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Privacy Policy

At Web Bureau, we are committed to protecting the privacy and security of our clients and site visitors, including you.

We know that when you work with Web Bureau you trust us to keep your details private without exception, which is why we do everything we can to make your experience safe and secure.

What steps are we taking at Web Bureau?

The Web Bureau Limited respects your privacy and is committed to protecting your personal data. This privacy notice will inform you how we look after your personal data as a company when you interact with or organisation our visit our website 

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Web Bureau's collection and use of personal information. However, we are happy to provide any additional information or explanation needed. It is not possible to cover all clients systems in a single document due to the vast array and variety of systems we offer – for specific client requests, we suggest you contact Web Bureau directly and we will assist with your requirements. 

As we build projects here at Web Bureau, protecting your data and your privacy are top of mind. We treat your data as precious, aiming to only use it for verifying your identity, enabling transactions, and improving our service. We do not and will not sell your data to third parties. 

The Web Bureau is now officially registered with the ICO as a data processor. 

Data collection and processing audit 

We have reviewed our Web Bureau activities and our offerings to identify where we are collecting and processing customer data. Based on this, we have validated our legal basis for collecting and processing that personal data.  

We have also ensured that we are applying the appropriate safeguards across our entire infrastructure (both hardware and software) to fully protect this data. 

It must be noted that some client systems will require specific attention and changes to meet compliance. We trust the 'data controllers' of these organisations will contact us directly to organise further assessment. 

 Updated Terms of Service and Privacy Policy 

We’re updating our Terms of Service and Privacy Policy (See below). These updated versions will clearly outline what personal data we’re collecting and processing, why, how we use it, who we share it with, and how long we store it for. As always, we aim to keep the language in our Terms of Service and Privacy Policy as clear as possible. 

Data Breach Management 

As part of our compliance, we have a communication process in place in the event of a data breach. If you wish to report a data breach, please contact the DPO at the Web Bureau, Colin Graham. 

Data Protection Officer: Colin Graham 

Email address: dpo@thewebbureau.com 

Postal address: Studio 4, Potter's Quay, 5 Ravenhill Road, Belfast  

The Data We Collect About You 

To fulfil requests for our services, you may be asked to enter your name, email address, physical address, phone number or other personal information.  We collect information from you when you:

  • Complete a contact formName, Email, Contact Number, Enquiry, IP
  • Download an Ebook – Name, Email, Company Name 
  • Visit our website ie. Cookies – IP Address 

Marketing Automation Software  

We receive and store a variety of information, outlined below, for the legitimate interest of our business, including for marketing purposes and the identification of leads / prospects to complement our sales efforts 

We use a third party marketing automation software to facilitate the collection and storage of such data, for marketing purposes. 

When a visitor completes an online form, visits our website or other areas of the software (for example on social media), we automatically collect and store certain information about that user and the user’s activities, as we receive from such user, for example:

  • The user’s name and contact information.
  • Information that the user provides to us.
  • The user’s company information, if any.
  • The nature of the communication.
  • The purpose of the interaction, and the action we took in response to the user’s enquiry or request;
  • Any action the user takes upon receipt of such communication (for example, whether the user requests to download an ebook). 

The information collected in connection with each type of interaction is retained so that the software and each user can continue interaction with the requestor for marketing and sales purposes. 

Social Media  

The software integrates with third-party social media platforms like Facebook, Twitter, and LinkedIn. These services collect your IP address and which page you are visiting on our website. They may set a cookie to enable these features to function properly. Social media features and widgets are hosted by a third party or directly on the software's website. Your interactions with these features are  

Collection & Use of Automatically Collected Information 

We receive and store certain types of information automatically, such as whenever you interact with our website. This information does not necessarily reveal your identity directly but may include information about the specific device you are using, such as the hardware model, device ID, operating system version, web-browser software (such as Firefox, Safari, or Internet Explorer) and your Internet Protocol (IP) address/MAC address/device identifier. 

