Privacy Statement

We will automatically collect information about you as you use our computing and communication facilities.

For web-based systems, we will automatically log your Internet Protocol (IP) address, browser details, operating system, referral source, geolocation, date, time and the resources you access, amongst other usage statistics. We use this information to improve the navigation, layout and content of these facilities, as well as the services we offer you. The sources of this information are the servers under our control.

We also automatically log the calls to and from our telephone, SMS text, various chat and facsimile systems. We record Calling Line Identification (CLI) data sent by our telephony providers during each incoming call or transmission. We may record the date, time and duration of any call utilising our telephony systems as well as the telephone numbers of the parties involved and how the call was handled. We may do likewise for SMS, chat and fax transmissions. We use this information to improve our efficiency and effectiveness in dealing with calls and transmissions. The sources of this information are our telephony systems and service providers.

We also log the date, time, subject, sender and recipient details of every email and electronic message we handle as well as the IP address of those machines that our systems communicate with, together with other technical data. Other Internet based systems (such as video-conferencing and voice systems, chat services and newsgroups) also collect similar data. The sources of this information are the systems under our control.

We also automatically log any use of our computing systems (including computers, routers, switches, firewalls and wireless access points) however and wherever they are accessed, which may capture personal identifiable information. We record when people log in or out of our computing systems and track the facilities they access. We record date, time, IP and Media Access Control (MAC) addresses (as applicable) as well as other technical data relating to system use. The sources of this information are the computing facilities under our control.

We may also automatically log your use of any building access codes we may issue you with and track your use of them to enter and exit our facilities. Where we collect this information, we use it for health and safety purposes, and to secure our premises. The sources of this information are the building access control systems at our facilities. We may process any of the data that we collect for the purpose of analysing the use of our computing and communications facilities, business administration, system maintenance and troubleshooting, making backups, ensuring the security of our facilities and preventing fraud.

The legal basis for this processing is our legitimate interest in monitoring, securing, protecting and improving our computing and communication facilities, and our buildings.

We may automatically collect telemetry data from devices under our control (including those belonging to clients), which may include such details as recent login and usage activity by users identified by their credentials, system configuration details, login session times and duration.

We may automatically collect usage data when an agent working for us, or on our behalf, gains access to a remote device in order to take control of it for purposes such as technical support or routine maintenance. These details typically include the agent’s user name as well as the date, time and duration of their access session, and the public and/or private network IP addresses of any devices involved in making the connection. We may also collect basic telemetry data during each access session such as the name and configuration details of the devices involved. We may keep a record of any data accessed, files transferred and amendments made to the remote device. We may record video and take screenshots of the content being displayed on the remote device’s screen, which may include personal identifiable information. We may also have access to the device’s microphone, speakers and webcam.

We may process or share this data for the purpose of providing our services to clients, analysing the use of our systems, protecting client interests, detecting security breaches and other criminal activity both in our systems and those of our clients, forensic examination of security incidents and detecting impending system issues in order to take preventative or corrective action.

The legal basis for this processing is our contractual obligations in providing our solutions to our clients and our legitimate interest in monitoring, securing, protecting and improving our own computing and communication facilities as well as our business processes.

We may record chats, telephone conversations and audio or video teleconference sessions when we receive or make calls. We will always warn the parties before we start to record audio or video. We will not make any audio or video recording if the parties do not all agree to a recording being made. Chat transcripts are automatically recorded. We make these recordings so we have a record of the conversation that took place.

We may process this data for the purpose of analysing how we handle calls, training our staff, providing transcriptions, analysing call sentiment, compiling minutes of meetings, maintaining backups of this data, ensuring the security of our facilities, evidencing discussions and preventing fraud.

The legal bases for this processing is our legitimate interest in the proper administration of our business, improving our business processes and preventing fraud.

You may be invited to, or take part in, an online meeting or teleconference that is hosted by us, typically using a third party service provider's platform (such as Microsoft Teams PowWowNow or Zoom).

We collect personal information when you participate in such calls using these teleconference platforms. Your basic contact details are typically passed to us automatically when you join a call.

