Who We Are 

Helios IT gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations and explains how, why and when we process your personal data. 

Helios IT’s registered office is at: Pearl Assurance House, 2 Donegall Square East, Belfast, BT1 5HH and we are a company registered in Northern Ireland under company number NI 41321.  

Our trading address is at: Blaris Industrial Estate, 5 Altona Road, Lisburn, BT27 5QB and we act as the data controller when processing your data. 

 Data Protection Officer 

Our designated Data Protection Officer is Garry MacDonald who can be contacted at our trading address, tel. no. 028 9094 5542 or at dataprotection[@]heliosit.co.uk

Information That We Collect 

Helios IT processes your personal information to meet our legal, statutory and contractual obligations and to provide you with information on our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.  

The personal data that we collect from you is your: 

• Name 
• Business Email 
• Personal Email (if no business email address exists) 
• Business Office address 
• Business Telephone Number 
• Mobile Telephone Number 

Furthermore, there is also information about your computer hardware and software that is automatically collected when you are on our website or whilst we are carrying out our contractual duties around IT Support.  This information can include your IP address, computer/domain names, computer serial number and the hardware/software it has installed, browser type, referring websites and any of our cookies from previous visits to our website. 

We collect personal information in the following ways: 

• An online webform for getting in ‘Contact’ with us 
• When you ‘Place an Order’ with us to accept any of our IT Support and IT Services via email, phone or in person 
• When you submit your CV against any job applications you may make 
• When you ‘Opt-In’ to us emailing you about other products/services we think may be of value to you 

How We Use Your Personal Data 

Helios IT takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time.   

The purposes and reasons for processing your personal data are as follows:

• We collect your personal data in the ‘Performance of a Contract’  so we are able to provide a service and to ensure that orders are completed and can be sent out to your preferred address 
• We collect and store your personal data as part of our ‘Legal Obligation’ for business accounting and tax purposes 
• We will occasionally send you marketing information where we have assessed that it is beneficial to you as a customer and in your interests. Such information will be non-intrusive and is processed on the grounds of ‘Consent’ 
• To send you pertinent information in support of a product/service that you have a ‘Legitimate Interest’ in receiving

Your Rights 

You have the right to access any personal information that Helios IT processes about you and to request information about: 

• What personal data we hold about you 
• The purposes of the processing 
• The categories of personal data concerned 
• The recipients to whom the personal data has/will be disclosed 
• How long we intend to store your personal data for 
• If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use. At present we do not carry out any automated decision-making. 

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

Sharing and Disclosing Your Personal Information 

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. Helios IT use a number of third parties to provide the below services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.  We have a contract in place that requires them to keep your information secure and not to use it for their own purposes eg. Direct marketing. 

Our third-party service providers are:

• Flannigan Edmonds Bannon Accountants 
• Xero 
• Microsoft 
• AutoTask 
• British Telecom 
• Gradwell 
• Zen Internet 
• EE 
• The Email Laundry 
• Cisco 
• Webroot 
• SolarWinds 
• Mailchimp 

Safeguarding Measures 

Helios IT takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place. 

For example, all information submitted to our website is encrypted and protected with SSL encryption.

Once we have received your information it is secured within our systems on encrypted PCs/laptops and is accessed via both complex passwords and two-factor authentication thru an independent piece of hardware that provides a further layer of authentication via a 6 figure PIN number that changes every 30 seconds. 

Transferring your information outside of the EU 

Personal data in the European Union is protected by the General Data Protection Regulation (GDPR) but some other countries may not necessarily have the same high standard of protection for your personal data.  

A small number of our third-party service providers’ products or services (or parts of them)  may be hosted/stored in the USA which means that we may transfer any information which is submitted by you through the website outside the European Economic Area (“EEA”) for the following purposes: – 

• MailChimp for email marketing 
• AutoTask for IT support tools and databases 
• Cisco for web protection services 

Therefore, when you use our website or send us an email or sign-up to our newsletters, the personal information you submit may be stored on servers which are hosted in the USA. Where this is the case, we will take steps to ensure that those providers use the necessary level of protection for your information and abide by strict agreements and measures set out by Helios IT to protect your data and comply with the relevant data protection laws. 

Consequences of Not Providing Your Data  

You are not obligated to provide your personal information to Helios IT, however, as this information is required for us to provide you with: 

• Our services 
• Deliver your products 
• Or to keep you informed of service improvements/changes 

we will not be able to offer some/all our services without it.

Legitimate Interests  

As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.  

When you have bought a product or service from us we use the legitimate interests’ legal basis for sending you on-going product and service information. We have identified that our interests are keeping you up-to-date with all relevant updates so as to keep you secure,  increasing the benefits from being on the latest versions and potentially decreasing downtime.

How Long We Keep Your Data 

Helios IT only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. 

Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent. 

Marketing 

Occasionally, Helios IT would like to contact you with relevant IT products/services/promotions that we provide. If you consent to us using your contact details for this purpose, you have the right to modify or withdraw your consent at any time by using the opt-out/unsubscribe options or by contacting Helios IT directly. 

If you consent to us contacting you with the above-mentioned marketing and offers, we will ask you to tick to say how you would like to be contacted ie. 

Post ☐    Email ☐    Telephone ☐    Text Message (SMS) ☐  

Legitimate Interests 

Helios IT will occasionally send you IT products and services by email/text/post that have been identified as being beneficial to our customers and in your interests. Such information will be relevant to you as a customer and is non-intrusive and you will always have the option to opt-out/unsubscribe at any time. 

Lodging a Complaint 

Helios IT only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority, the Information Commissioner for Northern Ireland.  They may be contacted as follows: 

Information Commissioner’s Office 

3rd Floor 

14 Cromac Place 

Belfast 

BT7 2JB 

Tel: 028 9027 8757 

Email:ni@ico.org.uk 

Web:https://ico.org.uk/concerns/ 

Cookie Notice 

A ‘cookie’ is a small piece of data sent from a website and stored on the user’s computer by the user’s web browser while the user is browsing. When you visit a site that uses cookies for the first time, a cookie is downloaded onto your computer/mobile device so that the next time you visit that site, your device will remember useful information such as items added in the shopping cart, visited pages or logging in options. 

Cookies are widely used in order to make websites work, or to work more efficiently, and our site relies on cookies to optimise user experience and for features and services to function properly.  

Most web browsers allow some control to restrict or block cookies through the browser settings, however if you disable cookies you may find this affects your ability to use certain parts of our website or services. For more information about cookies visit https://www.aboutcookies.org. 

Changes to this Privacy Notice 

We keep our Privacy Notice under regular review.  This Privacy Notice was last updated on 21st May 2018.