Privacy Policy

Aspire provide a wide variety of services to a wide range of organisations, in doing so we process data, a lot of data, some of which may contain personal information about the employees and customers of the organisations we provide services to.

Our lawful basis for processing such information other than when there is a legal obligation, in relation to UK law, is legitimate interest. Our interest in processing personal information is in the delivery of services for which there is a contractual agreement between Aspire and our customers.

When collecting or processing personal information, Aspire play many roles. As a data controller, we decide the purpose of the processing, as the data processor, we process on the instruction of a data controller and in some cases we are the receivers of personal information, where we receive or have access to personal information, but do not process it.

Aspire Technology Solutions have created this policy to explain to any interested parties how and why we Collect, Store, Process and Disclose any of your personal information to delivery of our services to our customers.

Introduction and General Terms

Aspire is committed to protecting any personal information we may process in the delivery of services to our customers. This Privacy Policy relates to our use of any personal information we may process to provide the following services:

  • Aspire online portal
  • ISP Connectivity Solutions
  • Infrastructure Solutions
  • Managed services including: RealCareInfrastructure, RealCareInfrastructure and used, RealCareComplete, RealConnect, Aspire Unity. Managed Cloud services, Managed Data Protection services, RealProtectMDR, RealProtect Managed SIEM, RealProtect Complete, Cyber Security Perimeter Security, Cyber Security Consulting. Connectivity both Connect and Enabled Connect, Hosted Voice & Telephony, services, Hosted Exchange services, Online Backup services

It also relates to our use of any personal information you provide to us by phone, SMS, email, in letters or other correspondence and in person.

In order to provide you with the full range of Aspire services, we sometimes need to process information about you, this policy explains the following:

  • What information Aspire may process about you
  • How Aspire may use information we process about you
  • When Aspire may use your details to contact you
  • Whether Aspire will disclose your details to anyone else
  • Your choices regarding personal information you provide to us.

Aspire are committed to safeguarding your personal information. Whenever you provide such information, we are legally obliged to use your information in line with all applicable laws concerning the protection of personal information, including the General Data Protection Regulations (these laws are referred to collectively in this Privacy policy as the “data protection laws”). All services provided by Aspire potentially hold an element of security risk, if you have any concerns that the accounts of services Aspire provide have been compromised, please contact our Service desk to report this as soon as possible.

We will not use any of your personal data for automated decision making or profiling.

Who are we?

We are Aspire Technology Solutions Limited and are the data controller of your personal information taken to provide our managed IT services. Our ICO registration reference is: Z253818X.

We have a Data Protection Officer (DPO), they can be contacted on 0330 124 2701 and by email at [email protected].

You can read more about Aspire here.

What information will Aspire process about me?

When your business participates in, accesses or signs up to any of the Aspire services, activities or online content we may receive personal information about you. This can consist of information such as your name, email address, postal address, telephone or mobile number, gender or IP address. As well as, information provided for the provision and use of Aspire provided services such as email address if we provide a hosted exchange service or telephone number if we provide hosted voice or telephony services. We also need to hold basic information such as name, email and telephone numbers within our CRM system for supporting services provided by Aspire.

How will Aspire use the information it processes about me?

Aspire may use your personal information for a number of purposes including the following:

  • To deliver the services we provide to you and your business,
  • To provide you with information about your services and to deal with your requests and enquiries in relation to your services:
  • To improve and provide you with the most user-friendly service experience.
  • For service administration purposes, which means  activities or requests regarding additional services such as to provide you with password reminders, or to notify you of a particular service planned maintenance, or to notify you of updates to our privacy policy or general terms & conditions.
  • To use IP addresses and device identifiers to provide services or to block disruptive use.
  • For analysis and research purposes so that we may improve the services offered by Aspire.
  • To form a view on what we think you may want, need or what may be of interest to you. This is how we decided which products, services and offers may be relevant for you.

Where Aspire proposes using your personal information for any other uses other than in the delivery of services provided by Aspire we will ensure that you are notified.

When will Aspire contact me?

Aspire may contact you:

  • In relation to any service that Aspire delivers to you and/or your organisation, in order to ensure that Aspire can deliver the services. (e.g if you report a fault, or we determine a fault, we may contact you to investigate the issue further. Aspire may send you reports or information in relationship to services provided)
  • In relation to any correspondence we receive from you or any comments, feedback or complaints you make about Aspire products or services
  • To invite you to participate in surveys about Aspire services, where participation is always voluntary.
  • To update you in any changes to Aspire’s policies and practices
  • For marketing purposes relating to services Aspire provide that could be a benefit to your business and improve or compliment the service we provide

Will Aspire share my personal information with anyone else?