Several of these platforms offer a chat facility, screen and document sharing capabilities. We may retain any information exchanged after the meeting has concluded. We won't record either audio or video without the consent of all participants. You may also provide details about yourself in the chat or any documents or screens you share. You should be aware that all call participants typically have access to this information.

The legal bases for this processing is our legitimate interest in the proper administration of our business (using any communication service); or a contract or pre-contractual negotiations. You can withdraw your consent at anytime. If you object to our processing your data for promotional purposes then we will immediately cease.

You may provide us with your personal data when you become a Member of the Company or are appointed as a director or officeholder. This personal data may include your name, postal and email addresses, telephone and facsimile numbers, other electronic addresses, gender, style of address, date of birth, marital or civil partnership status and bank details. We may also provide you with login credentials and other identifiers for use in connection with some of our systems.

We may process this data for the purpose of the proper administration of our business and in communicating with you as well as maintaining backups.

The legal bases for this processing is our contract with you as a member, director or officeholder, our legal obligations under legislation such as the Companies Act 2006 and our legitimate interest in properly managing the business.

You may provide us with your personal data in connection with your application and/or employment with us as an employee or worker. This personal data may include your name, postal and email addresses, telephone and facsimile numbers, other electronic addresses, gender, style of address, date of birth, marital or civil partnership status, bank details, passport and driving licence numbers, health, professional membership or registration details, information relating to other employers, education and career history as well as conduct, payment and tax details (including national insurance number). It may also include details of criminal convictions or offences, which we will handle with greater protection than standard personal data. We may also provide you with login credentials and other identifiers for use in connection with some of our systems.

We may process this data for the purpose of assessing your suitability for any vacancy, the proper administration of our business (such as for payroll and pension purposes) and in communicating with you as well as maintaining backups.

The legal bases for this processing is our contract with you as an employee or worker and our legitimate interest in acting as an employer as well as our legal obligations as an employer.

You may provide us with your personal data in connection with your application and/or employment with us as an employee or worker. This personal data may include your name, postal and email addresses, telephone and facsimile numbers, other electronic addresses, gender, style of address, date of birth, marital or civil partnership status, bank details, passport and driving licence numbers, health, professional membership or registration details, information relating to other employers, education and career history as well as conduct, payment and tax details (including national insurance number). It may also include details of criminal convictions or offences, which we will handle with greater protection than standard personal data. We may also provide you with login credentials and other identifiers for use in connection with some of our systems.

We may process this data for the purpose of assessing your suitability for any vacancy, the proper administration of our business (such as for payroll and pension purposes) and in communicating with you as well as maintaining backups.

The legal bases for this processing is our contract with you as an employee or worker and our legitimate interest in acting as an employer as well as our legal obligations as an employer.

You or your employer may provide us with your personal data in connection with an application and/or engagement to work on our behalf either directly as a self-employed contractor yourself or as a contractor’s or subcontractor’s employee or worker. This personal data may include your name, postal and email addresses, telephone and facsimile numbers, other electronic addresses, gender, style of address, date of birth, marital or civil partnership status, bank details, VAT number, health, professional membership or registration details, education and career history as well as conduct and payment details. It may also include any identifiers relating to your employment with our contractor. It may also include details of criminal convictions or offences, which we will handle with greater protection than standard personal data. We may also provide you with login credentials and other identifiers for use in connection with some of our systems.

We may process this data for assessing your suitability or that of your employer for any vacancy, the purpose of the proper administration of our business (such as processing your time sheets and making payments to you) and in communicating with you as well as maintaining backups.

The legal basis for this processing is our legal obligations as a business in recording such things as financial transactions between us and our legitimate interest in consuming the services that you or your organisation offer.

Your personal data may be supplied to us by someone seeking a reference or citing you as next of kin. It may also be given to us by an employee or worker who is your spouse or civil partner in connection with family matters such as parental leave or because you are dependent on them.

