1. Privacy Statement
1.1 The ONTO Group Ltd trading as The ONTO Group Ltd (“The ONTO Group Ltd”, “us”, “we”, and the “Firm”) respect your right to privacy. At The ONTO Group Ltd, we look after your personal information carefully. We adhere strictly to the requirements of UK data protection law and, in accordance with current law, we are registered on the public register of data controllers which is looked after by the Information Commissioner.
1.2 This Privacy Notice tells you who we are, how we collect, share and use information which identifies you (“personal data”) and how you can exercise your privacy rights. This Privacy Notices applies to personal information that we collect through our website at www.theontogroup.com/ (“Website”), but also to other personal information that you may provide to us when we provide you with our services.
1.3 Please do take a moment to read this Privacy notice. While dealing with us, we will ask you to provide us with detailed personal information relating to your existing circumstances, your financial situation and, in some cases, your health and family health history (“personal data”). This Privacy Notice is important as it allows us to explain to you what we will need to do with your personal data, and the various rights you have in relation to this personal data.
1.4 If you have any questions or concerns about our use of your personal information, then please contact us using the contact details provided at the bottom of this Privacy Notice.
2. What do we mean by “Personal Data”?
Personal Data means any information that describes or relates to your personal circumstances. Your Personal Data may identify you directly, for example your name, address, date or birth, National Insurance number. Your Personal Data may also identify you indirectly, for example, your employment situation, your physical and mental health history, or any other information that could be associated with your cultural or social identity.
3. How The ONTO Group Ltd will deal with your Personal Data
3.1. When we speak with you about support or data management requirements we do so on the basis that both parties are entering a contract for the supply of services.
To perform that contract, and to arrange the services you require, we have the right to use your Personal Data for the purposes detailed below:
- Processing of any tickets received to firstname.lastname@example.org
- Submission, pursuit, and resolution of tickets received.
- Regular contact with you to update you on tickets received and completed.
3.2 We have the right to use your Personal Data, provided it is in our legitimate business interest to do so and your rights are nota affected, either during initial discussions with you or when the contract between us has come to an end for whatever reason.
3.3 On occasion, we will use your Personal data for contractual responsibilities, or for wider compliance with any legal or regulatory obligation to which we might be subject. In such circumstances, we would be processing your Personal Data to meet a legal, compliance or other regulatory obligation to which we are subject to.
4. How does The ONTO Group Ltd collect your Personal Data?
We will collect and record your Personal Data from a variety of sources, but mainly directly from you. You will usually provide information during our initial contact or conversations with you to establish your needs and preferences in relation to our managed services. You will provide information to us verbally and in writing, including email.
6. What happens to your Personal Data when it is disclosed to us?
6.1 In the course of handling your Personal Data, we will:
- Record and store your Personal Data in our paper files, mobile devices, and on our computer systems (websites, email, hard drives, servers and cloud facilities). This information can only be accessed by employees and consultants within our Firm and only when it is necessary to provide our service to you and to perform any administration tasks associated with or incidental to that service
- Use your Personal Data for the purposes of responding to any queries you may have in relation to any manged services, or to inform you of any developments in relation to those services and/or polices of which we might become aware
7. How will The ONTO Group Ltd share your Personal Data?
7.1 From time to time Your Personal Data will be shared with:
- Third parties who we believe will be able to assist us with your enquiry or application, or who are able to support your needs as identified. These third parties will include but may not be limited to, our Compliance Advisers, and product specialists.
In each case, your Personal Data will only be shared for the purposes set out in this privacy notice, i.e. to progress your managed service enquiry and to provide you with our professional services.
7.2 Please note that this sharing of your Personal Data does not entitle such third parties to send you marketing or promotional messages. It is shared to ensure we can adequately fulfil our responsibilities to you, and as otherwise set out in this Privacy Notice.
7.3 We do not envisage that the performance by us of our service will involve your Personal Data being transferred outside of the European Economic Area.
8. Your Personal Data Security and Retention
8.1 Your privacy is important to us and we will keep your Personal Data secure in accordance with our legal responsibilities. We will take reasonable steps to safeguard your Personal Data against it being accessed unlawfully or maliciously by a third party.
8.2 We also expect you to take reasonable steps to safeguard your own privacy when transferring information to us, such as not sending confidential information over unprotected email, ensuring email attachments are password protected or encrypted.
8.3 Your Personal Data will be retained by us either electronically or in paper format for a minimum of six years, or in instances whereby we have legal right to such information we will retain records indefinitely.
9. Your rights in relation to your Personal Data
9.1 You can:
- request copies of your Personal Data that is under our control
- ask us to further explain how we use your Personal Data
- ask us to correct, delete or require us to restrict or stop using your Personal Data (details as to the extent to which we can do this will be provided at the time of any such request)
- ask us to send an electronic copy of your Personal Data to another organisation should you wish
- change the basis of any consent you may have provided to enable us to market to you in the future (including withdrawing any consent in its entirety)
10. How to Contact Us
10.1 If you have any questions or comments about this Privacy Notice or wish to make contact to exercise any of your rights set out within please contact:
18-20 The Village
10.2 If we feel we have a legal right not to deal with your request, or to action it in different way to how you have requested, we will inform you of this at the time.
10.3 You should also contact us as soon as possible on you becoming aware of any unauthorised disclosure of your Personal Data, so that we may investigate and fulfil our own regulatory obligations.
10.4 If you have any concerns or complaints as to how we have handled your Personal Data you may lodge a complaint with the UK’s data protection regulator, the ICO, who can be contacted through their website at https://ico.org.uk/global/contact-us/ or by writing to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
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Hopefully that has clarified things for you and as was previously mentioned if there is something that you aren’t sure whether you need or not it’s usually safer to leave cookies enabled in case it does interact with one of the features you use on our site. However if you are still looking for more information than you can contact us through one of our preferred contact methods.
The ONTO Group Ltd will treat any and all information received confidentially and will only use that information to allow us to deal with your enquiry, with the exception of where the law requires us to disclose it, or where it is necessary to disclose the information to comply with a regulatory or legal process.
If you wish to see the information we hold on you, you are within your rights to make a request.
The ONTO Group Ltd cannot guarantee that any emails sent to us by you will be received safely. We do not guarantee that emails sent by us to you will be secure.
The ONTO Group Ltd are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.