Legal & Privacy Policy

Terms and Conditions for use of this site

All users of the Advanced Computer Software Group Limited website are advised of the following terms and conditions of use.

The content and design of the website pages are subject to copyright owned by Advanced Computer Software Group Limited or used under licence from third party copyright owners. You are welcome to print pages for your personal use but no part of this website may be reproduced or transmitted for any other purpose.

From time to time this Website may also include links to other websites. These links are provided in order to enhance the interest of other featured content and are not intended to signify that Advanced Computer Software Group Limited endorses or otherwise has any responsibility for the content of the linked website. Your use of this website and any dispute arising out of its use is subject to the laws of England and Wales.

This website is made available for public viewing on the basis that Advanced Business Solutions excludes to the maximum extent permitted by law all liability whatsoever for any loss or damage howsoever arising out of the use of this website or reliance upon the content of this website.

Privacy Statement

Your Right to Privacy

Date: 25th May 2018

At Advanced Computer Software Group Limited, we recognise the importance of protecting your personal information and we are committed to safeguarding your privacy.

Our privacy policy ensures we protect the trust you place in us when you provide us with your personal information.

Our privacy policy reflects the spirit and content of the General Data Protection Legislation.

We understand that individuals are concerned about privacy, so we have instituted policies intended to ensure that their personal information is handled in a safe and responsible manner.

As we continue to develop our processes and take advantage of technologies to improve the services we provide, it may be necessary to modify our policy. We therefore encourage you to refer to this policy on a regular basis so that you understand our current privacy policy.

Scope

This Statement applies to Customer Information only.

Any references to ‘we’, ‘us’ or ‘our’ in this Statement refer to Advanced and its subsidiaries.

Any references to ‘you’ or ‘your’ refers to the individuals for which Advanced processes Personal Data.

Definitions 

Statement

Statement means Privacy Statement. In this Statement, we explain how we collect, store, use, maintain and retain Customer Information.

As a Data Processor, we will process all Customer Data strictly on behalf of our customers in accordance with our contractual agreements with them and/or as required or permitted by law.

Customer

Customer refers to the existing customer of Advanced who have purchased our products and services.

Marketing Leads & Prospective Customers

These are the individuals who are not our existing customers but receive marketing communications from us, based on our legitimate interest or their consent via opt-in (and who may subsequently receive marketing communications from us or our selected partners (again based on our legitimate interest or where it has been expressly consented to). The Personal Data of these individuals is collected through lead generation by our marketing team or via third party data providers.

Customer Information

Customer Information means Personal Data we collect from visitors to our websites and data we collect about our existing customers, marketing leads and prospective customers in the course of our marketing activities.

Advanced is the Data Controller in relation to Customer Information.

Customer Data 

Customer Data means Personal Data which our customers and/or their end-users input or upload into the customer portals or services provided to them by Advanced. This does not include Customer Information collected directly by Advanced for business activities such as sales and marketing. 

Advanced is Data Processor in relation to the Customer Data.

All Customer Data is processed in accordance with the Services Privacy Statement published on our products and services.

Services Data

Services Data means the data that resides on Advanced, customer or third party systems to which Advanced is provided access to perform services, including cloud environments, test environment, development and production environments, in order to perform any of the services, including but not limited to:

  1. Consultancy & Training
  2. Professional services
  3. Support services 
  4. Hosting
  5. IT and Administrative operations
  6. Technical Services
  7. Managed Services

Advanced is Data Processor in relation to Services Data and treats it in accordance with the terms of the contractual agreement with you.

Personal Data

Under the EU’s General Data Protection Regulation (GDPR) Personal Data is defined as:

“any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

Data Processor

Under the EU’s General Data Protection Regulation (GDPR) Data Processor is defined as:

“data processor, in relation to personal data, means any person (other than an employee of the data controller) who processes the data on behalf of the data controller.”