For example, we automatically receive and record information on our server logs from your browser, including how you came to, and use, the Services; your IP address; device type and unique device identification numbers, device event information (such as crashes, system activity and hardware settings, browser type, browser language, the date and time of your request and referral URL), broad geographic location (e.g. country or city-level location) and other technical data collected through cookies, pixel tags and other similar technologies that uniquely identify your browser. We may also collect information about how your device has interacted with our website, including pages accessed and links clicked. We may use identifiers to recognise you when you arrive at the Site via an external link, such as a link appearing on a third-party site.

Email Marketing 

Based on your communication preferences, we may send you marketing communications to inform you about our services or events; to deliver targeted marketing; and to provide you with promotional offers based on your communication preferences. We use information about your usage of our Services and your contact information to provide marketing communications. You can opt-out of our marketing communications at any time. 

To fulfil requests for our services, you may have completed one of our contact forms and explicitly opted into our email marketing subscriber list. We use a third party provider, to supply and support our Email Marketing services. By using this information with consent, Web Bureau will from time to time make individuals aware of our products and services depending on the users preferences.  

  • Information collected: Name, Email Address 
  • Data Retention Period: 6 years 

For existing clients, we currently use a number of external 3rd party providers for our Email Marketing lists – please contact us for more details on this.

Sales 

Our sales team uses several 3rd party systems to manage requests for our services. We use this for internal sales process information, providing prospective clients with more information, internal scheduling and following up on historical clients and prospective clients. This information is collected via manual input from our internal New Business Team. We will use this information to reconnect with new business leads. This information is locked down via secure account and will only be shared within the Web Bureau Account Management team.  These systems include:

  • CRM 
  • Information collected: Name, Company Name, Email Address, Address, Phone Number and Work Phone Number
  • Online Leads 
  • Name, Company Name, Email Address, Address, Phone Number and Work Phone Number, IP
  • Online Marketing 
  • Name, Company Name, Email Address, Address, Phone Number and Work Phone Number

Data Retention Period: 7 years

Finance 

Our finance team uses several 3rd party systems to manage our internal billing and financial services. We use this for company accounts, day to day billing, credit control, historical financial data and banking.  This information is collected via manual input from our finance team once clients have signed up for our services. We will use this information to perform the day to day and annual finanical activities of the business. This information is locked down via secure accounts and will only be shared within the Web Bureau Finance team, Senior Management team and with the 3rd parties outlined below.  

  • Personal Data shall be processed and stored for as long as required by the purpose they have been collected for.
  • Accounting Software: Client Name, Company Name, Email Address, Address, Phone Number, Billing History
  • Billing Software:Client Name, Company Name, Email Address, Address, Phone Number, Billing History
  • Banking: Client Name, Account Details
  • Accountant 3rd Party: Client Name, Company Name, Email Address, Address, Phone Number, Billing History
  • Pensions:Staff Name, Company Name, Email Address, Address, Phone Number, Billing History
  • Client Financial Reporting - Client Name, Company Name, Email Address, Address, Phone Number, Billing History 

Human Resources 

Our HR team uses several internal and external 3rd party systems to manage our internal HR requirements. We use this for staff contact details, employment contracts, recruitment, disciplinary, appraisals/reviews and leave. This information is collected via manual input from staff members and senior management team at various stages of employment. We will use this information to perform the day to day HR requirements of the business Ie. to deal with disciplinary/internal disputes, staff performance reviews, recruitment. This information is locked down via secure accounts and will only be shared within the Web Bureau HR team, Senior Management team.   

The types of the personal information we store includes:  

Personal Data shall be processed and stored for as long as required by the purpose they have been collected for.

  • Contact Details
  • Name, Email Address, Address, DOB, Phone Number
  • Contract
  • Name, Address, Phone Number, Bank Details, National Insurance Number
  • Recruitment
  • Name, Email Address, Address, Phone Number, DOB, CVs
  • Disciplinary
  • Name, Address, Phone number, Details of Dispute
  • Appraisals
  • Name, Details of Appraisal
  • Leave Request
  • Name, Email Address 

Support 

We process your personal information when you contact us to resolve any questions, disputes or to troubleshoot problems. We may process your information in response to another customer’s request, as relevant. Without processing your personal information for such purposes, we cannot respond to your requests and ensure your uninterrupted use of the Services. 

