Privacy Policy

DATA CONTROLLER

For the purpose of the Data Protection Act 2018 and Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016, (“GDPR”) or any subsequent amendment or replacement or supplementary legislation (together “Data Protection Law”), the data controller is Airsys Communications Technology Ltd of Unit 1, The Westgate Centre Premier Way, Luzborough Lane, Romsey, England, SO51 9DH.

Legal Basis for Processing

We collect and use the personal data described below in order to provide you with access to our Site and Products in a reliable and secure manner. We also collect and use personal data:

• For our legitimate business needs.
• To fulfil our contractual obligations to you.
• To comply with our legal obligations.

To the extent we process your personal data for any other purposes, we ask for your consent in advance or require that our partners obtain such consent.

INFORMATION WE MAY COLLECT FROM YOU

We may collect and process the following information about you:

Information you give us.

• You may give us information about you by filling in forms on our Site or by corresponding with us by phone, email or otherwise. This includes information you provide when you register to use our Site, apps, register to use our Products or newsletter, order Products, search for a product, place an order on our Site, attend events, give us your business card, make warranty requests, make support requests, book training courses and when you report a problem with our Site or Products.

• The information you give us may include the following personal data: your name, address, email address and phone number, billing address, financial and credit card information, job title, passwords and other information relevant to customer surveys or offers.

We collect the following personal data for the following purposes:

1. Contacting You

• Contact Form

  By completing the contact form with your information, you authorise us to use these details to reply to requests for information, quotes or any other kind of request as indicated by the form’s header.Personal data collected: Address, company name, email address, first name, last name and phone number.

• Mailing List or Newsletter

  By registering on the mailing list or for the newsletter, your email address will be added to the contact list of those who may receive email messages containing information of commercial or promotional nature concerning the Products. Your email address might also be added to this list as a result of registering to use the Site or Products or after making a purchase.Personal data collected: Email address, first name and last name.

• Phone Contact

  Where you provide your phone number you might be contacted for commercial or promotional purposes related to the Site or Products, as well as for fulfilling support requests.Personal data collected: phone number.

2. Handling Payments
   
   Payment processing services enable us to process payments by credit card, bank transfer or other means. To ensure greater security, we only share information necessary to execute the transaction with the financial intermediaries handling the transaction. Some of these services may also enable the sending of timed messages to you, such as emails containing invoices or notifications concerning the payment. Please note that we use Sage Pay Europe Limited to process payments.Personal data collected: Various types of personal data as specified in the privacy policy of Sage Pay.

3. Hosting and Backend Infrastructure

   These types of services have the purpose of hosting data and files that enable us to run and distribute the Products as well as to provide a ready-made infrastructure to run specific features or parts of the Products. Some of these services work through geographically distributed servers, making it difficult to determine the actual location where personal data is stored.

4. Amazon Web Services (AWS), (Amazon)

   Amazon Web Services is used for hosting and a backend service provided by Amazon.com Inc.Personal data collected: Various types of information as specified in the privacy policy of the third party service.

5. Interaction with live chat platforms

   This type of service allows you to interact with third party live chat platforms directly from the pages of the Site and Products, for contacting and being contacted by our support service. If one of these services is installed, it may collect browsing and behavioural analytics data in the pages where it is installed, even if you do not actively use the service. Moreover, live chat conversations may be logged.

6. MailChimp (The Rocket Science Group, LLC.)

   MailChimp is an email address management and message sending service provided by The Rocket Science Group, LLC.
   
   Personal data collected: Email address.

7. Managing Support and Contact Requests

   These types of services allow us to manage support and contact requests received via email or by other means, such as the contact form. The personal data processed depends on the information provided by you in the messages and the means used for communication (e.g. email address).

8. Registration and Authentication

   By registering or authenticating, you allow us to identify you and give you access to dedicated services. Depending on what is described below, third parties may provide registration and authentication services. In this case, we will be able to access some information, stored by these third party services, for registration or identification purposes.

9. Direct Registration

   You register by filling out the registration form and providing personal data directly upon registration on the Site or for Products.Personal data collected: Address, billing address, email address, first name, last name, password and phone number.

10. SPAM Protection

    These types of services analyse the traffic of the Site or Products, potentially containing your personal data, with the purpose of filtering it from parts of traffic, messages and content that are recognized as SPAM.

11. Saved Carts

    For us to continually improve your customer experience, we may at times review saved carts. With the information provided we will look to improve our Site, Products and how we communicate with you. All data stored is in accordance with Data Protection Laws.

Information we collect about you.