Data Controller

Under the EU’s General Data Protection Regulation (GDPR) Data Controller is defined as:

““data controller” means a person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal data are, or are to be processed.”

Data Processing Activities

   1.   Mobile App Users
   2.   Customers, Marketing Leads & Prospective Customers
   3.   Visitors to our Website
   4.   Visitors to our Offices
   5.   Other individuals who contact Advanced
   6.   Suppliers and Sub-contractors
   7.   Partners and Resellers
   8.   Staff
   9.   Job Applicants

1.Mobile App Users

Mobile apps have their own privacy statements explaining why and how personal data is collected and processed by those apps. Please refer to the privacy statement provided within those applications. 

2.Customers, Marketing Leads & Prospective Customers

How we use Customer Data and Services Data?

If you are an existing Customer and want to know how we process personal information in relation to our products and services, please see our Services Privacy Statement. Please note that this is only applicable to existing customers who are hosted by Advanced.

How we use Customer Information?

Existing Customers: We use Customer Information for marketing purposes to make our Customers aware of new products, offers, events and product upgrades that they might find useful. We also send relevant business communications and support related information to keep you informed about our services and business updates and certain products and services provided by our selected partners.

Marketing Leads & Prospective Customers: We use your Personal Data for marketing purposes to make our prospects aware of products, offers, events that they might find useful. We also send relevant business communications to keep you informed about our services and business updates and certain products and services provided by our selected partners.

The Personal Data we collect from Customers, Marketing Leads and Prospective Customers will be used for the following purposes:

  • Direct Marketing
  • Updates regarding products and services 
  • Providing our products and services via our selected sales and delivery partners
  • Event Invites
  • Surveys 

Our legal basis for processing your Personal Data:

  • Legitimate interest – telemarketing, B2B/B2G email marketing
  • Consent - email marketing based on individual opt-in (and please also see data sharing below)

Any legitimate interests pursued by us, or third parties we use or selected partners that we work with, are as follows:

  • Promoting our products
  • Product upgrades and updates to existing customers

The legitimate interests specified above are related to the products and services you currently use from Advanced (if you are an existing Customer), products and services provided by Advanced that you don't currently use or products and services that would be of interest to your company, the sector you operate in or the job role you hold.

We do not collect or process special categories of Personal Data (as defined in GDPR) for marketing activities.

Under what circumstances will Advanced contact you?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimize the risk of un-authorised access or disclosure.

Retention Period

Existing Customers: Advanced will process and store Personal Data for marketing purposes as long as you are a customer of Advanced and use our products and services. However, if you choose to opt-out of communications, we will remove your details from our marketing database. 

Leads & Prospective Customers: If Advanced received your data from a third party (Third Party Data/Lead Generation Provider), your data will be processed and stored for one year or the length of the contract with the data provider. If Advanced collected data directly from you and you opted in to receive marketing communications from us, we will store and process your data as long as you do not opt-out.

3.Visitors to our Website 

How we use your information?

We collect and use your Personal Data to provide you with information and advice about products or services that you may request using the Contact Form on the website. We also use cookies to help us provide you with a personalised service, and to help make our websites, applications and services better for you. Click here to view our Cookies Policy.

We may also collect non-personally identifying information about your visit to our websites based on your browsing activities. This information may include the pages you browse and products and services viewed. This helps us to better manage and develop our sites, to provide you with a more enjoyable, customized service and experience in the future, and to help us develop and deliver better products and services tailored to your individual interests and needs.

Retention Period

Advanced will process and store Personal Data for marketing purposes, if you opt-in to receive marketing communications from us, as long as you do not opt-out. If you do not opt-in, but choose to get in touch with us using the Contact Us form on our website, we will retain your data for 12 months in order to communicate with you.

4.Visitors to our Offices

We endeavour to keep our premises secure by deploying appropriate security measures such as building access control, CCTV and maintaining visitor records.

How we collect and use your data?

