Privacy policy

Introduction

Pentag Ltd (ICO reference number ZA837745 and company registration number 6185817) takes your privacy very seriously and we want you to know that we take all reasonable steps to protect any personal information we may hold about you (which we will refer to below as personal data).

This policy explains how we may use any personal data that we hold about you.

Our personal data handling policy and procedures have been developed in line with the requirements of the 1995 European Union Data Protection Directive (Directive 95/46/EC) and the General Data Protection Regulation (in force from 25 May 2018).

Data protection law says that the personal data we hold about you must be:

  • Used lawfully, fairly and in a transparent way.
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  • Relevant to the purposes we have told you about and limited only to those purposes.
  • Accurate and kept up to date.
  • Kept only as long as necessary for the purposes we have told you about.
  • Kept securely

If you have any questions about this notice or how we collect and use personal data about you please contact us at [email protected].

What information do we collect?

PENtag Ltd may collect a range of information about you. This may include:

  • your name;
  • your username and password (for accessing PENGuide on our website);
  • your home or work address, e-mail address and/or phone number;
  • your job title / designation;
  • your billing address;
  • the information we gather in accordance with our Cookies policy, and / or
  • any other information you provide which identifies you.

Pentag Ltd may collect this personal data in a variety of ways including, for example, data supplied by you via the post, e-mail, SMS or any other electronic means, by telephone, by accessing the website or volunteered by you during a discussion with PENtag Ltd.

If you work for one of our customers or third party suppliers, or are provided with access to our PENGuide product by one of our customers via a user licence subscription agreement, any information we collect about you would be that required to enable us to establish and fulfil a contract with your employer or the customer. This information may be collected directly from you, or provided by your employer or the customer. Your employer or the customer should have informed you that your information would be provided to us, and directed you to this policy. We use this as necessary for our legitimate interests in managing our relationship with your employer or the customer and / or you.

Cookies

We use cookies so that our website can show you the desired content and so that we can improve the website. We also use cookies with system monitoring tools to help diagnose problems with our website or hosting. For more information about cookies and how we use them please refer to our Cookies Policy.

When do we collect personal data?

We collect personal data when a contract is entered into with us. This is because we need certain information to carry out our contractual obligations and this must be provided in order for a contract to be entered into with us (or as required under that contract). Otherwise, we may not be able to carry out our contractual obligations.

We collect personal data when you have correspondence or interaction with us (for example by e-mail, telephone, post, SMS, other electronic means or via our website which may include personal data such as names and contact details, etc.).

We may collect your name, job title / designation and contact details (such as your email address, phone number or address) based on legitimate interests in order to send you information about our products and services which you have requested to receive. 

Where is the data stored?

Data will be stored in a range of different places, including PENtag Ltd’s external servers and paper based filing systems. These are currently based in the UK.

PENtag Ltd will not transfer personal data to, and store it at, a destination outside the European Economic Area and the UK.

Reasons for processing personal data

PENtag Ltd will process those parts of your personal data as are necessary for the following purposes:

  • for the legitimate interest of responding to any correspondence or communications we receive from you;
  • to establish and fulfil a contract with you or your employer or with a customer who provides you with access to our PENGuide product via a user licence subscription agreement including, but not limited to:
    • the issue of a contract
    • the issue of invoices under the contract
    • the issue of any notices under the contract
    • the issue of a username and password for accessing PENGuide on our website
    • the issue of a new password for accessing PENGuide on our website where a user of the website requests a new password
    • notifying you of changes to the services under the contract
  • to comply with a legal obligation where there is a statutory or legal requirement to disclose or share your personal data e.g. for law enforcement purposes; and
  • to protect PENtag Ltd’s legitimate business interests and legal rights.

With whom and where may we share your personal data?

Rest assured your personal data is secure with us. We will not sell, rent or disclose your personal data to third parties without your prior permission except when we are required or permitted to do so by law. We may however share information in the following circumstances:

  • PENtag Ltd may share your personal data with third party service providers such as, currently, the body providing our website hosting who will process it on our behalf;
  • personal data may also be shared with government authorities and/or law enforcement officials if mandated by law;
  • personal data may be shared if needed for the legal protection of our legitimate interests in compliance with applicable laws (for example we may share information with our insurers or legal advisers where necessary to bring or defend a legal claim);
  • in the event that our business or any part of it is sold to another business, your personal data will be passed to the new owners of the business.

Links to Other Websites

PENtag Ltd is not responsible for, nor accepts any liability in respect of, the privacy practices or the content of websites linked from pages on our website. Clicking on those links may allow third parties to collect or share data about you and so we would encourage you to read the privacy policy of every website you visit.

How do we protect personal data?

We follow practices we believe are reasonable under the circumstances to protect the confidentiality, security and integrity of information stored on our systems.

Our website is on a secure server that uses Secure Socket Layer (SSL) encryption to protect your personal data.

For how long do we keep personal data?

We will not keep your personal data for any purpose for longer than is necessary and will only retain the personal data that is necessary in relation to the purpose. We may keep other data for longer periods if the law requires it.

Subject to the following paragraphs, where you are a customer or are provided with access to our PENGuide product by one of our customers via a user licence subscription agreement, we will keep your personal data for the length of any contractual relationship the customer has with us and, thereafter, for a period of up to 7 years to enable us to deal with any post contract enquiries or claims and as required for tax purposes.

Where you are a prospective customer who has contacted us for information we will only retain your personal data which is necessary for us to contact you

(a) during the period that you interact with us, and thereafter

(b) for 5 years from when you last interacted with us or, if you became a prospective customer upon ceasing to have a contractual relationship with us, a period of up to 7 years from when your contractual relationship with us ended, whichever is the longer.

We will retain your personal data for a short time beyond the specified retention period, to allow for information to be reviewed and any deletion to take place. In some instances, applicable laws may require us to hold certain information for specific periods other than those listed above.

If we consider there to be a risk that we will need to defend or bring a legal claim, we may retain your personal data as necessary for our legitimate interests in ensuring that we can properly bring or defend legal claims. How long we keep this information for will depend on the nature of the claim and how long we consider there to be a risk that we will need to defend or bring a claim.

Your Rights

As a data subject, you have a number of rights (often referred to as “subject access rights” or “SAR”).

You can, for example:

  • access and obtain a copy of your data on request
  • require PENtag Ltd to change incorrect or incomplete data
  • require PENtag Ltd to delete or stop or restrict the processing of your data, for example where the data is no longer necessary for the purposes of processing
  • object to the processing of your data, where PENtag Ltd is relying on its legitimate interests as the ground for processing
  • ask PENtag Ltd to transfer to another organisation your personal data given to us for the performance of a contract.

If you would like to exercise any of these rights, please contact us at [email protected]

You are not required to pay any charge for exercising your rights. If you make a request we have one month to respond to you.

If you believe that we have not complied with your data protection rights, you should contact us in the first instance at [email protected]. If you are still dissatisfied following our response you can complain to the Information Commissioner’s Office (ICO).

The ICO address is:           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Your consent to this policy

You are under no statutory or contractual obligation to provide personal data to PENtag Ltd while you are in contact with us. However, if you do not provide the personal data which is requested we may not be able to respond as you would expect.

By accessing this website you confirm that you have understood and agreed to this privacy policy.

If you have any questions about this privacy policy or the practices of this website, please e-mail [email protected]

Changes to this privacy policy

PENtag Ltd may change this privacy policy from time to time in the future. Any such changes will be posted here and, where appropriate, notified to you. We advise you to check back frequently to see any updates or changes.

This privacy policy was last updated in February 2021.