PRIVACY POLICY

Who are we and how can you contact us?

4 Data Solutions Limited (‘4Data Solutions’) is a UK-based technology reseller and professional services business that offers highly experienced Big Data experts who have years of international experience designing, building, customising and supporting all sizes of data platform for Security, Compliance, Business Analytics, IoT, and IT Operations and Service Management.

4Data Solutions controls personal data about our business contacts and their representatives.

4Data Solutions is registered in England and Wales under registration number 12401967. Our registered office and principal place of business are at 29-31 Brewery Rd, London N7 9QH.

Our ICO registration number is ZB026529.

You can contact us about issues relating to personal data, including the contents of this notice, by any of the following methods:

Post: 29-31 Brewery Rd, London N7 9QH

Email: privacy@4datasolutions.com

Telephone: +44 330 128 9180

Necessary for the performance of a contract with the relevant individual, or to take steps for entering into a contract

If you enquire about or sign up for one of our services, it will often be necessary for us to use your details so that we can provide that service. This includes facilitating your attendance at one of our events or webinars or facilitating access to one of our online courses.

Necessary to comply with a legal obligation

Regulators, government bodies and courts have powers to order us to provide information and, like any other organisation; we sometimes have to comply with their requests.

What do we use personal data for?

This section explains the purposes for which we use personal data about our business contacts and their representatives. More detail about the types of personal data that we might use for these purposes can be found in section 4 below.

Marketing

We use personal data for marketing purposes, typically to current or potential clients and their representatives. This includes providing you with original insight, commentary and research on professional services for big data, data platforms, early notifications of exclusive events, webinars and promoting our products and services. We will not make contact with you for marketing purposes through any channel (such as email, telephone or post) if you have told us that you don’t want to hear from us in that way. Please note that if you ask us not to contact you for marketing purposes, you might still hear from us for other reasons – for example, as part of our ordinary relationship management activity.

Relationship management

We use personal data for relationship management purposes. Relationship management is the ongoing maintenance of our relationship with our vendors, clients, suppliers and their representatives. This could include activities such as letting you know about service changes, planned maintenance activity, contacting you with billing enquiries, inviting you to events and webinars, dealing with your enquiries, or asking you about what sorts of services you want us to develop.

Providing services

We use your personal data to provide you with information and services that you have asked for. For example, we will use your contact details to keep you informed of progress if you commission a project. If you sign up for one of our events or webinars we might use your contact details to let you know how to access it.

Monitoring and improving our website

We use information such as how different people navigate around our website, how long they spend on particular pages, whether they download any of our content (including service information, agreements, white papers and so on) to help improve the user experience of our website. It also allows us to tailor the website to match your interests and preferences better and helps us understand who has visited which pages to determine the most popular areas of the website. This information is also used for security and system administration and to generate aggregate non-personalised information for use by us.

Legal and regulatory purposes

We may use your personal data for legal and regulatory purposes. For example, this might include responding to complaints or enquiries from you or a regulator about how we have used your personal data.

What are our legal grounds for handling personal data?

The United Kingdom’s data protection law allows the use of personal data where the benefits (or ‘legitimate interests’) of doing so outweigh the possible negative implications for the relevant individuals. If you object to us using these grounds you can do so at any time as explained in section 9.

The benefits that are being pursued are:

Marketing

We have an interest in promoting our services to our clients and potential clients by email, telephone and post.

4Data Solutions is a UK-based technology reseller and professional services business that offers highly experienced Big Data experts who have years of international experience designing, building, customising and supporting all sizes of data platform for Security, Compliance, Business Analytics, IoT, and IT Operations and Service Management. 4Data Solutions needs to market its services to existing clients and potential clients to grow and generate profits. Generating profits enables 4Data Solutions to contribute to the economy by paying taxes in the countries in which it operates, pay its staff and reward them for the great work they do and reward its investors for having the confidence to invest.

To achieve these aims 4Data Solutions has a legitimate interest to process personal data to identify clients and potential clients, who are in job roles that are likely to use our products and services and market to them, either by phone, email or post. To establish Legitimate Interest as a lawful basis for processing personal data for these purposes, a Legitimate Interest Assessment was conducted.

Helping people learn about services that might be of use to them

Our clients and potential clients have an interest in learning about services that they might find useful.

Maintaining and using our business relationships; understanding and keeping in touch with our clients and suppliers

We have an interest in maintaining and making use of our relationship with you. For example, if you work for one of our clients we may need to contact you in connection with one of the services that your employer has purchased from us. Or if you work for one of our suppliers we may need to contact you about a service that your employer supplies to us. We also have an interest in understanding what kinds of people use our services and how they use them so we send you a customer feedback survey.

Commercial Interests

Like any commercial organisation, we seek to earn revenue through the services that we provide to our clients. To do this we need to maintain records of prospective, current and past clients and our suppliers. We may also contact you to ask if you might be interested in being a guest speaker, sponsoring one of our events or advertising on our sites.

