Last updated 28/01/2019
Who are “We?”
In this policy whenever you see “We”, “Us” or “Our” it refers to UKCloud Ltd, owned and controlled by the Virtual Infrastructure Group Limited. UKCloud Ltd comprises the UKCloud, UKCloudHealth and UKCloudX brands and “We”, “Us” or “Our” refers to each, or any combination of, these.
The full legal information for each legal entity is:
Virtual Infrastructure Group Limited, Company Number 08099285, Registered Office Hartham Park, Corsham, Wiltshire SN13 0RP.
UKCloud Company Number 07619797, Registered Office Hartham Park, Corsham, Wiltshire SN13 0RP.
Your acceptance of this policy, and Our right to change it
By using Our websites, social media pages or providing your personal information you consent to Our collection of and use of the information you provide in the ways set out in this policy. If you do not agree to Our policy, please do not use Our websites, social media pages or associated services, nor register with the Sub-Processors (as below) We engage with in respect of reports and documents; events, webinars and similar activities and services.
We may make changes to this policy from time to time. If We do, We will post the changes on this page and they will apply from the time We post them.
What is personal data?
Personal data is information that can be used to identify an individual, such as their name, address, phone number, email address or IP address. More information about what kind of information is classified as personal data can be found here.
The policy in brief
It’s important that you read the full policy to understand what information We hold, how We may use it and what your rights are. Here is a summary of the policy if you don’t have time to read it fully now:
The Full Policy
This policy applies to all the websites We operate, Our use of emails and text messages for marketing purposes and for any other methods We use for collecting information. It covers what We collect, and why, what We do with this information, what We don’t do with this information, and the rights you have.
What information do We collect and why?
We only collect your personal information that you have voluntarily chosen to provide to Us, and We will only collect personal information that We need, including information that will help Us to improve Our services.
We collect two kinds of information:
Non-personal data such as the web pages that have been accessed and files that have been downloaded. This helps Us understand how many people use Our sites, how many people visit on a regular basis, and how popular Our pages are. This information allows Us to monitor and improve Our services.
We collect this information in connection with specific activities, such as newsletter requests, document downloads, feedback and other activities such as registration for Our events. The information is either needed to fulfil your request or to enable Us to provide you with a more personalised service. You don’t have to disclose any of this information to browse Our websites. However, if you do choose to withhold requested information, We may not be able to provide you with certain services or full functionality.
What do We do with the information?
We will use the information you provide to:
Visitors to Our Website
When someone visits www.ukcloud.com, www.ukcloudhealth.com or www.ukcloudx.com We use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google find out the identities of those visiting our website.
Website Search engine
Our website search and decision notice search is powered by WordPress. Search queries and results are logged anonymously to help Us improve our website and search functionality. No user-specific data is collected by either Us or any third-party.
We use a third-party provider, Pardot (see Sub-Processors below), to deliver a range of email communications, including but not limited to: our monthly e-newsletters, event invitations, product updates, and industry news. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help Us monitor and improve Our e-newsletter.
UKCloud Ideas Portal
UKCloud Customer Portal
Our Customer Portal is hosted by Us in the UK, and collects personal information needed by Us to deliver Our services to Our customers, such as name, email address and telephone number. The Portal has external links to Our Ideas Portal page.
We use a third-party provider, EasyWeb ATS (see Sub-Processors below), to provide an application tracking system for our careers page. If you complete an application form it will collect some personal information from you such as your name, email address, telephone number and CV, in order for you to apply for a vacancy.
UKCloud Credit Card Onboarding
We use a third-party provider, Sage Pay Europe Limited (see Sub-Processors below), to process credit / debit card payments for our services. If you complete a signup form it will collect the required banking details and personal information to process the request.
Social media sites
Email Request for Information, Registrations or Seminars
We use links throughout Our website to provide you with opportunities to contact Us via email or web forms for various reasons, including to ask questions, request information about Our products and services and to provide comments and suggestions. You may also be offered the opportunity to have one of Our representatives contact you personally to provide additional information about Our products and services. To do so, We may request additional personal information from you, such as your name and telephone number, to help Us fulfil your specific request.
If you choose to enrol for one of Our products or services via this website, We will need information about you, which will vary depending on the product or service you are signing up to. For some requests, We may require your name, address, telephone number and email address.
Occasionally We may request information from customers, subscribers and website visitors via electronic surveys. Participation in these surveys is completely voluntary and you have a choice whether or not to participate and disclose information to Us. Survey information will only be used for monitoring or improving Our website, and improving Our products and services.
Information You Provide
The information provided by you to this website is provided with your explicit consent and may be classed as personal data. We will record details of your consent. To the extent that you supply Us with personal data about third parties (for example, your employer) you are confirming that you are entitled and authorised to disclose such data to us and that we are entitled to use such information in the same way that we use information about you as described in this Privacy and Cookies policy.
