we will cease using your personal data without affecting the lawfulness of processing based on consent before your withdrawal.
You can contact us for any of these request at: privacy@annodata.co.uk
Our Supervisory Authority
You have the right to lodge a complaint with the Information Commissioner’s Office, United Kingdom
Water Lane, Wycliffe House
Wilmslow – Cheshire SK9 5AF
international.team@ico.org.uk
+44 1625 545 745
www.ico.org.uk