In some circumstances, we may have other grounds to process personal data. These are set out in the following table, along with examples of the circumstances in which they might apply.

Consent

We may in some circumstances rely on your consent. For example, before cookies are set on this website (see our Cookies Notice). Also when you sign up for our email newsletter. You will be specifically asked whether you agree to us using your data in specific ways in these circumstances. You can withdraw the consent and ask us to delete your information at any time – please see section 9.

Necessary for the performance of a contract with the relevant individual, or to take steps for entering into a contract

If you enquire about or sign up for one of our services, it will often be necessary for us to use your details so that we can provide that service. This includes facilitating your attendance at one of our events or webinars or facilitating access to one of our online courses.

Necessary to comply with a legal obligation

Regulators, government bodies and courts have powers to order us to provide information and, like any other organisation; we sometimes have to comply with their requests.

What kinds of personal data do we use, and where do we get it from?

We obtain and use information from various sources. We do not collect any special categories of personal data, as defined under the GDPR. Our products and services are not aimed at children.

Type of information

Description

Name and contact details

This is basic personal data about you at your place of work, and how to get in touch with you, including your name, job title, location, telephone numbers, email address and social media profiles. 

Organisation-related details

This is information about your organisation, your role within it and who your colleagues are.

Contact history

This is information about our dealings with you, such as what information we have sent you, who at 4Data Solutions knows you, and what meetings, events or webinars you have attended. It also includes your behaviour in response to our interactions with you, such as whether you have opened our emails, clicked on a link or watched a video.

Source for details and history

This information is usually provided directly by the relevant individuals; it could for example be given over the telephone, in an email, through our websites, or in person at an event. In addition, we may use publicly available and website sources, like LinkedIn, company websites or marketing lists from carefully selected data suppliers.

We produce these records ourselves.

Device information

This is information about the device you are using to access our websites, such as the type of device, its operating system, browser, IP address and what cookies are on it. For more details see our Cookies Notice.

Website usage

This is information about your use of our websites, such as what pages you have visited, which online services you have used and what content or data you have downloaded.

Source for information and usage

We produce these records ourselves by monitoring your use of our website.

Login credentials

This is information such as your user name and password which are processed if you sign up to use this website or securely share files.

Source for credentials

This information is provided by you or may sometimes be generated by us (for example if we set or reset your password).

 

Who do we share the information with?

Service providers

We may provide your information to third parties who help us use it for the purposes described in section 2. For example:

  • Hubspot – GDPR compliant cloud-based software platform for marketing, sales, customer service and customer relationship management (CRM). Our database of business contacts is hosted on Hubspot and our marketing emails are sent via this application.
  • We use printing companies to produce and send personalised direct mail.
  • We use marketing and market research companies to help us better understand and communicate with our clients.
  • We use data services companies to clean our data and analyse, enhance and provide suppressions to keep it accurate.

These service providers will not be allowed to use your information for their own purposes or on behalf of other organisations unless you agree otherwise.

Online Advertising Platforms

We may use third-party advertising platform providers such as Google to serve advertisements to you. These third parties may use information about your visits to these and other websites to provide you with advertising about products and services that may be of interest to you. Sometimes we may provide information associated with you to third parties who operate other websites (such as social media platforms) so that we can show you relevant advertisements while you are using those websites. This information will be protected so that you can only be identified if the third party already knows you – the information we provide only tells them that you are a user of our websites. You can configure your advertising preferences on social media such as Facebook, Twitter or Instagram by accessing your settings or preference options on the relevant platform. If you no longer want to receive personalised advertising on any website you visit, you can usually opt-out directly through the privacy policy of the particular website you are accessing. Please note that this will not block ads that are displayed on the websites you visit; it will simply stop you from receiving advertising that has been tailored to your interests. This opt-out relies on a cookie, so if you wipe all your cookies then that website will no longer know that you have opted out. The same applies if you use a different internet browser, or use a new computer to access the internet. You can also opt-out of such advertising by visiting the IAB opt-out platform at www.youronlinechoices.com, but please note that this and other platforms only allow you to opt-out of interest-based advertising delivered by registered members.

Sharing of anonymised data with third parties

We may share anonymised information with other third parties, but only where the information cannot realistically be identified as relating to you.

Business Transfers

If we sell our business to a third party or go through a corporate reorganisation, we will transfer personal data to the company that acquires the business.

Regulators

We may sometimes need to pass personal data to a regulator such as the Information Commissioner’s Office (ICO).

Where in the world is the information sent?

Within Europe

We are based in the United Kingdom, and will normally access and use your information from here.

