ITcost is committed to protecting the rights and freedoms of data subjects, and safely and securely processing their data in accordance with all of our legal obligations.
We hold personal data about our employees, clients, suppliers and other individuals for a variety of business purposes.
This policy sets out how we seek to protect personal data and ensure compliance with the General Data Protection Regulation.
‘Personal data’ means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
Special categories of data include information about an individual’s racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership (or non-membership), physical or mental health or condition, criminal offences, or related proceedings, and genetic and biometric information —any use of special categories of personal data should be strictly controlled in accordance with this policy.
‘Data controller’ means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by law.
‘Processor’ means a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.
‘Processing’ means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
“We”, “Us” and “Our” refer to ITcost.
ITcost shall comply with the principles of data protection (“the Principles”) enumerated in the EU General Data Protection Regulation (“GDPR”). We will make every effort possible in everything we do to comply with these principles. The Principles are:
1. Lawful, fair and transparent
Data collection must be fair, for a legal purpose and we must be open and transparent as to how the data will be used.
2. Limited for its purpose
Data can only be collected for a specific purpose.
3. Data minimisation
Any data collected must be necessary and not excessive for its purpose.
The data we hold must be accurate and kept up to date.
We cannot store data longer than necessary.
6. Integrity and confidentiality
The data we hold must be kept safe and secure.
Itcost ensures accountability and transparency in all our use of personal data.
Fair and lawful processing
We must process personal data fairly and lawfully in accordance with individuals’ rights under the first Principle. This generally means that we should not process personal data unless the individual whose details we are processing has consented to this happening.
All data processed by ITcost has a lawful basis approved by our DPO. Tcost ensures that at least one of the following conditions applies whenever we process personal data:
What are special categories of personal data?
Previously known as sensitive personal data, this refers to data about an individual that is more sensitive, and therefore requires more protection. This type of data could create more significant risks to a person’s fundamental rights and freedoms, for example by putting them at risk of unlawful discrimination. The special categories include information about an individual’s:
Itcost does not process any special category personal data.
Below we have listed ITcost responsibilities that ensure data is appropriately controlled and processed.
ITcost employee responsibilities:
Responsibilities of the IT Manager:
Responsibilities of the Marketing Manager:
We will ensure that any personal data we process is accurate, adequate, relevant and not excessive, given the purpose for which it was obtained. We will not process personal data obtained for one purpose for any unconnected purpose unless the individual concerned has agreed to this or would otherwise reasonably expect this.
General systems, servers & cloud services:
ITcost ensures all data we hold either on our own systems, servers or on cloud-based software, is as secure as possible against loss or misuse. This entails using two factor authentication, encryption, secure data centres, password managers and security software in addition to staff training.
We also do regular security reviews of all ITcost systems and apply patches for security issues.
ITcost only passes data to third parties as necessary to provide our services, or communications about our services. All third parties have been vetted for adequate security and checked for compliance with the GDPR as part of our security measures review.
We will retain personal data for no longer than is necessary. What is necessary will depend on the circumstances of each case, taking into account the reasons that the personal data was obtained, but each case will be determined in a manner consistent with current regulations.
Client data uploaded as part of ITcost Virtual Private Server or Dedicated Server offering is not transferred abroad except to authorised third-party sub-processors as is necessary to fulfil service. In the unusual event that this is necessary, express permission from the DPO would be obtained.