FluxSys Privacy Policy

(last review date September 2023) 

Privacy Notice / ‘Statement’ 

“FluxSys has a commitment to respecting your information and privacy, is compliant with the General Data Protection Regulation (GDPR) and provides a compliant and consistent approach to data protection. To learn more about how we collect, keep, and process your private information in compliance with GDPR, please view our privacy policy”. This policy was last updated in September 2023  

About 

In compliance with data protection regulations, this privacy policy explains what personal information we collect from you when you visit our website, interact with us or use our services. 

We are committed to processing personal information in ways that comply with our legal and regulatory obligations, that guide our internal company policies and to being clear with you about what we do with your personal information. 

We are committed to protecting and respecting your privacy and we do not share personal information with other companies for marketing purposes. 

Our Contact Details  

In this Privacy Policy, whenever you see the words ‘we’, ‘us’, ‘our’ it refers to FluxSys Ltd. 

Name: FluxSys Ltd 

Correspondence and Operating Address: FluxSys Ltd, Wellesbourne Innovation Park,CV35 9EF 

Website: fluxsys.co.uk 

Company Number (UK) 8809514

Phone Number: 02476 920800 

E-mail: info@fluxsys.co.uk 

Application 

If you are a FluxSys customer, supply us with products or services, interact with us online, email, call or write to us this Privacy Policy applies to you. Due to the nature of our business, we act as a data controller and this means we determine how and why your personal data is processed. 

If you are an employee of FluxSys or job applicant we have created specific policies for you, and they will have been made available to you at the appropriate point in time. 

By accessing this website you are consenting to the way information is collected and used, as described within this Privacy Policy. 

The Type of Personal Information We Collect  

In line with the expectations of the Data Protection Act (2018) and the GDPR regulations, we only collect necessary information that is required to allow us to promote and deliver our services fairly and effectively. 

We currently collect data such as: 

  • Contact details  
  • Business information  
  • Website access information such as IP addresses, ‘cookies’ etc. 
  • Account information  
  • Financial information  
  • Product information 
  • Data that identifies you and other people  
  • Data on how you use FluxSys services 

 We currently collect and process the information from several sources which are outlined here: 

  • When you use features on our website 
  • When information is received through networking communication activity by a staff member of any business activity relating to our services or products 
  • When your company or employing company enters into a client agreement with FluxSys. In this case, only information about you that is relevant to the delivery of these services should be shared by your employer with FluxSys 
  • When you submit personal information, a CV or other application information to FluxSys. 

FluxSys will process your information in accordance with the purpose for which it was submitted only 

Why We Use Personal Information  

We collect and process your data for different reasons in different circumstances, but we’ll only collect and process your data where we have a legal basis for doing so. Our purposes and legal basis for using each type of data are set out below. 

Personal information is provided to us in a number of ways and depends on your relationship with us as described above. 

We then process it for one of the following reasons: 

  • To manage our relationship with you 
  • To respond to your enquiries 
  • To manage the services and products we provide to you or you provide to us 
  • To manage and analyse website traffic 
  • To take pre-contractual and contractual steps with you 
  • To comply with our legal obligations as a business 

Note: Where contact information is utilised for newsletter-style communication you can unsubscribe at any time by replying with UNSUBSCRIBE or using the link within newsletter to be removed from the appropriate list  

We may use cookies on our website, where these are not strictly required for certain website operation we will ask you to consent to the use of cookies via the website. You may wish to visit www.aboutcookies.org, which contains comprehensive information about cookies and their uses 

Data Anonymising 

We may anonymise and aggregate any of the personal data we hold (so that you can no longer be identified by it). 

We may use anonymised and aggregated information for purposes that include testing our IT systems, research, data analysis, improving our site, apps and developing new products and services. 

Data Sharing 

Sometimes we might share your data with third parties. This could include: 

  • Service providers we use for specific purposes, such as for our IT systems. 
  • Regulatory authorities, law enforcement agencies and courts. 
  • In the event of a sale of all or a part of our business, the buyer and its professional advisers. 