This personal data may include your name, postal and email addresses, telephone and facsimile numbers, other electronic addresses and your style of address. In some instances (such as parental leave), it may include your employer’s details, national insurance number and date of birth.

We will only process your data in connection with obtaining the requested reference or where you are the next of kin, spouse, civil partner or dependant and it is reasonable and appropriate.

The legal basis for this processing is our legitimate interest in seeking references for those looking to work with us and looking after the welfare of those who work for us as well as our legal obligations as an employer.

You may provide us with your personal data in connection with equal opportunity monitoring.

This information will be considered strictly confidential and will be anonymised wherever possible.

We will only process this data for the purpose of monitoring the equal opportunities offered by our business as well as maintaining backups of that data.

The legal basis for this processing is your consent to process special categories of personal data about you under GDPR Article 9.2(a). You may withdraw your consent at any time.

You may provide us with your personal data for marketing purposes because you are interested in our business and the solutions we provide.

We may invite you to sign up to our online facilities and ask you to supply contact and profile details about you and your organisation at various times. For instance, we might ask you for your name, job title, or contact details when you browse one of our web sites. We might also ask you for demographic details, your preferences and interests as well as data relevant to client surveys and/or offers when you are speaking to us. We will seek your express consent to market our solutions to you when you provide your details.

You may also provide us with your personal data when you are buying or negotiating to buy a solution from us. We will take this as implicit consent (as allowed by law) to market the same or similar solutions to you over the next two years.

We may obtain personal data about you from various publicly available sources for the purpose of sending you marketing communications by post when we believe these will be of interest to your organisation (which you can ask us to stop sending at any time). We will typically be introducing our business to your organisation and seeking your consent to market our services to you using other channels that you may subsequently provide.

This personal data will usually include your name, job title, organisation, postal address and your style of address.

We may subsequently process this data for the purpose of sending you marketing communications (such as emails, newsletters and text messages) as well as making telephone calls using the communication channels and preferences you indicated were acceptable or used. We may also process this data to provide you with access to protected resources on our computer systems (including web sites and services).

These details may include your name, login credentials for our online services, job title, organisation, postal and email addresses, telephone and facsimile numbers, other electronic addresses, gender, style of address, date of birth, marital or civil partnership status, preferences, interests, education and employment details. This information may be securely accessible by you via some of our web sites or services.

Our systems may automatically record the date and time you first registered to use any online service as well as subsequent use. They may also collect details about the IP address and browser you are using each time.

We may process this data for the purposes of direct marketing and in generally communicating with you according to your preferences. We may also process this data for the purpose of operating our computer systems, running our online services, maintaining backups, ensuring the security of our systems and preventing fraud.

The legal bases for this processing is your consent; our legitimate interest to promote, protect and run our business; and our contract or our pre-sale negotiations with you. You may withdraw your consent at any time. If you object to our processing your data for promotional purposes then we will immediately cease.

Electronic Marketing

Our electronic marketing (emarketing) is permission based. If you receive an electronic marketing message from us then our records indicate that (a) you have expressly shared your address for the purpose of receiving information in the future (ie: you have “opted-in”); (b) you are a corporate body whose address we have is generic and clearly not that of an individual or office holder; or (c) you have previously bought or negotiated to buy the same or a similar solution to the one being marketed in the communication. We respect your time and attention by controlling the frequency of our mailings and calls. We also do not use any form of web beacon in our marketing messages. Electronic marketing includes any form of marketing using electronic communication such as email, fax or SMS text.

If you believe you have received an unwanted, unsolicited electronic message from us then please contact us. If the message was received by email then please forward a copy of that email with your comments to office@rrs.co.uk for review.

You may provide us with your personal data in an enquiry you make about us or our solutions.

For instance, you might complete an enquiry form on our web site or leave a message on our voicemail system. This personal data typically includes your name and contact details appropriate to the medium you are using.

We may process this data for the purpose of sending you further information about ourselves or offering, marketing and selling relevant solutions to you as well as maintaining backups and otherwise communicating with you. These communications may include sending you by post our annual calendar and greetings cards.