With regard to each of your visits to our Site or use of our Products we (or third party services used by us) may automatically collect the following tracking information:

• Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
• Information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our Site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, size of the file received in response, the numerical code indicating the status of the server’s answer (successful outcome, error, etc.), country of origin, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page and any phone number used to call our customer service number and the details about the path followed within the Site or Products with special reference to the sequence of pages visited, and other parameters about the device operating system and/or your IT environment.
• Information from other online accounts to which you have given us permission to collect data from within your settings or the privacy policies of these other online services. For example, this can be via social media or by choosing to send us your location data when accessing our Site from your smartphone; or it can be from the integrations and connections that you choose to install when using the Products.

The following services are employed by us to collect the information:

Behavioural Analytics

The services contained in this section enable us to monitor and analyse web traffic and can be used to keep track of your behaviour.

1. Google Analytics (Google Inc.)

   Google Analytics is a web analysis service provided by Google Inc. (“Google”). Google utilizes the data collected to track and examine the use of the Site and Products, to prepare reports on its activities and share them with other Google services. Google may use data collected to contextualise and personalise the ads of its own advertising network.Personal data collected: Tracking cookies as specified in the Cookie section below.

2. Tawk.to Widget (tawk.to ltd.)

   The Tawk.to Widget is a service for interacting with the Tawk.to live chat platform provided by tawk.to ltd.Personal data collected: Tracking cookies as specified in the Cookie section below.

Interaction with Online Survey Platforms

 

These types of services allow you to interact with third party online survey platforms directly from the pages of the Site or within the Products. If one of these services is installed, it may collect browsing and tracking cookies in the pages where it is installed, even if you do not actively use the service.

1. SurveyMonkey Widget (SurveyMonkey Inc.)

   The SurveyMonkey Widget is a service for interacting with the SurveyMonkey online survey platform provided by SurveyMonkey Inc.Personal data collected: Tracking cookies as specified in the Cookie section below.

Interaction with support and feedback platforms

 These types of services allow you to interact with third party support and feedback platforms directly from the pages of the Site or Products.

Personal data collected: If one of these services is installed, it may collect browsing and tracking cookies in the pages where it is installed, even if you do not actively use the service.

1. Zendesk Widget (Zendesk)

   The Zendesk Widget is a service for interacting with the Zendesk support and feedback platform provided by Zendesk Inc.Personal data collected: Tracking cookies as specified in the Cookie section below.

Managing contacts and sending messages

 

These types of services make it possible to manage a database of email contacts, phone contacts or any other contact information to communicate with you. These services may also collect data concerning the date and time when the message was viewed by you, as well as when you interacted with it, such as by clicking on links included in the message.

1. Zendesk (Zendesk)

   Zendesk is a support and contact request management service provided by Zendesk Inc.Personal data collected: various types of information as specified in the privacy policy of the third party service.

2. Google reCAPTCHA (Google Inc.)

   Google reCAPTCHA is a SPAM protection service provided by Google Inc.Personal Data collected: Tracking cookies as specified in the Cookie section below.

Information we receive from other sources.

 

We may receive information about you if you use any of the other websites we operate or the other services we provide. In this case we will have informed you when we collected that data that it may be shared internally and combined with data collected on this Site or via our Products.

We are also working closely with third parties (including, for example, business partners (such as the infrastructure and application providers we use), sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies) and may receive information about you from them.

The list of other providers we work with can be provided on request by sending an email to: marketing@airsys.com.

COOKIES

We use cookies on our Site and in our Products to distinguish you from other users of our Site and Products. This helps us to provide you with a good experience when you browse our Site and also allows us to improve the Site and Products.

What are cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the Site. Cookies can be “persistent” or “session” cookies.

We use persistent cookies and session cookies on our Site and in our Products.

Persistent Cookies

A persistent cookie is stored on a user’s device in between browser sessions which allows the preferences or actions of a user across the Site or Products (or in some cases across different websites) to be remembered. We use persistent cookies to save your login information for future logins to the Site or Products.

Session Cookies

A session cookie allows us to link your actions during a browser session. We use session cookies to enable certain features of the Site and Products, to better understand how you interact with the Site and Products and to monitor aggregate usage by users and web traffic routing on the Site. Unlike persistent cookies, session cookies are deleted from your computer when you log off from the Site or Products and then close your browser.

Which cookies we use and why

The table below explains the cookies we use and why we use each of them.