Elsewhere

Sometimes we will need to send information elsewhere in the world. This might be the case, for example:

  • Where we use cloud-based technology or a data centre or backup facility overseas. For example, our email marketing database and customer relationship management database (which will hold your information) are currently hosted by a service provider in the United States. People in other countries may also need to access that database for purposes such as technical support or system development and testing.

While the UK and countries within the European Union all ensure a high standard of data protection law, some parts of the world may not provide the same level of legal protection to personal data. As a result, when we do send personal data overseas, we will make sure that suitable safeguards are in place to protect the information. For example, these safeguards might include:

  • Putting in place a contract with the recipient containing terms that have been approved by the authorities as providing a suitable level of protection, e.g. Standard Contract Clauses (SCCs) and supplementary measures, as appropriate.
  • Sending the information to an organisation that is a member of a scheme that has been approved by the authorities as providing a suitable level of protection. One example is the “Privacy Shield” scheme that had been agreed upon between the European and US authorities but has recently been ruled invalid.
  • If your information has been sent overseas like this, you can obtain further information about the safeguards used by contacting us using the details set out in section 1 above.
For how long is the information retained?

We will only retain personal data for as long as is necessary for the purposes for which we are using it.

We will normally keep your personal contact data while you have or your employer has an ongoing relationship or online account with us, or if you have demonstrated an interest in our products and services or interacted with us within the past two years. You can request us to delete it earlier as explained in section 9. If you have opted out of our marketing, we will minimise, suppress and retain your personal data indefinitely to ensure that we do not re-contact you. We routinely update our email newsletter lists to ensure those who are not engaged are removed.

Do we make decisions about you or profile you using your data?

We use certain profiling techniques to help us to understand our clients and potential clients. This, in turn, helps us to understand which people might be interested in which of our products and services.

We do not use automated decision-making or profiling to make any decisions that will significantly affect you. For example, we do not use it to set the prices that we charge for our products and services.

Do we make decisions about you or profile you using your data?

We use certain profiling techniques to help us to understand our clients and potential clients. This, in turn, helps us to understand which people might be interested in which of our products and services.

We do not use automated decision-making or profiling to make any decisions that will significantly affect you. For example, we do not use it to set the prices that we charge for our products and services.

What rights do you have in relation to the information we hold about you?

You have several different rights in relation to the personal data that we hold about you. These are briefly described below. To exercise these rights, please use the contact details set out in section 1.

Access

You have a right to find out what personal data we hold about you and certain other information such as how we are using it. You also have a right to receive information in a portable format in certain circumstances.

Objection to direct marketing

You can let us know that you object to us using your personal data for direct marketing. Please unsubscribe from our emails, or contact privacy@4datasolutions.com.

Rectification

If you believe that the information that we hold about you is inaccurate or out of date, you have a right to ask us to correct it.

Objection to legitimate interests

If you disagree with us relying on the legitimate interests legal ground for processing your personal data (see section 3 above), you can object to us doing so. We will then reassess the extent to which we can continue to use the data in light of your particular circumstances. In the case of emails that are sent based on our legitimate interests (see section 3), you can do this by clicking on the ‘unsubscribe’ link.

Erasure

In certain circumstances, you can ask us to delete your personal data from our systems. However,, this usually won’t apply to all of your data because we might have good reason for needing to keep some of it. For example, so that we do not subsequently contact you if we receive your details again in the future.

Restriction

In certain circumstances, you can ask us to restrict in which ways we use your personal data, such as while we are verifying whether the information is accurate. While the information is restricted, it can only be used for certain limited purposes such as bringing or defending legal claims, or protecting another person. It cannot be used or shared for ordinary purposes.

Portability

You have the right to receive limited types of information in a portable format.

Who can you complain to if you are unhappy about the use of your information?

If you are not happy you should make contact so that we can investigate your concerns. Please contact us using these details:

Post: 29-31 Brewery Rd, London N7 9QH

Email: privacy@4datasolutions.com.

Telephone: +44 330 128 9180

You also have the right to complain to the Information Commissioner’s Office (ICO), which is the body that regulates the handling of personal data in the United Kingdom. You can do this online through the ICO’s website at www.ico.org.uk, by telephone on 0303 123 1113, or by writing to them at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

How do we keep your data secure?

4Data Solutions take the protection of your personal data very seriously and we take appropriate steps to ensure your personal data is stored in a secure environment to prevent any unauthorised access. We may use external data service providers to process personal data on our behalf.

When we do so we have appropriate agreements in place to protect the data. Any data transfers between external service providers and us are conducted by secure means. Where such service providers are located outside the UK, we endeavour to make sure, when required, that additional safeguard mechanisms (such as Standard Contractual Clauses) are in place.

Updates to this Notice

We review and update this Notice regularly to take account of changes to our processing and regulatory changes. We encourage you to review it from time to time. If we make any significant changes to this Notice, we will endeavour to communicate this to you where possible.

Notice Last Updated: 10 April 2024