The legal basis for this processing is our legitimate interest in responding to your enquiry (using any communication service) and its promotion to you (using only postal services). If you subsequently object to our processing your data for promotional purposes then we will immediately cease.

You may book or attend an event that we organise.

We typically receive bookings directly from attendees through our web sites, by telephone or email. We sometimes receive bookings from third party web sites or co-organisers where we are collaborating on an event.

We may record some events wholly or in part for subsequent use. We may also broadcast some events live. We will advise you when you book that the event may be recorded. If you decide to attend then you may appear in audio and video recordings or event photography. If we are charging for the event then we will process personal data captured as video, audio or photography as being processed under contract; otherwise we will rely on our legitimate interest to record the event given the prior notice issued to attendees.

Please advise us if you nonetheless would prefer not to be photographed as we will try to respect your wishes. This may be more difficult with audio and video recording. Where we are aware that some attendees would prefer to not be recorded, we ask them not to actively participate, except in segments where we stop recording. For instance, we sometimes have a 'Chatham House' rules debate that is not recorded after a speaker has delivered a recorded presentation.

The legal basis for this processing is your consent, the contract or pre-contractual negotiations relating to the event and our legitimate interest to run events. You may withdraw your consent at any time. If you object to our processing of your data for promotional purposes then we will cease immediately.

You may be involved in a public relations activity that we organise such as when we present a charitable donation or an academic prize. You may be a recipient or a representative of an organisation (such as a university or community group) involved in the activity.

We are likely to capture personal data about you whatever your involvement. This data is likely to be limited to your name and the nature of your involvement. We may also capture basic contact details such as an email address or phone number. You may also be photographed or recorded in video or audio.

We usually process your personal data in this regard to promote and keep records of the activity. We may advertise the activity in our marketing material or through public media releases. We may also periodically keep in touch but we will not use your data for marketing without your explicit consent.

You or another may provide us with your personal data in any communication that we receive.

These communications typically include conversations (in person or over electronic media such as a telephony service), letters, emails, texts, social media, other messaging services, business cards, facsimile and voicemail messages. This data may include not only the actual content but also any metadata associated with it (such as its source and delivery method, address, date and time).

We may process this data for the purpose of subsequently communicating with you as part of our day-to-day business activities and for record keeping as well as maintaining backups. We may also send you occasional direct postal marketing unless you object to this.

The legal basis for this processing is our legitimate interest in the proper administration of our business (using any communication service) and promoting it to you (using only postal services). If you object to our processing your data for promotional purposes then we will immediately cease.

You may provide some personal data to us when you or your organisation enter into transactions with us whether personally or through our communication facilities. This data will include your contact details as well as potentially payment method and financial details. We may process this data for the purpose of ordering or fulfilling the purchase of any goods or services as well as for proper record keeping, maintaining backups, ensuring the security of our facilities, preventing fraud and communicating with you.

The legal basis for this processing is to perform a contract or in taking steps to enter into such a contract as well as our legitimate interests in administering our business properly.

We may process any of your personal data that we acquire to establish, exercise or defend legal claims whether made in court proceedings or otherwise.

The legal basis for this processing is our legitimate interest in protecting and asserting our, your or a third party’s legal rights.

We may obtain your personal data in recording a health and safety incident. You may have been involved directly or acted as a witness. The details we obtain would typically be basic contact details and any personal details provided in narrative around the incident.

The legal basis for this processing is our obligation under law to maintain proper health and safety records. We may also process your personal data on the basis of vital interests.

You or your organisation may provide us with your personal data in connection with the delivery of our professional services. This personal data may include your name, job title, organisation, credentials for systems you use, any personal identifiers used by you in the course of your work (such as an employee number), postal and email addresses, telephone and facsimile numbers, other electronic addresses, out-of-hours contact details and preferences, gender, date of birth, style of address, marital or civil partnership status and your role within your organisation. It may also include information about your training and education. If you are an unincorporated client then these details might include your VAT number and bank details. We may also provide you with login credentials and other identifiers in connection with some of our systems such as our service desk.