Aspire will never share your personal information without your approval, except where disclosure is required or permitted by law such as example government bodies, law enforcement agencies or emergency services. It is inherent in the function of the service being delivered, such as visibility of an e-mail address on a hosted mail service to other hosted service users, or as described below.

Offensive or inappropriate content

If you post, submit or send content which may reasonably be deemed to be offensive, inappropriate or objectionable within Aspire systems, on our websites or otherwise engage in any disruptive behaviour on any Aspire service. Aspire may remove and if applicable, report such content.

How long will Aspire keep my information?

We will hold your information on our systems for as long as is necessary for the relevant service, or as long as is set out in any relevant contract you and/or  your organisation holds with Aspire. Once the contract has ended all personal data we hold, in relation to the service we provided, will be deleted.

Any personal data provided for marketing purposes will be reviewed on a 3 yearly basis and the data will be deleted if, the individual requests for it to be deleted.

Any tickets relating to the your organisation will be maintained within our secure ticketing system for as long as they remain business and MI relevant.

All call records are kept for monitoring and audit purposes.

Can I delete my data?

Any requests to delete data that Aspire may process on behalf of your organisation (this is the organisation through which you have the relationship with Aspire) or that may contain personal information about you and is processed in the delivery of services provided to your organisation, should be made to the data protection officer of the organisation. Contact details found in the ‘who are we’ section.

Can I find out what personal information Aspire holds about me?

We hope that the information provided has given a good understanding of the potential personal information Aspire may hold about you. If under the Data Protection Law you wish to request a copy of the personal information about you, that Aspire may hold about you, or if you wish to have any inaccuracies corrected you can contact us at [email protected].

Please note, we will require you to prove your identity with 2 pieces of approved identification. We will use reasonable efforts consistent with our legal duty to supply, correct, modify or delete personal information about you on files that do not relate to or negatively impact a direct service in delivery and for which consent has previously been determined. The two forms of approved identification can include:

  • Valid Passport
  • Valid Driving licence
  • Birth certificate
  • Utility bill (from the last 3 months)
  • Current vehicle registration document
  • Bank statement (from the last 3 months)

Processing in line with your rights

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party.

  • Request to make a data protection complaint if you are unhappy with how Aspire have handled your personal information. You can raise a complaint if you are unhappy with the response from your subject access request or other rights requests. If you have been impacted by a data breach even if it is not reportable to the ICO or if you are unhappy with the way your personal information has been used such as where it is stored, how long it has been stored and the accuracy of that information.

 

Please contact the Compliance Department at [email protected] for any requests.

 

No fee usually required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

 

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information or to exercise any of your other rights. This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

 

Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact [email protected]. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

 

Data Transfers

Personal data may be transferred to or stored outside of the UK or European Economic Area (EEA) for the purposes of transfers to service providers who may be located outside of the UK or EEA. Before any transfer takes place, we’ll take steps to make sure your personal information will be adequately protected, as required by the UK Data Protection Act, with safeguards such as standard contractual clauses being in place.

Changes to Aspire’s Privacy Policy

This privacy policy may be updated from time to time so, you may wish to check it each time you submit personal information to Aspire. The date of the most recent revisions will appear on this page. If you do not agree to these changes or how Aspire process data containing personal information on behalf of your organisation, please liaise with the data protection officer of your organisation. If material changes are made to the Privacy Policy, for instance affecting how we would like to use your personal information, we will provide a prominent notice including, for certain services, email notification for privacy policy changes.

Contact Details

If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us using the details below.

Aspire Technology Solutions
Email address: [email protected]
Postal address: Pipewell Quay, Pipewellgate, Gateshead, NE8 2BJ
Telephone number: 0330 124 2701

To report any form of abuse activity (spam, phishing, adware etc.) with respect to any of our services, please contact us by email: [email protected]

 

Information Commissioners Office (ICO)

If you are unhappy with anything we have done with your data, you have a further right to complain to the Information Commissioners Office.

To make a complaint to the Information Commissioners Office use the link below or call their hotline on Tel No.: 0303 123 1113.   https://ico.org.uk/concerns/ .