Privacy Policy

1 INTRODUCTION

This Privacy Notice applies to all Personal Data collected by iFIX UK. iFIX UK is a data controller in
respect of Personal Data that we acquire in connection with the products and services we provide. In
this notice, references to “we”, “us” or “our” are references to iFIX UK.

Our address (Premises) is:
2 Front Street
Fleming Field
Shotton Colliery
County Durham
DH6 2JH

Our contact details can be located at www.ifixuk.co.uk.

We respect individuals’ rights to privacy and to the protection of Personal Data. The purpose of this
Privacy Notice is to explain how we collect and use Personal Data in connection with our business.
Personal Data means information about an individual who can be identified from that information. We
may update our Privacy Notice occasionally. When we do we will communicate any changes and
publish the updated Privacy Notice on our website.

2 DATA PROTECTION OFFICER

Our Data Protection Officer’s details are:
Craig Turnbull
iFIX UK
2 Front Street
Fleming Field
Shotton Colliery
County Durham
DH6 2JH
craig@ifixuk.co.uk

3 WHOSE DATA IS ACQUIRED AND STORED

Customer Data and our Suppliers Data.

4 DATA ACQUISTION PROCESSES

We limit the acquisition and storage of information to the minimum necessary to fulfil our contractual
obligations. Your data is acquired through five processes:

4.1 When you enter our website, a Cookie stores specific technical data about your browsing session,
not your Personal Data.

4.2 When you send an enquiry to us online using the website, you enter your data into a form on the
‘Contact’ webpage or ‘enquiry’ webpage.

4.3 When you email us directly online other than via the website. Direct email data is acquired via our
email address info@ifixuk.co.uk

4.4 When services are ordered from us by post in a letter or downloadable order form, your data is
received in hard copy form.

5 DATA ACQUIRED

5.1 Cookie
Start time of your browser session is acquired automatically. Your personal data is not acquired.

5.2 Online Enquiries
On the ‘Contact’ webpage, the data you enter comprises: a) Title b) Last Name. c) Email Address. d)
Telephone contact e) Enquiry.

5.3 Online Emails
When you use our email address info@ifixuk.co.uk the following data is acquired:
a) Email Address.
b) Any email attachments.

5.4 Offline Data from you arriving at our Premises by post in the form of a letter or downloadable order form will
contain the following information:
a) Title and Last Name.
b) Address.
c) Post/Zip Code.
d) Email Address.
d) Telephone Contact
e) Description of repair

5.5 Mobile Texts
When you contact us via mobile text services the following data is acquired:
a) Telephone number.
b) Details of you enquiry.
c) Your name.
d) Any other details you send.

6 DATA USAGE
6.1 Cookie
The start time of your browsing session is acquired to calculate when the browsing session duration
expiry time or session inactivity time has been exceeded.

6.2 Online Orders
a) Billing Title and Last Name. a), b) and c) are used by Paypal to verify and authenticate card or
payment details.
b) Billing Address.
c) Billing Post/Zip Code.
d) Delivery Title and Last Name. d), e) and f) are used for the return of the repaired device.
e) Delivery Address.
f) Delivery Post/Zip Code.
g) Email Address. This is used to give you notification if:
g1) the repair cannot be carried out or the repair is completed
g2) there are any repair delays,
g3) clarification of repair if needed,
g4) clarification of agreement for any extra works.
g5) For sending an auto-response email confirming details of your enquiry.
h) Payment Currency. Your payment currency is acquired so that Paypal can process an order in a
foreign currency.
i) Comments (optional). Your comments are acquired to allow you to provide additional instructions
for
i1) delivery, such as an alternative address if no one is home to sign for recorded delivery packages

6.3 Online Enquiries
On the ‘Contact’ or ‘Enquiry’ webpage, the data you enter is used as follows.
a) Title. a) and b) are acquired so we can address you personally in our response email.
b) Last Name.
c) Email Address. This is acquired so an auto-response email can be sent to you confirming receipt of
your enquiry and so we can reply to your enquiry
d) Enquiry. Obviously acquired so we can answer it.

6.4 Online Emails
When you use our email address info@ifixuk.co.uk your email address is acquired in the usual way for
response purposes. Email attachments such as photographs are acquired so that we may have a
better understanding of the repair required.

6.5 Offline
Your name and address data is used for the delivery of the goods ordered. Your data on any enclosed
cheques is used by our bank for payment processing.

6.6 Return Delivery
Your name and address are copied onto the packaging of your repaired device for sending back to
you. Your device is sent via our local post office.

7 DATA FLOW

7.1 Cookie
Sent from our hosts server to your web browser.

7.2 Online Enquiries
On submitting the website ‘Contact’ form, your data is sent to a script resident on our website hosts
server. This script processes the data from you and generates an enquiry acknowledgement page on
our website and two auto-response emails. One auto-response email is sent to you and one
auto-response email is sent to us. These emails confirm enquiry receipt, your title and name, the
enquiry itself and your email address.

7.3 Online Emails
When you use our email address info@ifixuk.co.uk the email gets stored on our hosts mail server.

7.5 Offline
Orders in writing are delivered by Royal Mail to our Premises. Any payment cheques enclosed in the
letter are stored in secure cabinet until deposited in the bank.
Downloadable order forms received by us by post stay in the office until returned to the customer.

7.6 Device Delivery
Your name and address labelled packages go to the Post Office. Any Recorded Delivery slips, with your
address details, are collected from the post office and returned to our Premises.

