Personal information and personal data for the purpose of this policy is defined as “any sort of information or an opinion about an individual, whether true or not” (referred to collectively as “Personal Information”).
A sub-category of Personal Information is sensitive information and data. For the purposes of this policy, sensitive information and data includes information of a particularly sensitive nature, such as information relating to an individual’s health, racial or ethnic origins, political opinions, membership of a trade union or political association, religious beliefs or affiliations, philosophical beliefs, sexual preferences or criminal record.
Datacom will only collect Personal Information that is necessary for its functions and activities. It will only collect Personal Information by lawful means. Datacom collects and holds different categories of information depending on the services being provided and the jurisdiction in which those services are being provided. The following types of Personal Information may be collected:
a) Information about Datacom’s Contractors and Suppliers
Datacom collects, directly from our contractors and suppliers, Personal Information about our contractors and suppliers. This Personal Information includes their name and contact details which allows them to be contacted. For workplace health and safety reasons we may also collect from contractors certain Sensitive Information with consent; for example, medical information a contractor has provided us about any injuries he or she may currently suffer.
From third parties, we may also collect feedback and information relating to our contractors and suppliers’ performance of services for Datacom. This information is collected for the purposes of monitoring our contractors and suppliers’ performance of services and to ensure that we are able to provide the highest quality products and services to our customers.
b) Information about job applicants
Applicants for a position at Datacom will be asked to supply details relevant to the job application such as name, contact details, information contained in CVs, driver’s licence or passport. We may also collect from third parties identified as referees Personal Information relating to the applicant. This information is used for the purposes of determining suitability for the vacant role.
c) Information about customers and their employees and customers
Personal Information may be collected from customers such as name, contact details, bank account and credit card details.
All customer Personal Information collected by Datacom is used for our business functions and activities. These include:
• for billing purposes and order fulfilment;
• to contact customers about our provision of services;
• to maintain account details;
• to provide technical support e.g. account creation, password reset;
• to provide information on request about our products and services;
• to streamline and personalise customer experience while dealing with Datacom;
• to undertake customer satisfaction surveys and to tailor Datacom information, services or products in order to improve and enhance those services and products provided to our customers.
Datacom may also collect from its customers Personal Information relating to its employees and customers; for example, payroll information. This Personal Information is used so that we can facilitate provision of the services our customers have requested.
Occasionally, Datacom uses aggregated Personal Information derived from use of our products and services to provide Datacom with anonymous demographic and customer usage information. This information does not identify individuals. This anonymous, aggregated information is used to improve Datacom services and products.
Datacom will ensure, to the extent reasonably possible, that Personal Information collected, used or disclosed is accurate, up-to-date, complete and relevant. If Datacom becomes aware that any of the Personal Information it holds is inaccurate it will take prompt steps to update its records so that those records are correct.
Datacom takes active measures to ensure the security of Personal Information it holds is protected from misuse, interference, loss and unauthorised access, modification or disclosure.
All Datacom ICT devices, storage and channels are subject to continuous monitoring, logging analysis and audit. Datacom may choose to contract a third party to perform those functions.
All Personal Information is stored at secure premises using good quality security protocols.
Datacom security systems are regularly reviewed and updated to maintain the integrity of the Datacom security posture.
Subject to verification of identity, any Personal Information held about an individual may be accessed, updated or corrected by application to a Datacom Privacy Officer.
There is generally no fee for an individual to make a request or to be provided access to his or her Personal Information. However, depending on the complexity of the request a reasonable processing fee may be charged in some cases.
Datacom will endeavour to respond to access and correction of Personal Information within 15 business days after a written request is received by a Datacom Privacy Officer.
Datacom will only engage in direct marketing practices in accordance with the laws of the relevant country or jurisdiction. At any time an individual or organisation may contact Datacom to request that they no longer receive any marketing material or information from Datacom.
For email communications, Datacom also provides a simple opt-out (unsubscribe) mechanism that individuals can easily submit at any time.
As part of providing services to a customer, Datacom may disclose Personal Information to third party suppliers and contractors of services.
Datacom may disclose some Personal Information to its affiliated entities in countries in which Datacom operates for the purposes of providing services to our customers, including technical support. Such disclosure is subject to the privacy laws applicable in the jurisdiction where that affiliated entity is located.
As a provider and user of cloud services, Datacom retains Personal Information on servers that may be located in a number of overseas countries. Datacom will take all reasonable steps to ensure that no person or entity, breaches any relevant privacy laws.
Datacom only retains Personal Information for as long as required by law and needed for our business functions and activities. It is then securely destroyed.