Last Updated June 2023
Purpose of this privacy notice
This privacy notice aims to give you information on how HybrIT collects and processes your personal data through your use of its website (regardless of where you visit it from), the exercise of our contractual functions or when you exercise certain rights under legislation.
The HybrIT website is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
Controller and Processor
HybrIT is an independently owned IT Managed Services Provider who provides services and functions to its customers as requested. It delivers quality services including consultancy, managed services and hosting services. HybrIT is classed as a “Controller” for the purposes of data it collects for its own purposes.
For the purpose of handling data which may be supplied by you about your customers HybrIT will be considered to be a “Processor” and will process data in accordance with GDPR SCC’s, your wishes and instructions.
In general, HybrIT will never access data provided unless it is essential to do so to fulfil the contractual obligations agreed.
HybrIT is governed by UK law and as such is subject to the UK General Data Protection Regulations 2021 (UK GDPR) and the Data Protection Act 2018 (DPA) as well as other relevant legislation of England.
HybrIT is ISO27001 (Information Security Management) certified by Citation certificate number 296242018
If you have any questions about this privacy notice, please email Hello@HybrIT.co.uk .
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please email your account manager, contact or Hello@HybrIT.co.uk in the first instance.
The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
Identity Data includes first name, last name, username or similar identifier, title.
Contact Data includes email, postal address and telephone numbers.
Recruitment Data includes items of personal information such as your name, date of birth, address, qualifications, references and potentially special categories of data such as occupation health data (if provided) and disclosure and barring service self-declaration form details.
Other personal data which does not fall within any of these categories (such as employment status and contract type, criminal convictions and offences or bank details) is held to fulfil our recruitment function. This includes information and correspondence related to recruitment and appraisal, performance and development information for those who have either applied for roles that we advertise, have expressed an interest in applying for these roles or who have been appointed. During investigations we carry out under our functions we may process other personal data from staff HR training records.
How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
Where we need to perform the contract we are about to enter into or have entered into with you.
Where the processing is in our legitimate interest and not overridden by your rights.
Where we have your consent.
Where we need to comply with a legal or regulatory obligation for the purposes of recruitment and selection and where it is necessary to enter into a contract with you.
Your duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes (for example your email address) during your relationship with us.
The HybrIT website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Cookies are small information files that are placed on your device. When we provide services, we want to make them easy, useful and reliable. Cookies help us to do this. The cookies we use identify you only as a number and cannot be used to identify you personally.
Measure how many people are using our website, so we can make it easier and faster to use.
Analyse data, anonymously, to help us understand how people interact with our website.
The only cookies used on our website are for anonymous analysis of your visit to the site using the Google Analytics service and a cross-site request forgery respectively. These are third party cookies and are not tracked across multiple sites.
If you wish to restrict or block the cookies which are set by our websites, or any other website, you can do this through your browser settings. The ‘help’ function within your browser should tell you how. Alternatively, you may wish to visit the About Cookies website, which contains comprehensive information on how to do this on a wide variety of browsers. You will also find details on how to delete cookies from your machine as well as more general information about cookies.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us at Hello@hybrit.co.uk.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so or obtain your consent.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required by law.
Disclosures of your personal data
We will not sell your data and we will use it only for the purposes outlined. If required by UK law, for example, high court order, commission of criminal offence we will release the minimum information that has been requested or is required; if appropriate we will inform you prior to releasing any information that you have provided to us unless this is not permitted by UK law.
When we contract with third parties we provide them with personal information to enable them to carry out work for us, we ensure that they are supplied with only the appropriate amount of personal information, that it is used only in accordance with our instructions, and that there are suitable security arrangements in place.
HybrIT Services is committed to ensuring the security and protection of all personal and sensitive information entrusted to us by our clients, partners, and users. This Data Security Statement outlines our commitment to data security and the measures we have implemented to safeguard the confidentiality, integrity, and availability of data within our organisation. As a technology managed services provider, we adhere to industry standards and comply with relevant legislation to ensure the protection of data. Our information security management system is certified to ISO 27001, an internationally recognised standard for information security management. This certification demonstrates our commitment to implementing and maintaining a robust and effective information security framework.
To protect data, we have implemented a range of technical controls in accordance with the ISO 27001 standard. These controls include, but are not limited to:
We enforce strict access controls to ensure that only authorized individuals can access sensitive data. This includes the use of strong authentication mechanisms, role-based access controls, and regular access reviews to prevent unauthorised access.
We utilise industry-standard encryption algorithms and protocols to protect data both in transit and at rest. This ensures that data remains confidential and cannot be accessed or intercepted by unauthorised parties.
We employ advanced network security measures, such as firewalls, intrusion detection and prevention systems, and network segmentation, to protect against unauthorised access, network attacks, and other potential security threats.
In the event of a security incident or data breach, we have established an incident response plan to promptly identify and address any breaches. This includes conducting thorough investigations, notifying affected parties, and taking appropriate remedial actions to prevent future occurrences.
Ongoing Monitoring and Review:
We are committed to continuously monitoring and reviewing our data security measures to ensure their effectiveness and compliance with applicable standards and regulations. This includes conducting regular internal and external audits, vulnerability assessments, and penetration testing to identify and address any potential weaknesses or vulnerabilities.
Employee Training and Awareness:
We recognise that data security is a shared responsibility, and we provide comprehensive training and awareness programs to our employees. This ensures that they are knowledgeable about data protection policies, procedures, and best practices, enabling them to handle data securely and maintain the highest level of confidentiality.
Third-Party Service Providers:
When engaging third-party service providers, we ensure that they adhere to industry best practices and comply with applicable data protection regulations. We carefully select our partners and require them to maintain robust security controls and protect data in accordance with our standards.
By adhering to industry standards, such as ISO 27001, and implementing stringent technical controls, we strive to maintain the highest level of data security for our clients, partners, and users. We are dedicated to continuously improving our data security practices and remaining vigilant against emerging threats to safeguard the information entrusted to us.
If you have any questions or concerns regarding our data security practices, please contact us at firstname.lastname@example.org
How long will you use my personal data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements have been considered.
In some circumstances you can ask us to delete your data: see 'request erasure' below for further information.
Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data.
Request access to your personal data (commonly known as a subject access request). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data 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 data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
If you wish to exercise any of the rights set out above, please contact us on Hello@hybrit.co.uk
Withdraw consent at any time
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you for which you may remain financially liable. We will advise you if this is the case at the time you withdraw your consent.
You will be guided as to what your consent withdrawal means should you wish to change your participation/withdraw consent.
If you wish to exercise this right set out above, please contact us on Hello@HybrIT.co.uk
Please note that we don’t require you (whether under statute or contract) to provide personal data and we do not make use of automated decision making in relation to personal data. If this changes, we shall let you know.
Monitoring of Communications
Communications with HybrIT may be recorded and monitored for training and quality purposes. Recordings / Data will only be shared outside of HybrIT with consent or if we are legally obliged to do so and will be automatically deleted after 90 days.
Will this privacy notice be updated?
We may update this Privacy Notice from time to time in response to changing legal, technical or business developments. When we update our Privacy Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make. We will obtain your consent to any material Privacy Notice changes if and where this is required by applicable data protection laws.
You can see when this Privacy Notice was last updated by checking the “last updated” date displayed at the top of this Privacy Notice.
Purposes for which we will use your personal data
We have set out below a description of all the ways we plan to use your personal data, and the legal basis we rely on to do so.