We may process this data for the purpose of operating our facilities, delivering our solutions, providing our professional services, keeping notes about the work we have conducted that in some way involved you, maintaining backups, ensuring the security of our facilities, preventing fraud and communicating with you.

The legal bases for this processing is our contract to deliver our professional services to your or your organisation and our legitimate interest in providing our solutions to you or your organisation.

We may obtain your personal data when we procure goods or services for ourselves or a client. We may record your basic contact details when purchasing items if you are involved in the transaction (typically as a sales representative or customer service agent). Your details may be captured in our relationship management and accounting systems and may be disclosed to our client when we procure items for them.

The legal bases for this processing is to enter into or perform a contract and our legitimate interests in administering our business properly.

We may obtain your personal data because you or your employer are providing services to us or a client. You will typically be working as a technical support specialist or service agent in this situation.

The personal data is likely to include your business contact details such as your name, business email address and telephone number.

We typically store these details in our service desk systems to record and track incidents and problems. We may use the details if we need to contact you or in discussing the matter with your colleagues or other third parties connected in some way with the issue.

The legal bases for this processing is the contract for services between us or the contract we have with our client, who has contracted with you or your employer for these services, as well as our legitimate interests in administering our business properly and fulfilling client instructions.

You may provide personal information when you post material on any of our web sites or online services. Your personal data may be in the text, video, audio or photographic content.

We may process this data for the purpose of enabling its publication, promoting our business and in administering, operating and maintaining our web site and online services as well as maintaining backups, ensuring the security of our facilities and communicating with you.

The legal basis for this processing is our legitimate interests in administering, promoting and protecting our business and providing services to those who use our web sites and online services.

We or others may take photographs, record audio and video of you at our events and in public places.

We may commission photography, recording or filming for use in internal or external promotional material or for archive purposes. These commissions may be general in nature or cover specific events, such as networking, receptions, lunches, dinners, public relation activities, training events and prize giving ceremonies that we organise or that we are invited to. They may take place in public or private spaces. We may also be commissioned to photograph, record or film activities by our clients.

Data protection legislation considers photography, audio and video of identifiable individuals as personal data. However, it is not always simple to decide whether such content contains personal data as it depends on whether an individual can be identified. Clearly, there is a difference between a portrait and a stadium crowd. The more people in the photograph, audio or video recording segment the less likely individuals will be identifiable and the less likely that data protection legislation will apply.

Staff, associates, client personnel and members of the public may appear in photography, audio and video recordings.

We may use resulting photography, audio and video in a variety of online and offline media, including print, web and social media. It is possible for people to share posts from social media or save images from our web sites and social media accounts and re-use them.

The legal basis for this processing will usually be our legitimate interest in promoting our business, protecting our assets and preventing crime as well as in fulfilling client instructions. However, the legal basis may be contract if we are working for a client or you have agreed to be a subject in these images for whatever purpose was agreed.

You may provide us with some very basic details (typically name and organisation) when visiting any of our premises.

We may process this data for the purpose of ensuring your security and that of our premises and those working there while you are our guest. For instance, we will want to account for all those in any building that we have to evacuate in the event of an emergency.

We may also process your data to protect your vital interests or those of another. We may also be obliged by law to share your data with the police in assisting them, local government and public health authorities.

The legal bases for this processing is our legitimate interest in keeping you and our assets safe as well as those of others, protecting the vital interests of you or others and in fulfilling our legal obligations.

You may be filmed by any closed circuit television (CCTV) systems that we may use at of our facilities. We will prominently display notices at those facilities where we use CCTV.

We may process this data for the purpose of ensuring the security of our facilities, preventing crime and maintaining backups of this data. The source of this personal data will be the CCTV systems under our control.

We may share our CCTV footage with the police, emergency services or other third parties in pursuit of these purposes.

The legal bases for this processing is our legitimate interest in monitoring, securing and protecting our assets and preventing crime; protecting the vital interests of individuals and fulfilling our legal obligations.

We will collect personal data about you as you use our web sites and online services.