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are: 

  • Your consent. Where consent has been given, you are able to remove your consent at any time. You can do this by contacting us 
  • We have a contractual obligation 
  • We have a legal obligation 
  • We have a vital interest 
  • We have a legitimate interest 

Third Party Organisations 

For our general day-to-day data processing activities, we may use third party organisations to help us administer and monitor the services we provide: 

  • For the provision of IT, HR and software services to enable the management of our customers, staff and office administration. 
  • For financial accounting. 
  • To share newsletters, promotional information, industry news or other information that may be of interest to you. 
  • To help us improve our services. 
  • For the administration of our website and customer interactions. 
  • For any legal guidance in the provision of our services. 

Access to your personal information is only allowed when required by the law or is required as part our fulfilling our service obligations.  We do not, and will never, sell your personal information to other third parties. 

International Data Transfer 

Where we have partners and service providers based outside of the UK (e.g. Microsoft for our IT Services), your personal data may be accessed or otherwise processed in other countries. 

Data Accuracy 

We are committed to keeping your information up to date and accurate. If you believe that we have made an error, then please contact us (see our Contact section above), and we will use reasonable endeavours to correct it. 

Data Security 

We are committed to keeping personal information secure to protect it from being inappropriately or accidentally accessed, used, shared or destroyed, and against it being lost. We endeavour to ensure that our suppliers take similar steps to keep your data secure. We take rigorous organisational measures including implementation of appropriate process and infrastructure to keep information secure and provide regular training for staff on data protection. This includes provisions for appropriately managing a breach of data confidentiality, integrity or availability.  

Duration of Data Storage 

We will only store your personal data for as long as is necessary to fulfill the purposes outlined in this Privacy Policy or for as long as we reasonably consider necessary to establish, exercise or defend our legal rights. 

This means that your data will be retained in line with statutory and regulatory requirements. For example, we retain details on services and products delivered for a minimum period of 6 years post the end of the transaction. Data deletion, when appropriate, will be securely managed. 

We must retain some information for periods in line with regulatory or legislative requirements. If there is no regulatory or legal requirement to retain your information, the criteria used to determine these retention periods includes: 

  • To comply with the minimum regulatory retention requirements as set in law. 
  • To comply with the statutory retention periods for accounting records, as set by the Companies Act and HM Revenue & Customs (HMRC). 

Where our retention periods are not governed by legislation, our retention policy is based on commercial justifications, which have been set in accordance with the principle of retaining personal data for no longer than is necessary for the purposes for which it is processed. These include: 

  • To enable us to provide you with our products and services. 
  • To allow us to resolve any disputes or complaints. 
  • For the detection and prevention of fraud. 

Our website and / or communications may contain links to other external websites of interest. However, you should note that we do not have any control over these other websites. Once you have used any of these links to leave our site or communication, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting these sites and such sites are not governed by this privacy statement. 

Your Data Protection Rights 

You have various rights in relation to your personal information. You only have the benefits of some of the rights in limited circumstances, which depend on the legal reason why we collected your personal data including: 

Your right of access – You have the right to ask us for copies of your personal information. 

Some or all of the personal data may be exempt from such requests in a particular circumstance. If an exemption applies, we will tell you this when responding to your request. Should you wish to exercise this right, please contact us with a description of the information you would like to see. 

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.  

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.  

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.  

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances. 

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. 

You are not required to pay any charge for exercising your rights. If you make a request, we will endeavour to respond to you within one month (please understand we may need to extend this period for complex or multiple requests). Where requests are manifestly unfounded or excessive, in particular because they are repetitive, we may charge a reasonable fee taking into account the administrative costs of providing the information or refuse to provide the information. 

The ICO website has some useful information on your rights as a data subject. 

Please contact us if you wish to make a request (See our Contacts section above). 

How to complain 

If you have any concerns about our use of your personal information, you can make a complaint to us (See our Contacts section above). We would ask that if you do wish to do this that you please tell us first so that we have a chance to address your concerns. 

You can also complain to the ICO if you are unhappy with how we have used your data. 

The ICO’s address:             

Information Commissioner’s Office 

Wycliffe House 
Water Lane 
Wilmslow 
Cheshire 
SK9 5AF 

Helpline number: 0303 123 1113 

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