Privacy policy

Who we are

Anglia Computer Solutions Business Ltd (“ACS”, “we”, “us”) is the data controller for the personal information described here. We're registered in England & Wales, company number 09865554.

Data protection contacts: Jason Pink and Jonathan HaymanAddress: 28-29 Bertie Ward Way, Rashes Green Ind. Est., Dereham, Norfolk, NR19 1TEEmail: [email protected]Telephone: 01362 760100

What we collect

When you use our website forms

When you ask for a quote, send an enquiry or request a callback, we collect what you type in: your name, company, email address, phone number, the service you're interested in and your message. We also record which page you sent it from. The form goes to our helpdesk inbox so a member of the team can reply.

To stop spam and abuse, our web server briefly keeps a scrambled (hashed) copy of your IP address to limit how many forms can be sent in a short time. This is deleted automatically after about 10 minutes.

When you visit our website

If you allow analytics in our cookie panel, we use Google Analytics 4 to see how people use the site, such as which pages they visit, roughly where they are and what device they use. If you don't, Google Analytics isn't loaded. We don't use marketing cookies at present; if we add any, they'll only run if you allow them. You can change your choices any time from Cookie settings at the bottom of every page, and our cookie policy has the details.

Cookie policy

When you're a customer

To provide our services we hold contact details for you and your staff, billing and account information, details of your equipment, systems and services, support tickets and the notes our engineers make, and records of remote support sessions. For telecoms services this also includes the information needed to provide, port and bill your lines and numbers, such as call records.

For Cyber Essentials and IASME certification we collect the information the scheme needs about your organisation and the person responsible for the application.

When you call or email us

We keep a record of emails and the details of calls you make to us, so we can help you and follow up.

CCTV at our premises

CCTV cameras in and around our premises at Bertie Ward Way, Dereham, record images of people and vehicles. All cameras are clearly signed, and we don't use hidden cameras.

Why we use it, and our legal basis

UK data protection law (the UK GDPR and the Data Protection Act 2018) says we need a lawful reason to use your information. Ours are:

• Contract: to quote for, provide, support and bill the services you buy from us.
• Legitimate interests: to answer enquiries, run and improve our business, keep our systems and website secure, prevent fraud and spam, and protect our premises, people and property with CCTV. We only rely on this where it doesn't override your rights.
• Legal obligation: to keep financial records, meet our telecoms regulatory duties (such as number porting and emergency services information), and respond to lawful requests from the authorities.
• Consent: for Google Analytics cookies and for marketing emails. You can withdraw consent at any time.

We'll only send you marketing if you've agreed to it, or if you're a business customer and it's about similar services. Every marketing email lets you unsubscribe.

When we look after your data for you

As your IT provider we often need access to systems that hold your own customers' and staff data, for example when we manage your Microsoft 365, back up your server or fix a laptop. In those cases you remain the data controller and we act as your processor. We only use that data to carry out the work you've asked for, under the terms of our agreement with you, and we never use it for our own purposes.

Artificial intelligence

We build and run our own AI tools, and wherever we can they run on our own servers in our own data centre. Some tasks may use Anthropic's Claude. We don't put your personal data into third-party AI services unless it's needed for the job and appropriate safeguards are in place.

Who we share it with

We don't sell your personal information. We share it only when we need to, with:

• suppliers who help us provide your services, such as telecoms network operators and wholesalers, Microsoft and other software vendors, and hardware distributors
• IASME, when you apply for Cyber Essentials or IASME certification through us
• our accountants, banks, payment providers, insurers and professional advisers
• Google, for website analytics, only if you've accepted analytics cookies
• regulators, ombudsmen, courts, the police and other authorities, where the law requires or allows it

Anyone we share data with must keep it secure and use it only for the purpose we've given it to them for.

Where your data is kept

We keep most data in the UK, in our own data centre. Some of our suppliers, such as Google and Microsoft, may process data outside the UK. When that happens we make sure it's protected by approved safeguards, such as the UK's data adequacy regulations (including the UK-US data bridge) or the UK International Data Transfer Agreement.

How long we keep it

• Website enquiries that don't lead to work: up to 2 years.
• Customer and supplier records, including invoices and contracts: for as long as we work together, then 6 years, which is what tax and contract law expect.
• Support tickets and engineers' notes: for as long as you're a customer, then 6 years.
• Google Analytics data (with consent): 14 months.
• Hashed IP addresses used to stop form spam: about 10 minutes.
• CCTV recordings: no longer than 28 days, unless we need them for longer, for example while a crime is investigated.

How we keep it safe

We're certified to Cyber Essentials Plus and IASME Cyber Assurance, and we're an IASME certification body, so we hold ourselves to the same standards we help our customers meet. Access to personal data is limited to the people who need it, and our systems are monitored and patched.

Your rights

You have the right to:

• ask for a copy of the personal information we hold about you
• ask us to correct anything that's wrong or incomplete
• ask us to delete your information, or restrict how we use it
• object to us using your information, including for marketing
• ask for information you gave us in a format you can take elsewhere
• withdraw your consent at any time, where we rely on it

To use any of these rights, contact us using the details above. It's free, and we'll reply within one month. We may ask you to confirm your identity before we release any information.

Complaints

If you're unhappy with how we've handled your information, please tell us first and we'll try to put it right. You can also complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, on 0303 123 1113.

ico.org.uk/make-a-complaint

Changes to this policy

We'll update this page when the way we use personal information changes. The date at the top shows when it was last updated.