1.2 Changes to the policy
1.3 Who we are
Roda is a trading name of Roda Telecom Limited. When we refer to ‘we’, ‘us’ or ‘our’, we are referring to Roda Telecom Limited, Sheffield Business Centre, Europa Link, Sheffield, S9 1XZ. We’re registered with Companies House in the UK under the company number: 3640281. Our ICO registration number is: Z7130083.
2. Personal information we collect about you
2.1 Our lawful basis for collecting your data
We are permitted to process your personal data under the lawful basis of contract, whereby we must collect certain information in order to complete a contract that you have requested, or provide you with relevant information before you choose to complete a contract with us. Such information will also be used after signing a contract, in order to keep you up to date with relevant information, e.g. renewal date reminders.
We are able to process your data for use in marketing our products and services to you under the lawful basis of consent. If you, for any reason, do not want to receive marketing communications from us, simply withdraw your consent. Please note it may take up to 7 working days for us to complete this request and update the relevant systems.
Our legitimate interests also allow us to process other parts of information.
- In the interest of keeping our marketing communications relevant to you we may conduct profiling. We may also hold information about your relationships to third parties, including past purchases, if they have provided us with your information.
- In the interest of communicating effectively with our customers, we may also hold information such as your role within the company.
- We may also rely on our legitimate interest to provide businesses with information about products that may be relevant to them in order to market to limited companies, and keep people informed on company and industry news that might affect them.
This shall be treated as proprietary and confidential; we do not sell or rent your details to anyone, but we may share your data with your consent, or if we are contractually obligated to do so, with our partners, agents or third party service providers.
2.2 How we collect information
- When you sign a contract, complete a purchase or request a service from us
- When information is submitted by you voluntarily through our website
- When you visit or browse our website
- If you subscribe to marketing, or any enter giveaways or competitions
- If you volunteer to complete surveys or forms we may send out
- When you choose to begin correspondence with us; either over email, phone, our live chat function, or otherwise
- From information available in the public domain
- If you have allowed other companies to share your information
2.3 What information we may obtain
Information we hold about you may consist of:
- Personal information, such as: name, email address, telephone number, address, job role, employment date, gender, marital status, residential status, etc.
- Proof of identity. If required by your service provider, we may need one or more of the following: passport, driving licence, bank statement, utility bills, or other forms of personal identification.
- Company name, company/trading address, type of company
- Bank account information. This will be collected in order to set up a contract with a partnered service provider but will not be held thereafter.
- Interests and preferences.
- Any correspondence you have had with us.
- Location data and/or your IP address. We use IP anonymisation where possible. You can read more about how our cookies work and how to turn them off on your device below (section 6).
3. How we use your personal information
To provide you with a service.
If you sign a contract or request a service from us, we require your information to complete contracts on your behalf, maintain effective communication with our customers and successfully provide you with the requested service. We may also need to contact you with service messages, or to respond to enquiries you may have.
To market to you and tailor your experience.
The information we collect about you will allow us to complete profiling in order to tailor marketing and keep it relevant to you. Cookies on our website also allow us to see how people use our website, so that we can improve the browsing experience for our users. You can read more about our cookies in section 6.
To research and analyse our customer base.
In order to continually improve our service to you, we may conduct research and analysis of our customer base, to refine and improve our processes.
4. Sharing your information
4.1 Who do we share your information with
- Service providers or partners when you are requesting a product or service that is provided by them. Ensure you are happy with their privacy policies before signing a contract with them.
- Third parties who provide a service to us (in regards to marketing and communications). Your data will be processed within Mailchimp or Tawk.to if your choose to use these platforms, or provide your consent for us to do so.
- We also share your data with third parties providing advertising and remarketing services; e.g. Facebook, via the Facebook pixel (see section 6 for more information).
4.2 International data transfer
Some of our partners include international organisations. As stated above, you are responsible for ensuring you are happy with their privacy policies and terms and conditions when you choose to sign a contract with them.
Some of the third party services we use such as Mailchimp and Tawk.to may store or process your data outside of the European Economic Area (EEA). We use these services on the basis that they remain compliant with their own privacy policies.
5. How long we keep your information for
- The personal data we store internally (including, but not limited to, personal information, contact details, company information, past correspondence, purchase history) will be kept for at least as long as your service provider requests, while ever we have your consent or for as long as we see fit; for example, if we think you are likely to make a purchase with us in the near future. We will not keep your data for longer than we need it.
- Personal data in relation to contracts will be kept for as long as the service provider requires; you should check your contract with them for more information on this. This will not exceed 7 years in most cases.
- Your personal data in conjunction with marketing will be kept until you withdraw consent or we choose to remove you from our lists.
- We will only keep anonymised data indefinitely, e.g. on Google Analytics, in order to continually improve our service to you.
6.2 What are cookies
Cookies are small text files, downloaded to your computer by the browser (e.g. Chrome, Internet Explorer, Firefox etc.) whenever you access a website. They enable websites to store information, such as user preferences and login details. They may also be used to record how long you spend browsing each page on a site or what pages you visit most. Cookies can be thought of as providing a “memory” for the website, enabling it to recognise you and respond appropriately. Generally, cookies are most beneficial to you, the visitor, making your interaction with frequently-visited sites smoother and easier than they would be without them.
6.3 Cookies we use
We use Google Tag Manager to implement Google Analytics, a third party service which creates its own set of cookies for the purpose of compiling a number of statistical reports. The information gathered is anonymous and is used to assess a wide variety of website activities, including how our site is navigated and what pages are most popular.
We also have Remarketing and Advertising Reporting Features enabled. This allows us to place adverts on external sites based upon either your interests and preferences, demographics or location, or the site you are visiting at that moment in time. This is done using cookies that are placed on your device to track your activity across our website and others. If you would prefer that Google did not track your browsing habits, you can install the Google Analytics Opt-out Browser Add-on.
We also use Google Signals. This does not collect personally identifiable information but is able to use cross-device tracking, and provide us with information about demographics and interests. It allows us to tailor your experience, through engaging content and remarketing.
We may also use a number of third party, social media plugins including but not limited to Facebook’s ‘Like Box’, Twitter’s ‘Follow Button’ and LinkedIn’s ‘Share’ and ‘Follow’ buttons. We use these services for the convenience of our visitors, allowing them to access up to the minute information as well as recommend our services to others. We also use some cookies to allow websites like Facebook to conduct remarketing and advertising. If you don’t wish to allow these cookies, you can see how to block them in section 6.4.
6.4 Your consent and managing cookies
Cookie settings in Internet Explorer
Cookie settings in Firefox
Cookie settings in Chrome
Cookie settings in Safari
7. Your rights
- You have the right to object to us processing your data in some cases.
- You have the right to access confirmation that we are processing your personal data, along with a copy of any personal data we hold about you. In order to do so, you can submit a subject access request. We kindly ask that you do this via email (see Section 8).
- You have the right to correct any data about yourself that is incorrect or incomplete.
- You have the right to have your data erased. In order for us to do this, you must submit a request to us.
- You have the right to restrict the processing of your data, in certain cases.
- You have the right to portability whereby you can request to obtain the personal information we hold about you in an appropriate manner, or request that provide it to another controller on your behalf.
- You have the right to withdraw your consent.
- If you are unhappy with how we have used your data, please contact us (see Section 8) and we will be happy to assist with any concerns or issues you may have. If this is not satisfactory, you do have a right to contact a supervisory authority (e.g. Information Commissioner’s Office (ICO) in the UK).
8. How to contact us
If you have any queries regarding this, you can submit an enquiry to us at: firstname.lastname@example.org.