Post: Reformed IT Limited, 10 Farrington Way, Eastwood, Nottingham, Nottinghamshire, NG16 3BF, GB 

Telephone: 01158 244 824 

Email: privacy@reformed-it.co.uk 

We collect or use the following information to provide and improve products and services for clients: 

• Names and contact details 

• Usage data (including information about how you interact with and use our website, products and services) 

• Information relating to compliments or complaints 

• Audio recordings (eg calls) 
  
  

We collect or use the following personal information for the operation of client or customer accounts: 

• Names and contact details 

• Information used for security purposes 

• Technical data, including information about browser and operating systems 
  
  

We collect or use the following personal information to comply with legal requirements: 

• Name 

• Any other personal information required to comply with legal obligations 
  
  

We collect or use the following personal information for dealing with queries, complaints or claims: 

• Names and contact details 

• Call recordings 

• Correspondence 

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. 

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website: 

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access. 

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification. 

• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure. 

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing. 

• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing. 

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability. 

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent. 

If you make a request, we must respond to you without undue delay and in any event within one month. 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. 

Our lawful bases for the collection and use of your data 

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are: 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
   

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are: 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 
  
  

Our lawful bases for collecting or using personal information to comply with legal requirements: 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 
  
  

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are: 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 

• Directly from you 

• Publicly available sources 

• Third parties: We may receive personal information from third-party services such as Microsoft 365 when we engage with a new client. This typically includes contact details (e.g. names, email addresses, phone numbers) that are imported into our systems to facilitate communication and service delivery. These details are provided by the client or their representatives and are used solely for the purposes of managing our contractual relationship and responding to queries or requests. 

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. For example, we typically retain client records for 6 years after the end of the contract to comply with tax and legal obligations. Where specific retention periods are not defined, we regularly review the data and delete it when it is no longer needed. 

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above. 

Others we share personal information with 

• Suppliers and service providers 

Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place. 

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above. 

Organisation name: Microsoft 

Category of recipient: Cloud Services Provider 

Country the personal information is sent to: EU,USA 

How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge) 

Organisation name: NinjaOne 

Category of recipient: Cloud Services Provider 

Country the personal information is sent to: EU,USA 

How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge) 

Organisation name: Zomentum (Pactora Inc) 

Category of recipient: Cloud Services Provider 

Country the personal information is sent to: USA 

How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs) 

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:            

Information Commissioner’s Office 
Wycliffe House 
Water Lane 
Wilmslow 
Cheshire 
SK9 5AF 

Helpline number: 0303 123 1113 

Website: https://www.ico.org.uk/make-a-complaint