8 DATA STORAGE

8.1 Cookies
Stored on your computer for the browsing session.

8.2 Online Enquiry Data
Stored on our hosts mail server as an email and then copied to a PC and backup PC. Recorded
Delivery slips are stored securely in a file.

8.3 Online Email Data
Stored on our hosts mail server as an email and then copied to a PC and backup PC.

8.4 Offline
Orders posted to us are securely stored along with any cheque payment. Downloadable order forms
containing your data are securely stored along with any cheque payment.

8.5 Recorded Delivery Slips
These items show your delivery details and are securely stored.

9 ONLINE DATABASES
Your data is not stored in a database on our website hosts server.

10 REASONS FOR DATA STORAGE

10.1 Cookie
This is used to restrict a browsing session to reduce the risk of session hijacking.

10.2 Online Repair Data
Repair data is retained for the following reasons:
a) You may want a repeat repair and you may have lost the details of your previous order.
b) In case the device goes missing in the post and proof of postage has to be shown.
c) You may require an explanation of your device fault so you can order the correct repair.
d) We store order data so we know how long you have had the repaired device to cover any warranty
period.
e) Your data is retained in case it needs to be referenced in the future.
f) Your data is retained in case you want to change or return your device.

10.3 Online Enquiry Data
Same reasons as those with 10.2

10.4 Online Email Data
Same reasons as those with 10.2

10.5 Offline Enquiries
Same reasons as those with 10.2

10.6 Recorded Delivery Slips
These are stored to track and trace returned devices that are not delivered within an expected time.
Also used as proof of posting if the devices go missing.

11 DURATION OF DATA STORAGE

11.1 Cookie
Is stored on your computer for the length of the browsing session then it is deleted.

11.2 Online Order Data
The order email is deleted from our hosts email six months after receipt.
The order email is deleted from our PC one year after receipt.

11.3 Online Enquiry Data
The enquiry email is deleted from the our hosts email six months after receipt.
The enquiry email is deleted from our PC and backup PC one year after receipt.

11.4 Online Email Data
Online emails are deleted from our hosts email server six months after receipt.
Online emails are deleted from PC one year after receipt.

11.5 Offline
Order data in letters is retained for six months then shredded. Any enclosed cheque payments are
taken to our bank within days of receipt. Downloadable order forms containing your data are stored
securely for one year then shredded.

11.6 Recorded Delivery Slips
Recorded Delivery slips are shredded after six months.

12 DATA SHARING
We only share your data with the following organisations:
a) PayPal (https://www.paypal.com/en/webapps/mpp/ua/privacy-full)
b) EBay (https://pages.ebay.co.uk/help/community/png-priv.html)
c) The Post Office ( https://www.postoffice.co.uk/privacy )
d) Royal Mail ( https://www.royalmail.com/privacy-policy )
e) Barclays Bank (https://www.barclays.co.uk/important-information/privacy-policy/)
f) Accountant (Privacy Policy supplied on request)
g) One.com (https://www.one.com/en/info/privacy-policy)

13 REASONS FOR DATA SHARING
a) Your data is shared with the Payment gateway PayPal so that they can run authentication checks
and acquire payment for services.
b) Your data is shared with Ebay when you make purchases or contact with us through their gateway.
c) Your data is shared with the Post Office so that they can arrange for delivery, provide proof of
posting and provide recorded delivery slips.
d) Your data is shared with Royal Mail so they can deliver the goods to you.
e) Your data is shared with Barclays Bank when cheques are handed in.
f) Your data is shared with our assigned accountant when required.
g) Your data is shared with the one.com because they host our website and the mail server.

14 TECHNICAL SECURITY MEASURES
Anti-virus, firewall and anti-malware software is running on our PCs constantly. We change all
passwords as required.

15 PREMISES SECURITY MEASURES
All data associated with you is kept on one PC and a mobile device. The devices need a password to
login that are only known to iFIX UK staff.

16 DATA USAGE OFF PREMISES
Your data can be accessed on mobile device when we are off our Premises.

17 DATA STORAGE FORMAT
Each order and enquiry email from you is stored as a text or PDF file.

18 YOUR ACCESS TO DATA
You have a right to get access to the Personal Data we hold about you. If you would like a copy of the
Personal Data we hold about you, please email us at info@ifixuk.co.uk

19 DATA DELETION
You have a right to request that we delete your Personal Data. If you would like to delete the Personal
Data we hold about you, please email us at info@ifixuk.co.uk

20 DATA CORRECTNESS
You have a right to rectification of inaccurate Personal Data and to update incomplete Personal Data.
If you believe that any of the information that we hold about you is inaccurate, you have a right to
request that we restrict the processing of that information and to rectify the inaccurate personal
information.

21 YOUR DATA AND MARKETING
We never use your data to contact you about promotions, our products or for marketing purposes. You
will never receive unsolicited emails from us.

22 DATA BREACHES
If ever your data is involved in a data breach, you will be notified within 72 hours. We will do our
utmost to rectify any data breach and you will be informed regularly as to the status of the
rectification.

23 COMPLAINTS
You have a right to lodge a complaint against us with the regulator. If you wish to raise a complaint
about how we have handled your Personal Data, you can contact our Data Protection Officer who will
investigate the matter We hope that we can address any concerns you may have, but you can always
contact the Information Commissioner’s Office (ICO). For more information, visit ico.org.uk