CCTV surveillance is in place at the head office based at Ditton Park, Slough. The only areas covered by the CCTV are the front office and the NOC room. The images captured are securely stored and only accessed on a need-to-know basis by authorised personnel.

The front office at Advanced located at Mailbox, Birmingham is also under CCTV surveillance, but this is installed and maintained by the building management. Advanced is not the owner of this CCTV equipment or the data collected by it. However, executive members of the Advanced staff can request access to the relevant CCTV images for security reasons, if and when required.

We require visitors to our offices to sign in at reception. Our visitor records are securely stored and only accessible on a need-to-know basis.

Retention Period

CCTV recordings are automatically overwritten after 3 months unless they are required to be kept for an investigation resulting from an identified issue.

Visitor records (hard copy registers) maintained by reception are kept up to 2 years from the date on which the register is full.

5.Other individuals who contact Advanced

Individuals, who are not our data subjects, may contact us via phone, email or other means for various reasons of their own. In such cases, the individual is in control of the information they provide and we will only use the data for the purpose of responding to the communication.

6.Suppliers and Sub-contractors

We process personal data about our suppliers, including sub-contractors and other individuals associated with both, (our ‘Supplier’ or ‘Suppliers’) who are directly or indirectly involved in providing services to Advanced.

How we use Supplier personal data?

We use Supplier personal data for the following purposes:

  1. Receiving Services: We receive and process personal information from our Suppliers about their staff as necessary to receive services from our Suppliers.
  2. Providing relevant services to our clients: we process Supplier personal data in order to deliver services to our customers, whereby Suppliers are involved in delivering those services.
  3. Managing business and business services: we process personal data to manage our relationship with our Suppliers and developing business and services. This includes processing personal data for maintaining and using IT systems, website administration, application management and other business activities.
  4. Information Security, Quality & Risk Management: personal data may be processed as part of our strategy and schedules to maintain quality, manage risks and deploy security measures. This includes activities such as vulnerability scanning, quality monitoring, auditing, and supplier security assessments. Any data that we process under this provision will be processed in compliance with the contractual agreement(s) with our Suppliers.
  5. Legal & regulatory compliance: Subject to business-specific legal and regulatory requirements, we are required to process personal data and maintain records containing personal data.

Retention Period

We retain personal data processed by us for as long as necessary for the purpose for which it was collected in line with our contractual agreement with our Suppliers.

We may retain personal data for longer periods where required by applicable law or regulation or to establish, exercise or defend our legal rights as provided for in the data protection legislation. 

7.Partners and Resellers

We process personal data about our channel partners, including resellers and other individuals associated with both (our ‘Partner’ or ‘Partners’), who are directly or indirectly involved in purchasing products and services from Advanced.

How we use Partner personal data?

We use your Partner personal data for the following purposes:

  1. Providing Services: We receive and process personal information from Partners about their staff as necessary to provide products/services to our Partners.
  2. Providing relevant services to Partner clients: we process Partner personal data in order to deliver services to Partner customers, whereby youthe Partner is involved in delivering those services.
  3. Managing business and business services: we process personal data to manage our relationship with our Partners and developing business and services. This includes contacting Partners with updates regarding new products and offers.
  4. Legal & regulatory compliance: Subject to business-specific legal and regulatory requirements, we are required to process personal data and maintain records containing personal data.

Retention Period

We retain personal data processed by us for as long as necessary for the purpose for which it was collected in line with our contractual agreement with the Partners.

We may retain personal data for longer periods where required by applicable law or regulation or to establish, exercise or defend our legal rights as provided for in the data protection legislation.

8.Staff

We collect and process Personal Data of our staff for employment, administrative and management purposes. 

The details of our processing activities for staff are provided in the Privacy Notice for staff available on the Advanced Hub.

9.Job Applicants

Our recruitment privacy policy is displayed on the Careers page when you apply for a job. Additional information is also provided during relevant stages of the recruitment process.

Data Sharing

Will Advanced share your personal information with anyone else?