For instance, you may request literature or enhanced access to our online digital content, which will require using your data to set you up with an online digital account. We may also need to set up accounts so you access our service desk and various portals.

We may automatically collect usage data when you visit any of our web sites or use our web services, which may include your Internet Protocol (IP) address, browser details, operating system, referral source, geolocation, date, time and the resources you access, the length of your visit, how you navigated the web site as well as details about your visiting frequency and usage pattern.

We will process this data for the purpose of analysing the use of our web sites and services, the proper administration of our business and in communicating with you as well as maintaining backups.

The legal bases for this processing is your consent and, in some cases, performing a contract where you have an account on one of our web sites or to use our online services. You may withdraw your consent at any time.

You have the right to be told by us whether we are processing your personal data. If we are processing your personal data, you have the right to access that data along with additional information that includes the purposes of the processing; the categories of the personal data concerned and the recipients or categories of recipients to whom the personal data has or will be disclosed.

We will provide you with a copy of your personal data provided that the rights and freedoms of others are not affected within one calendar month of your request, unless we need longer due to the complexity of the request, in which case we will advise you accordingly within one month and satisfy the request with three months.

The first copy will be provided without any charge but additional copies may be subject to a reasonable fee.

Where you make the request by electronic means and do not request otherwise, we will provide the information in a commonly used electronic form.

You have the right to restrict the processing of your personal data in certain circumstances. This includes situations where you contest the accuracy of your personal data; processing is unlawful but you oppose erasure; we no longer require your personal data but you require it to exercise or defend legal claims; and you have objected to processing pending verification of whose interests should prevail in that objection.

Where you successfully exercise this right, we may continue to store your personal data. We will only then process it with your consent; in establishing, exercising or defending legal claims; in protecting the rights of another natural or legal person; or for reasons of public interest.

You have the right to the erasure of your personal data without undue delay in certain circumstances, which include when the personal data is no longer necessary in relation to the purpose for which it was collected or otherwise processed; you withdraw consent to consent-based processing where there is no other legal basis for processing; the processing is for direct marketing purposes; and the personal data has been processed unlawfully.

However, there are some exclusions to this right, including where the processing is necessary in order to exercise the right to freedom of expression and information; for compliance with legal obligations or in order to exercise or defend legal claims.

You have the right to restrict the processing of your personal data in certain circumstances. This includes situations where you contest the accuracy of your personal data; processing is unlawful but you oppose erasure; we no longer require your personal data but you require it to exercise or defend legal claims; and you have objected to processing pending verification of whose interests should prevail in that objection.

Where you successfully exercise this right, we may continue to store your personal data. We will only then process it with your consent; in establishing, exercising or defending legal claims; in protecting the rights of another natural or legal person; or for reasons of public interest.

You have the right to object to the processing of your personal data on grounds relating to your own particular situation.

We will not process your personal data in the event you object, unless we can demonstrate compelling legitimate grounds for processing that override your interests, rights and freedoms or the processing is to establish, exercise or defend legal claims. You have the right to object to the processing of your personal data for direct marketing purposes, including any profiling that relates to direct marketing.

We will cease processing your personal data for direct marketing if you object. You also have the right to object to our processing of your personal data for scientific or historical research or statistical purposes, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

You have the right to receive your personal data in a structured, commonly used and machine-readable format to the extent that our processing of your personal data is based on consent or a contract and the processing is carried out by automated means. You have the right to transmit your personal data to another controller without hindrance from us to the same extent.

Furthermore, in exercising this right, you have the additional right that your personal data be directly transmitted to another data controller where this is technically feasible.

However, the exercise of any right is subject to not adversely affecting the rights and freedoms of others.

You have the right to complain about our processing of your personal data, if you believe it infringes data protection legislation, to a supervisory authority responsible for data protection in the EU state in which you habitually reside, work or where the alleged infringement occurred.

You have the right to withdraw your consent at any time to any processing that we conduct where the legitimate basis is consent, although the withdrawal of such consent will not affect the lawfulness of any processing executed before the right was exercised.