By interacting with Web Bureau for our support services, the Web Bureau captures specific information in relation to projects and individuals. Our support system is committed to protecting the security of your personal information. We use a variety of systems to record and manage the workflow of support requests. Each of these systems capture various bits of personal information.  

Personal Data shall be processed and stored for as long as required by the purpose they have been collected for.

  • Support Requests - Direct Email
  • Name, Email Address, Address, DOB, Phone Number
  • Support Management system
  • Name, Email Address, Address, DOB, Phone Number 

Hosting & Security 

Web bureau Limited is committed to protecting the security of your personal information. We use a variety of security technologies and procedures to help protect your personal information from unauthorised access, use or disclosure. For example, in our hosting solutions we store the personal information you provide in computer servers with limited access that are located in controlled facilities. When we transmit sensitive information over the internet, we protect it using encryption, such as the Secure Socket Layer (SSL) protocol. SSL is an industry standard to ensure internet messages are not intercepted.  

Personal Data shall be processed and stored for as long as required by the purpose they have been collected for. 

Our hosting setups that we use are provided by 3rd Party Providers - these providers adhere to best practice ISO270001 standards to ensure best quality is maintained in terms of Security. Please contact us directly and we will provide documentation on the hosting solution that relates to your specific project. Please note some older systems

Third-party vendors audit 

We have completed an audit of all 3rd party vendors we use internally and have validated their GDPR compliance. 

Please note this does not include all third party vendors used on all client website. Clients must contact us about this and we would be more than happy to help. 

Client Systems 

Please note there is no overarching policy to cover individual client sites as the variances between platforms and setups is too vast to cover in a single document. For specific information relating to your own individual project please contact us directly and we can give guidance on data assessments. 

If you have any requirements to review the information or would like further details on any of the above methods in which we store data then please contact us directly. 

Data Location – International Transfers 

If you utilise our Services from a country other than the country where our servers are located, your communications with us may result in transferring your personal data across international borders. Also, when you call us or initiate a chat, we may provide you with support from one of our locations outside your country of origin. Your personal data will be transferred and processed outside of the EEA. In these cases, your personal data is handled according to this Privacy Policy. 

Under the GDPR, you have a number of rights such as:

Right of Access: You have the right to ascertain what type of Personal Data Web Bureau holds about you and to receive a copy of this Personal Data.

Right to Complain: You have the right to lodge a complaint regarding the processing of your Personal Data to the Data Protection Commission.

Right to Erasure: In certain circumstances you may request that we delete the Personal Data that we hold on you.

Right to Object: Where we rely on our legitimate interests to process your Personal Data, you have a right to object to this use.  We will desist from processing your personal information unless we can demonstrate an overriding legitimate interest in its continued processing.

Right to Portability: You may request us to provide you with certain Personal Data which you have given us in a structured, commonly used and machine-readable format and you may request us to transmit your Personal Data directly to another data controller where this is technically feasible.

Right to Rectification: You have the right to have any inaccurate Personal Data which we hold about you updated or corrected.

Right to Restriction: You have the right to request that Web Bureau stop using your Personal Data in certain circumstances including if you believe that the Personal Data we hold about you is inaccurate or that our use of your Personal Data is unlawful. If you validly exercise this right, we will store your Personal Data and will not carry out any other processing until the issue is resolved.

If you wish to do so, please request this via the contact form on our website: https://www.thewebbureau.com/contact 

or via our Postal address: Studio 4, Potter's Quay, 5 Ravenhill Road, Belfast  

Changes  

We reserve the right to modify this Policy at any time. If we decide to change our Policy, we will post those changes to this Policy and any other places we deem appropriate, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. If we make material changes to this Policy, we will amend the published date on the web page in question. 

 

Last Updated 29/05/2018 

  

  

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