We may pass your Personal Data on to:

  1. Other member firms of the Advanced group for the relevant purpose(s). All the member firms have a consistent data protection framework and comply with the data protection legislation.
  2. Third-party service providers or selected sales or delivery partners contracted to Advanced in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to contact you for marketing purposes that you have either consented to or that we or they have a legitimate interest in or requirement to fulfil the service they provide to you on our behalf, such as cloud storage, event check-in and monitoring. When you opt out or they no longer need your Personal Data to fulfil any relevant service, they will dispose of the Personal Datain line with Advanced’s procedures.  If we wish to pass your sensitive Personal Data (as defined in the GDPR) on to a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.
  3. Auditors and other professional advisers.
  4. Law enforcement or other government and regulatory agencies or to other third parties as required by, or in accordance with, the applicable law or regulation.

Data Transfer outside EEA

Advanced has offices and subsidiaries outside EEA and we share data with authorised personnel at these offices on a need-to-know basis. We have deployed appropriate safeguards in compliance with the data protection legislation in order to be eligible for data transfer to our offices outside EEA.

We also use third-party applications or cloud based service providers located outside EEA. In all such instances, we ensure that there are appropriate safeguards in place in line with the data protection legislation. 

Security

Information security is an integral part of our business. We adopt industry best standards and have implemented an Information Security Management System based on the requirements of ISO 27001 to ensure we have the relevant controls to keep our data secure. We have robust policies and processes which have been verified by a UKAS accredited certification body. To ensure our commitment to security, the policies have been endorsed by our senior management and are embedded into our working culture.

Data Subject Rights

Right to Access

Advanced, at your request, can confirm what information we hold about you and how it is processed. This right can be exercised by:

We will aim to respond to any requests for information promptly and within the time limits required by the data protection legislation and other applicable law. Please note that you will be required to verify your identity in order to receive the information.

Right to Rectification

Existing Customers: You may update your data by amending your personal details held within the relevant application or via any suitable customer support portal that you may have access to as an Advanced customer. Alternatively, you can contact the Support Desk to get your details rectified.

Visitors to our website, Leads and Prospective customers: You may update your personal information submitted via our corporate website by contacting us via the Contact Form on our website.

Job applicants: Refer to the recruitment privacy policy on careers page.

Others: Please email us at dataprotection@oneadvanced.com.

Subject to applicable law and regulations and applicable checks, we endeavor to update our records based on the accurate information provided by you.

Right to object 

You have the right to object to direct marketing based on legitimate interest. We use legitimate interest as the lawful basis for direct marketing. You can opt-out of this anytime by following instructions provided here.

Withdrawal of consent

We do not rely on consent for our processing activities except for certain email marketing activities. In such an instance, you have the right to withdraw consent at any time. You can do this by following instructions provided here or clicking on unsubscribe link in the relevant email that you received from Advanced.

Right to be informed

This Privacy Statement is intended to provide you with information about the personal data we collect about you, and how it is used. We intend to keep this Privacy Statement updated to reflect any change(s) in our processing activities.

Other Rights

In addition to the rights specified above, you also have other rights such as a right to erasure, right to restrict processing, and right to data portability.

If you wish to exercise any of these rights, please contact:

Complaints

We have worked hard towards establishing an efficient data protection compliance framework within our organisation and comply with our obligations towards processing Personal Data. However, if you have any questions or concerns regarding this Privacy Statement or if you want to complain about our use of Personal Data, please contact us at:

Data Protection Office
Security & Compliance Team
The Mailbox
101 Wharfside Street
Birmingham
B1 1RF

Email: dataprotection@oneadvanced.com

You also have the right to lodge a complaint directly with the supervisory authority (Information Commissioner’s Office). Please visit the ICO website for further information.

Disclaimer

We reserve the right to change, modify, add or remove parts of this Privacy Statement in line with any update in our processes or in compliance with any new applicable regulation. However, we would notify you of these changes by indicating the date on which the Statement was posted. We recommend that you visit this Statement occasionally in order to see the latest version.