Cookie	Type	Purpose
Google Analytics	Tracking cookies	These cookies are used to collect information about how visitors use our Site. We use the information to compile reports and to help us improve the Site. The cookies collect information in an anonymous form, including the number of visitors to the Site, where visitors have come to the Site from and the pages they visited. If you do not allow these cookies, we will not be able to include your visit in our statistics. You can read the full Google Analytics privacy policy at: https://www.google.com/policies/privacy/.
Google reCAPTCHA	Tracking cookies	These cookies are used to analyse traffic to our Site or Products, potentially containing your personal data, with the purpose of filtering it from parts of traffic, messages and content that are recognized as SPAM.  You can read the full Google reCAPTCHA privacy policy at: https://www.google.com/policies/privacy/.
Tawk.to Widget	Tracking cookies	These cookies are used to analyse interactions with the Talk.to Widget live chat platform for contacting and being contacted by our support service.  They may collect browsing and behavioural analytics data even if you do not actively use the service.  Live chat conversations may be logged.  You can read the full Tawk.to Widget privacy policy at: https://www.tawk.to/privacy-policy/.
SurveyMonkey Widget	Tracking cookies	These cookies are used to analyse interactions with SurveyMonkey Widget online survey platform.  They may collect browsing data even if you do not actively use the service.  You can read the full SurveyMonkey Widget privacy policy at: https://www.surveymonkey.com/mp/legal/privacy-policy/.
Zendesk Widget	Tracking cookies	These cookies are used to analyse interactions with the Zendesk support and feedback platform provided by Zendesk Inc.  You can read the full Zendesk Widget privacy policy at: https://www.zendesk.com/company/customers-partners/privacy-policy/.

The Site and Products do not support “Do Not Track” requests.

To determine whether any of the third-party services we use honour the “Do Not Track” requests, please read their privacy policies.

You can set up your browser options, to stop your computer accepting cookies or to prompt you before accepting a cookie from the websites you visit. If you do not accept cookies, however, you may not be able to use the whole of the Site or all functionality of the Products.

To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

USES MADE OF THE INFORMATION

We use information held about you in the following ways.

Information you give to us

We will use this information:

• To carry out our obligations arising from any contracts entered into between you and us. For example: to handle payments, providing hosting and backend infrastructure, interaction with support and feedback platforms, interaction online survey platforms, managing support and contact requests, registration and authentication, SPAM protection and interaction with live chat platforms;
• To provide you with the information, products and services that you request from us;
• To provide you with information about other goods and services we offer that are similar to those that you have already purchased or enquired about;
• To provide you, or permit selected third parties to provide you, with information about goods or services we feel may interest you. If you are an existing customer, we will only contact you by electronic means (email or SMS) with information about goods and services similar to those which were the subject of a previous sale or negotiations of a sale to you. If you are a new customer, and where we permit selected third parties to use your data, we (or they) will contact you by electronic means only if you have consented to this by ticking the relevant box situated on the form on which we collect your data;
• To contact you in relation to the Site or Products;
• To notify you about changes to the Site or Products;
• To ensure that content from our Site and Products is presented in the most effective manner for you and for your computer.

Information we collect about you

We will use this information:

• To administer our Site and Products and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
• To inform you about scheduled Product or Site downtimes and new features;
• To improve our Site and Products to ensure that content is presented in the most effective manner for you and your computer;
• To allow you to participate in interactive features of our services, when you choose to do so;
• As part of our efforts to keep our Site and Products safe and secure;
• To measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;
• To make suggestions and recommendations to you and other users of our Site and Products about our goods or services that may interest you or them.

Information we receive from other sources

We may combine this information with information you give to us and information we collect about you. We may use this information and the combined information for the purposes set out above (depending on the types of information we receive).

We will not sell or rent your personal data, to any third parties.

DISCLOSURE OF YOUR INFORMATION

Information we share with third parties

We may share your information with selected third parties including:

• Any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.
• Business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you, and to share information with manufacturers in order to assist in technical issues. We are also working closely with third parties including  sub-contractors in technical, payment and delivery services and search information providers and may share information about you with them in order to provide you with an effective, economical and efficient service.
• Advertisers and advertising networks that require the data to select and serve relevant adverts to you and others. We do not disclose information about identifiable individuals to our advertisers, but we may provide them with aggregate information about our users (for example, we may inform them that 250 men aged over 25 have clicked on their advertisement on any given day). We may also use such aggregate information to help advertisers reach the kind of audience they want to target (for example, women living in London). We may make use of the personal data we have collected from you to enable us to comply with our advertisers’ wishes by displaying their advertisement to that target audience.
• Analytics and search engine providers that assist us in the improvement and optimisation of our Site and Products.
• Credit reference agencies for the purpose of assessing your credit score where this is a condition of us entering into a contract with you.

Information we disclose to third parties

We may disclose your personal data to third parties:

• In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
• If we or a member of our group of companies or substantially all of their assets are acquired by a third party, in which case personal data held by them about their customers will be one of the transferred assets.
• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our legal agreements with you and/or any other agreements; or to protect our rights, property, safety, our customers or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

WHERE WE STORE YOUR PERSONAL DATA

Our Site and Products are global and your information (including personal data) may be stored and processed in any country where we have operations or where we engage service providers, and we may transfer your information to countries outside of your country of residence, which may have data protection rules that are different from those of your country of residence.