Opting Out of Future Communications
Occasionally We will tell our customers and subscribers about new products, services, upgrades, updates, events and seminars. You may opt out of these communications at any time by clicking the “unsubscribe” link at the bottom of any email received from .
Alternatively, you may manually unsubscribe by emailing email@example.com with the subject line “UNSUBSCRIBE”.
Sharing your information
We will only share your information if:
Declaration of Sub-Processing
To help you decide whether to provide your personal data to Us, the following third-party companies act as Data Processors for Us in the provision of Our services to you:
CleverTouch Marketing, a Marketing Automation consultancy incorporating data management and software development; registered in England and Wales (Registration Number: 06782270), and registered with the Information Commissioner’s Office as required by the UK Data Protection Act (no. ZA490052)
Barracuda Digital Ltd, a digital marketing agency; registered in England and Wales (Registration Number: 04056857), and registered with the Information Commissioner’s Office as required by the UK Data Protection Act (no. ZA490066)
Equals Creative Ltd, a digital marketing agency; registered in England and Wales (Registration Number: 08450806) and registered with the Information Commissioner’s Office as required by the UK Data Protection Act (no. ZA251909)
BrightTALK, a technology media company that provides professional webinar and video solutions, based in the USA, which transfer and process data in accordance with the Standard Contract Clauses formally recognised by the European Union, and the EU / US Privacy Shield.
salesforce.com Inc (and Pardot), a provider of CRM (customer relationship management) and marketing automation solutions, based in the USA, which transfer and process data in accordance with the Standard Contract Clauses formally recognised by the European Union, and the EU / US Privacy Shield
Eventbrite, an events management tool, based in the US, which transfers and processes data under the EU / US Shield
EasyWeb ATS, a trading style of Verticality Ltd, a company registered in England and Wales (Registration Number: 03825406) and registered with the Information Commissioner’s Office as required by the UK Data Protection Act (no. Z8069187)
Sage Pay Europe Limited, a company registered in England and Wales (Registration Number: 07492608) and registered with the Information Commissioner’s Office as required by the UK Data Protection Act (no. Z2959082)
“Crowded B.V., a company with limited liability, incorporated under the laws of the Netherlands with its registered seat in Amsterdam, and its office at Herengracht 420, 1017BZ, Amsterdam, with number 62972537. A Data Processing agreement between UKCloud and Crowded regulates the provision and the use of Personal Data that Crowded will be processing on UKCloud’s behalf, but does not regulate the data collected by Crowded to give uses access the website, for which Personal Data Crowded acts as a Data Controller and users must view and accept Croweded’s terms which can be found here https://crowded.co/resources/legal/privacy.”
Storing your information
Information is stored by Us on computers located within the UK. We may transfer the information to reputable third-parties as explained above – they may be situated inside or outside the European Economic Area. We may also store information in paper files.
We place a great importance on the security of Our visitors’, customers’ and users’ personal data. We will at all times collect, process and store your personal information in accordance with industry best practice, applicable data protection legislation/regulations, and Our ISO27001, ISO27017 and ISO27018 certifications for information security. We also undertake regular independent technical validations of all Our systems and services, to ensure that We are operating to the highest possible security standards.
All data processing activities resulting from use of Our website have been subject to formal Privacy Impact Assessments (also known as Data Protection Impact Assessments under GDPR) and these are available upon request from the UKCloud Data Protection Officer firstname.lastname@example.org
While We cannot guarantee that loss, misuse or alteration of data will not occur while it is under Our control, We use Our best efforts to try to detect and prevent this.
Unfortunately, the transmission of data across the internet is not completely secure and whilst We do Our best to try to protect the security of your information We cannot ensure or guarantee that loss, misuse or alteration of data will not occur when data is being transferred.
Where you or We have provided a password enabling you to access parts of Our websites or use Our services, it is your responsibility to keep this password confidential and secure. You should notify Us immediately if you suspect that your password has been compromised or becomes known to another person
We will keep Your information only for as long as We need it to provide you with the goods and services or information you have required, to administer your relationship with Us, to comply with the law or to ensure we do not communicate with people who have asked Us not to. When We no longer need your information, We will always dispose of it securely in accordance with industry best practice.
What We don’t do with your information
We will never sell or share your information to other organisations to use for their own purposes.
The Data Protection Act 2018 gives you certain rights over your data and how We use it. These include:
If you wish to exercise any of these rights please contact the Data Protection Officer in writing at UKCloud Ltd, A8 Cody Technology Park, Ively Road, Farnborough, GU14 0LX, or by emailing email@example.com
If you want to know more about your rights, or you have exercised your rights and are unhappy with Our response you can contact the Information Commissioner’s Office.
If you have any questions about this Privacy and Cookies Policy, or if you would like to exercise any of your statutory rights or make a complaint, please write to:
The Data Protection Officer
A8, Cody Technology Park