Contact Details

If you have any questions or concerns regarding this Privacy Statement or if you need to access, update, change or remove Personal Data (Customer Information) that we control, please contact the DPO:

Data Protection Office
Security & Compliance Team
The Mailbox
101 Wharfside Street
Birmingham
B1 1RF

Email: dataprotection@oneadvanced.com

Corporate Information

Holding Company

Advanced Computer Software Group Limited is a company registered in England and Wales under company number 05965280, whose registered office is Ditton Park, Riding Court Road, Datchet, SL3 9LL

Subsidiaries

UK

Advanced Business Software and Solutions Limited (trading as Advanced) is a company registered in England and Wales under company number 3214465, whose registered office is Ditton Park, Riding Court Road, Datchet, SL3 9LL.

Compass Computer Consultants Limited (trading as Advanced) is a company registered in England and Wales under company number 2211500, whose registered office is Ditton Park, Riding Court Road, Datchet, SL3 9LL.

ConsultCRM Limited (trading as Advanced) is a company registered in England and Wales under company number 4977774, whose registered office is Ditton Park, Riding Court Road, Datchet, SL3 9LL.

Advanced Health and Care Limited (trading as Advanced) is a company registered in England and Wales under company number 2939302, whose registered office is Ditton Park, Riding Court Road, Datchet, SL3 9LL. 

Advanced 365 Limited (trading as Advanced) is a company registered in England and Wales under company number 2124540, whose registered office is Ditton Park, Riding Court Road, Datchet, SL3.

V1 Limited (trading as V1) is a company registered in England and Wales under company number 2443078, whose registered office is Ditton Park, Riding Court Road, Datchet, SL3 9LL.

Computer Software Group Limited (trading as Advanced) is a company registered in England and Wales under company number 4023140, whose registered office is Ditton Park, Riding Court Road, Datchet, SL3 9LL.

Transoft Group Limited (trading as Advanced) is a company registered in England and Wales under company number 1974716, whose registered office is Ditton Park, Riding Court Road, Datchet, SL3 9LL.

Advanced Ticketing Limited (trading as Advanced) is a company registered in England and Wales under company number 3830932, whose registered office is Ditton Park, Riding Court Road, Datchet, SL3 9LL.

Advanced Legal Solutions Limited (trading as Advanced) is a company registered in England and Wales under company number 1738381, whose registered office is Ditton Park, Riding Court Road, Datchet, SL3 9LL.

OPSIS Practice Management Solutions Ltd (trading as Advanced) is a company registered in England and Wales under company number 2498463, whose registered office is Ditton Park, Riding Court Road, Datchet, SL3 9LL.

Ireland

Cobaltside Limited (trading as Advanced) is a company registered in the Republic of Ireland under company number 520848, whose registered office is Unit 5 (B) Sandyford Business Centre, Blackthorn Road, Sandyford, Dublin 18, IRELAND.

OPSIS Limited (trading as Advanced) is a company registered in the Republic of Ireland under company number 220761, whose registered office is Unit 5 (B) Sandyford Business Centre, Blackthorn Road, Sandyford, Dublin 18, IRELAND.

USA

OneAdvanced, Inc. (trading as Advanced) is Georgia company, registered under company number K200106, whose registered office is at 3200 Windy Hill Road, Suite 230 West, Atlanta Ga 30339. 

Singapore

Advanced Business Software and Solutions Pte Ltd (trading as Advanced) is a company registered in Singapore under company number 199903747N, whose registered office is at 190 Middle Road, #11-02, Fortune Centre, Singapore, 188979

India

Advanced Business & Healthcare Solutions India Private Ltd (trading as Advanced) is a company registered in India under company number U72900KA2001PTC028589, whose registered office is at 6th Floor, Tower C, IBC Knowledge Park, 4/1, Bannerghatta Main Road, Bangalore 560 029