Data Protection and Privacy Notice (GDPR)
Southwell Computer Centre understand that we have a responsibility to protect your personal data. The purpose of this notice is to outline what data we may collect, the reason we collect it, how it is used and your rights regarding the data.
How we obtain the data
As a customer and recipient of our IT support services, you or your company may provide us with essential information needed in order to provide the necessary support for your systems. This may be received via telephone, email and using the contact form on our website.
Very basic usage information is also collected from visitors to the website for statistical purposes.
What data we collect and hold
We may collect and hold any of the following data relating to our customers :-
Contact information (postal address, email, telephone)
Billing history such as invoices and statements
IP addresses (internal and external)
Credentials for logon to internal and external systems
License keys for software
Equipment Configuration backups
Photographs of hardware
Anonymous IP address and pages visited information is also collected from visitors to the website.
How the data is used
The purpose of holding the data is to allow us to fulfil our commitments to provide the agreed IT support services to you or your company. We will only hold the minimum data required to perform those services. Billing information is used and held in order to perform billing and account management. We will not share the data with any third party without your express consent or request. We do not sell or pass on your data for the purposes of marketing. The data is held in a secure manner within the EEA using encryption and password protection.
Data collected from the website is used purely for statistical purposes to help analyse traffic flows. This data is not shared with others and is not personally identifiable.
How long we keep the data
We will continue to hold the data while there is an on-going business relationship. In the event that a support contract is terminated and the relationship ended, we will delete all information except where legally obliged to retain it for a set number of years, such as accounting information.
Access to your data
In the course of providing our support services to you, we may from time to time have access to the files and information stored on your servers and devices, which is unavoidable. We will never copy, record or share the data from your storage unless there is a specific support requirement to do so and consent from the data-owner has been given.
Data Breach Procedures
In the unlikely event that data breach occurs, we will fulfil our legal obligations, inform the ICO if appropriate and those effected in a timely manner and investigate/remedy the cause of the breach immediately.
You may request the deletion of your data at any time (this may exclude data which we are legally obliged to hold). Please bear in mind that if you request this while we are still providing services to you or your company, then this may render us unable to provide those services.
You may also request to view and update the information we hold about you.
Requests for deletion, view or editing of information should be emailed to
A cookie is a small file, often including a unique identifier, that is sent to your device's browser from a web server and is stored on your device's hard drive.
They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Each website can send its own cookie to your browser if your browser's preferences allow it, but (to protect your privacy) your browser only permits a website to access the cookies it has already sent to you, not the cookies sent to you by other websites. Many websites do this whenever a user visits their website in order to track online traffic flows.
How to control and delete cookies
While considering these matters, please be aware that restricting cookies may impact the functionality of this website.
What cookies are used in this site?
__utma Google Analytics - Tracks number of user visits
__utmb Google Analytics - Tracks number of user arrival time on the site
__utmc Google Analytics - Tracks number of user exit time from the site
__utmz Google Analytics - Stores the Referrer address used to access the site
Necessary cookie by the content management system (CMS) of the website. Stores and identifies a user session. Lifespan: one year.
We use Google Analytics, a free web analytics service provided by Google, to help us understand how our visitors engage with our website. Google Analytics collects information anonymously and it reports website trends without identifying individual visitors. Analytics uses its own set of cookies to track visitor interactions. These cookies are used to collect information about how visitors use our site. This information is used in an aggregated format to compile reports (e.g. to show trends about the general use of our website) and to help us improve the site.
The anonymous information the cookies collect includes the number of visitors to the site, where visitors have come to the site from and the pages they visited. To disable this type of cookie, some browsers will indicate when a cookie is being sent and allow you to decline cookies on a case-by-case basis.
In addition to declining cookies, you can also install the Google Analytics Opt-out Add-on in your browser, which prevents Google Analytics from collecting information about your website visits.
This notice will be under regular review in line with GDPR guidance and may be subject to change. We will notify you if it changes.