Altodigital is an independent provider of office technology and supplies with over 35 years’ experience offering a range of products and services spanning across print, IT, communications, document management and office supplies. To complement these services, Altodigital offers a UK based call centre and 24/7 web portal. To support the service capability, Altodigital also operates a network of nationwide technical expertise.
Altodigital own many business assets, including physical items, IT services, communication systems, information and personnel, all of which have a high value to Altodigital and therefore need to be suitably protected. To ensure the adequate protection of these business assets from a wide range of threats, Altodigital employs an Information Risk Management approach to the implementation of physical, procedural, technical and personnel security measures throughout the organisation. This ensures that all risks pertinent to Altodigital’s business assets are identified, prioritised, managed and treated in an effective and consistent manner, thereby maintaining their Confidentiality, Integrity and Availability.
We appreciate the trust you place in us when sharing your personal data. The security of that data is very important to us. In this document, we will explain how we collect, use and protect your personal data.
We will also explain what rights you have with regards to your personal data and how you can exercise those rights.
Altodigital Networks Limited
If you have questions about how we process personal data, or would like to exercise your data subject rights, please email us at ISM-DPO@ALTODIGITAL.COM
Altodigital Networks Ltd - www.altodigital.com
Altooffice - www.altooffice.com
Midlands Copiers Direct - www.midlandscopiersdirect.co.uk
East Midland Copiers Direct - www.eastmidlandscopiersdirect.co.uk
Bristol Copiers Direct - www.bristolcopiersdirect.co.uk
North West Copiers Direct - www.northwestcopiersdirect.co.uk
Yorkshire Copiers Direct - www.yorkshirecopiersdirect.co.uk
Scotland Copiers Direct - www.scotlandcopiersdirect.co.uk
Unless specifically stated, we consider these websites to be UK based websites; see section 6 below for more information on non-EU data processing.
We collect personal data from you for one or more of the following purposes:
The table in Section 7 below provides more detail about the data that we collect for each of these purposes, the lawful basis for doing so, and the period for which we will retain each type of data.
In addition, and in order to ensure that each visitor to any of our websites can use and navigate the site effectively, we collect the following:
In Section 7 below, we identify your rights in respect of the personal data that we collect and describe how you can exercise those rights.
The table below describes the various forms of personal data we collect and the lawful basis for processing this data. Our business architecture, accounting and systems infrastructure and compliance organisation means that all personal data is processed on common, Group-wide platforms. We have processes in place to make sure that only those people in our organisation who need to access your data can do so. A number of data elements are collected for multiple purposes, as the table below shows. Some data may be shared with third parties and, where this happens, this is also identified below.
When we process on the lawful basis of legitimate interest, we apply the following test to determine whether it is appropriate:
The purpose test – is there a legitimate interest behind the processing?
Necessity test – is the processing necessary for that purpose?
Balancing test – is the legitimate interest overridden, or not, by the individual’s interests, rights or freedoms?
|Purpose of collection||Information category||Data collected||Purpose for collection||Lawful basis for processing||Data shared with?||Retention period|
|1. To provide you with information||Subject matter information||Name, company name, geographic location, email address, business sector.||To provide appropriate online or email information about products and services that you have requested||Contractual fulfilment||Internally only||Maximum 8 years from the data the information is collected. 6 months if a marketing email is left unopened|
|To provide further, related, online or email information and ongoing news updates in relation to the identified area of interest.||Legitimate interest||Internally only|
|Telephone number||Follow-up to ensure requested information meets needs and identify further requirements||Legitimate interest||Internally only|
|Personal contact information as provided through website forms or at trade shows or any other means.||General mailing list subscription||Consent||Internally only|
|2. Transactional information||Transaction details||Name, physical address, email address, telephone number, bank account details (for credit accounts), other medium of content delivery||To process purchase transactions for products and services with customers, and to ensure any transaction issues can be dealt with.||Contractual performance||Internally only||Maximum 8 years from the date of the performance of the contract. 6 months from the data the data subject has input personal information but has not proceeded with a transaction. 8 years for VAT records from the performance of the contract|
|For accounting and taxation purposes||Statutory obligation||Internally and professional advisers|
|Documentation should any contractual legal claim arise||Legitimate Interest||Internally and professional advisers|
|Payment card data||Primary account number (PAN), cardholder name, service code, expiration date||To fulfil purchase requests using payment cards||Contractual performance||Payment card companies, all in line with PCI DSS||Only retained whist authorisation is pending.|
|3. Fulfilment information||Fulfilment data||Name, dietary requirements||Appropriate catering arrangements for training courses||Contractual performance||Internally and training venues||Maximum 6 years from the date of the performance of the contract.|
|Name, contact and identification details||Access to training courses, attendance registers||Contractual performance||Internally and training venues|
|Name, contact and identification details||Exam attendance, exam results and certifications||Contractual performance||Internally and external examiners, proctors and certification bodies|
|Name, contact details||Licensing details necessary for allocation and maintenance of a licence purchased for use of software and related products, distance and e-learning.||Contractual performance||Internally and any third parties whose products or services you may have purchased from us.|
|Name, address(es), email address, contact details||Actual delivery of products or services, in physical or digital form, that you may have purchased from us.||Contractual performance||Internally and any third party logistics or supplier companies with whom we contract in order to fulfil these requirements.|
|4. Security||Security information||Technical information, as described above, plus any other information that may be required for this purpose||To protect our websites and infrastructure from cyber attach or other threats and to report and deal with any illegal acts.||Legitimate interest||Internally, forensic and other organisations with whom we might contract for this purpose.||Relevant statutes of limitation|
|5. Communications||Contact information||Names, contact details, identification details||To communicate with you about any issue that you raise with us or which follows from an interaction between us.||Legitimate interest||Internally and, as necessary, with professional advisers.||Relevant statutes of limitation.|
Altodigital is a UK-domiciled organisation whose primary offices are in the UK.
Our information security management system (ISMS) is aligned to ISO/IEC 27001 and all our payment card processing is in compliance with PCI DSS.
We have what we believe are appropriate security controls in place to protect personal data. Risk assessment, including assessing risks to the rights and freedoms of data subjects, is at the heart of our ISMS. We do not, however, have any control over what happens between your device and the boundary of our information infrastructure. You should be aware of the many information security risks that exist and take appropriate steps to safeguard your own information. We accept no liability in respect of breaches that occur beyond our sphere of control.
As a data subject whose personal information we hold, you have certain rights. If you wish to exercise any of these rights, please email ISM-DPO@ALTODIGITAL.COM or use the information supplied in the Contact us section below. In order to process your request, we will ask you to provide two valid forms of identification for verification purposes. Your rights are as follows:
Alternatively, you can contact us at our main office using the following postal address or telephone numbers:
Data Protection Officer
Altodigital Networks Limited
93 Vantage Point,
Telephone: 01384 405 370
Our office is open 9:00 am – 5:00 pm GMT, Monday to Friday. Our team will take a message and ensure the appropriate person responds as soon as possible.
Should you wish to discuss a complaint, please feel free to contact us using the details provided above. All complaints will be treated in a confidential manner.
Should you feel unsatisfied with our handling of your data, or about any complaint that you have made to us about our handling of your data, you are entitled to escalate your complaint to a supervisory authority within the European Union. For the United Kingdom, this is the Information Commissioner’s Office (ICO), who is also our lead supervisory authority. Its contact information can be found at https://ico.org.uk/global/contact-us/.