The personal data that we collect from you may therefore be transferred to, and stored at, a destination outside the European Economic Area (“EEA“) or the UK. It may also be processed by staff operating outside the EEA or UK who work for us or for one of our suppliers or partners. Such staff or subcontractors may be engaged in, among other things, the fulfilment of your order, the processing of your payment details or the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing outside of the EEA or the UK.

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy. In particular, this means that your personal data will only be transferred to a country that provides an adequate level of protection (for example, where the European Commission has determined that a country provides an adequate level of protection) or where the recipient is bound by standard contractual clauses according to conditions provided by the European Commission (“Standard Contractual Clauses”).

Our Site and Products are accessible via the internet and may potentially be accessed by anyone around the world. Other users may access the Site or Products from outside the EEA or the UK. This means that where you chose to post your data on our Site, it could be accessed from anywhere around the world and therefore a transfer of your data outside of the EEA or the UK may be deemed to have occurred. You consent to such transfer of your data for and by way of this purpose.

PROTECTION OF YOUR INFORMATION

All information you provide to us is stored on our secure servers. Any credit card information or payment transactions will be encrypted using Sage Pay. Where we have given you (or where you have chosen) a password which enables you to access certain parts of the Site or Products, you are responsible for keeping this password confidential. We ask you not to share any password with anyone.

Unfortunately, the transmission of information via the Internet is not completely secure. Although we will endeavour to protect your personal data, we cannot guarantee the security of your data transmitted to our Site or the Products. Any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

LINKS TO OTHER WEBSITES

Our Site or Products may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

YOUR RIGHTS

You have the right under Data Protection Law, free of charge, to request:

• Access to your personal data.
• Rectification or deletion of your personal data.
• A restriction on the processing of your personal data.
• Object to the processing of your personal data.
• A transfer of your personal data (data portability).

You can make a request in relation to any of the above rights by contacting us as set out at the end of this Privacy Policy. We will respond to such queries within 30 days and deal with requests we receive from you, in accordance with the provisions of Data Protection Law.

CONSENT

You have the right to withdraw your consent to us processing your personal data, at any time, by contacting us as set out at the end of this Privacy Policy.

MARKETING COMMUNICATIONS

Where we process your personal data for marketing purposes or if we intend to disclose your information to any third party for such purposes, you are given the option to opt-in via a tick box to consent to your information being used for direct marketing purposes. If you change your mind about being contacted in the future, you can opt out any time by clicking the “unsubscribe” link at the bottom of any email or by writing to us or sending any email to website@airsys.co.uk. Once you do this, you will no longer receive any marketing emails from us. We will continue to communicate with you regarding your service billing and support via email.

We send push notifications from time to time in order to update you about any service updates, events and promotions we may be running. If you no longer wish to receive these communications, please disable these in the settings on your device.

DATA RETENTION

We retain personal data for as long as necessary for the relevant activity for which it was provided or collected. This will be for as long as we provide access to the Site or Products to you, your account with us remains open or any period set out in any relevant contract you have with us. However, we may keep some data after your account is closed or you cease using the Site or Products or to take into account any legal obligations we have. For example: to maintain records for tax purposes, to comply with law enforcement requests, to meet regulatory requirements, to maintain security, prevent fraud and abuse, resolve legal disputes and any other legal basis we have for using your personal data e.g. your consent, performance of a contract with you or our legitimate interests as a business.

We will retain de-personalised information after your account has been closed.

Please note: After you have closed your account or deleted information from your account, any information you have shared with others will remain visible. We do not control data that other users may have copied from the Site or Products. Your profile may continue to be displayed in the services of others (e.g. search engine results) until they refresh their cache.

COMPLAINTS

If you have any complaints about our use of your personal data please contact us as set out at the end of this Privacy Policy or contact the following data protection supervisory authority.

For individuals located in the EU contact The Dutch Data Protection Authority at: Persoonsgegevens, PO Box 93374, 2509 AJ DEN HAAG, the Netherlands.

For all other individuals: The Information Commissioner’s Office at, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England (“ICO”).

AGE OF USERS

This Site and Products are not intended for and shall not be used by anyone under the age of 16.

CHANGES TO OUR PRIVACY POLICY

Any changes we may make to our Privacy Policy in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our Privacy Policy.

This Privacy Policy was last updated on 1^st July 2023 and replaces any other Privacy Policy previously applicable from this date.

CONTACT

Questions, comments and requests regarding this Privacy Policy are welcomed and should be addressed:

By post, to: Airsys Communications Technology Ltd of Unit 1, The Westgate Centre Premier Way, Luzborough Lane, Romsey, England, SO51 9DH ; or

By email, to: marketing@airsys.com.