Privacy Policy

The purpose of our Privacy Policy?

This Privacy Policy describes how Philos IT uses Personal Data that we collect about individuals. “Personal Data” is information about you or other living individuals, and from which you or they are identifiable. Our aim is to be responsible custodians of Personal Data and this Privacy Policy describes how we use Personal Data that we collect in the course of doing our business. 

Personal Data that we may have

Philos IT sells its products and services exclusively to other businesses, not to private individuals, and so most of the data we hold is business data. Where we hold Personal Data it is only to enable us to carry on trading with other businesses.

When we hold Personal Data it differs depending on our relationship (e.g. suppliers, job applicants, staff members), the type of communications and the services we are providing. Personal Data we may hold and process includes contact information, handwritten and electronic communications, employment and career information, and data concerning an individual’s use of our web site. 

Sources of Personal Data

We may obtain Personal Data from the following sources:

(i) contacts made via the Contact page on our website at www.philos-it.com;

(ii) emails, and letters received in the post;

(iii) social media communications such as in LinkedIn and Twitter;

(iv) telephone calls, directly or through third parties working on our behalf;

(v) published on the websites of other businesses we are dealing with and in communications from other businesses.

What we use Personal Data for

We use Personal Data to carry out the business activities described on our website. The main purposes for which we may use Personal Data are:

• to undertake advertising, marketing, sales, and public relations activities;
• to perform accounting and other record-keeping functions;
• to provide personnel management and payroll services.

Cookies

We do not use cookies on our website to collect personal information of any kind. We do use some third party cookies but purely for statistical purposes and for maximising the number of visitors to the site (called Search Engine Optimisation or SEO). These cookies can be declined by adjusting the settings on your browser or by declining to accept cookies when you enter the site. 

Sharing of Personal Data

We may need to share Personal Data with third parties and receive Personal Data from them. These third parties may include our clients, marketing/sales agencies, suppliers, management consultants, auditors, legal and other professional advisers, law enforcement agencies, information technology service providers, travel related organisations, and print service providers.

When we provide Personal Data to third parties that are undertaking services on our behalf or engage a third party to collect Personal Data on our behalf, those third party service providers are required to use appropriate measures to protect the confidentiality and security of Personal Data. They have responsibilities under data protection law for looking after the Personal Data that they receive from us or gather on our behalf.

In carrying on our business activities there may be a need to transfer Personal Data to clients and service providers located in other countries. In the event that we transfer Personal Data to countries outside the EEA that have data protection regimes that are different to those in the EU, we take steps to ensure that Personal Data is adequately protected and transferred in accordance with the requirements of applicable data protection law.

Security of Personal Data

Philos IT uses the required technical, physical, legal and organisational measures that comply with data protection laws to keep Personal Data secure. We have implemented appropriate technical security measures to ensure that Personal Data remains secure. These include anti-virus software, firewalls, access controls (usernames, passwords), and data encryption technologies. We monitor electronic communications and security to protect Personal Data by identifying and dealing with problem communications and removing viruses and other malware.

Legal Basis

For legal basis we rely on the following justifications for using Personal Data:

• If you voluntarily give your consent;
• If necessary for performing a contract with you or to take steps at your request prior to entering into a contract;
• If for the purpose of our legitimate interests or those of a relevant third party.

Our legitimate interests include:

• compliance with applicable legal and regulatory obligations;
• our ability to continue to conduct our business activities on a day to day basis;;
• the development and improvement of business operations, products/services and processes.

Retention of Personal Data

We will keep Personal Data for as long as is necessary for the purposes for which we collect it. Where we hold Personal Data to comply with a legal or regulatory obligation, we will keep the information for at least as long as is required to comply with that obligation. Where we hold Personal Data in order to provide a product or service to you as a client, we will keep the information for at least as long as we provide the product or service, and for 7 years thereafter. If you opt out of receiving direct marketing, we will keep a record of this indefinitely in order to ensure that your marketing preferences continue to be observed.

Personal Data Rights

The following is a summary of the data protection rights available to individuals in the EEA in connection with their Personal Data. These rights may only apply in certain circumstances and are subject to certain legal exemptions.

Right to withdraw consent to processing of Personal Data (where we process on the basis of consent);

Right to rectify any Personal Data we hold about you if it is inaccurate or incomplete;

Right to have your Personal Data erased from our systems in certain circumstances e.g. if your Personal Data has been processed unlawfully; if you object to our processing of Personal Data on grounds relating to your particular situation and we have no overriding grounds to continue to use it (see below); or where you have provided consent to processing and you wish to withdraw the consent;

Right to suspend our processing of Personal Data e.g. where an objection by you is being dealt with;

Right of access to a copy of your Personal Data;

Right to data portability where your Personal Data is processed electronically;

Right to object to our processing of your Personal Data on the basis of our legitimate interests on grounds relating to your specific circumstances;

Rights relating to the adverse impact on you of automated decision making;

You also have a right to write to any EU Data Protection Regulator if you think that we have processed your Personal Data in a manner that is not in accordance with data protection law. 

Who to contact

If you have any questions or concerns about the way your Personal Data is used by us, you can contact us by e-mail at: 

datacompliance@philos-it.com

or in writing to:

The Data Protection Co-Ordinator, Philos IT, Unit D1, Apex Business Centre, Blackthorn Road, Sandyford, Dublin D18 E3P8

Policy Updates

This Privacy Policy was last updated in November 2019. We review the policy once a year and where the applicable legislation is changed.