Our Privacy Notice

Our Privacy Notice

Last updated: September 2022

Our Contact Details

Name:  i3Works Ltd 
Registration No. SC477423
Registered Office Address:  
33 Kittoch Street 
East Kilbride 
Glasgow 
G74 4JW 

E-mail: 

Introduction and General Terms

We are committed to protecting your personal information, and you can be assured that it will only be used in accordance with this privacy notice. This privacy notice relates to our use of your personal information when we contact you, or you contact us about our services.

To provide you with the full range of services, we sometimes need to collect information about you.

This privacy notice explains:

• The source of where we receive personal information 

• What information we may collect about you and the legal basis for doing so 

• How we will use the information we collect about you and why 

• How long we will retain your information  

• Whether we will disclose your details to anyone else 

We are committed to safeguarding your personal information. Whenever you provide such information, we are legally obliged to use your information in line with all applicable laws concerning the protection of personal information; these laws are referred to collectively in this privacy notice as "data protection laws".

 

Who We Are

i3Works is a UK-based business which provides management consultancy and captures digital user needs, implementing software solutions, providing trusted services across sectors ranging from health and defence, to public sector, oil, gas and nuclear. When we refer to ‘’we’’ or ‘’our”, we are referring to i3Works Limited.   i3Works is Registered with the UK Information Commissioner’s Officer Registration Reference: ZB313107

 

What Information We Collect

In order to provide you with services and communications suited to your needs, we require information about you. Typically, we collect this information directly from you as you use our website or other communication platforms. For the purposes mentioned in our privacy notice, we collect the following groups of information about you:

Your Basic Identification & Contact Details
This may include your name, company, address, telephone number, email address and other information that you provide us.
 

Information about your Customer Relationship with us
This may include information about your previous purchases of our services, your billing information, information about i3Works events you have participated in, and feedback you have participated in and feedback you have given us.  Case References, studies, testimonials, newsletters, and videos.

Occasionally we may process personal information that hasn’t been collected directly from you. All personal information is obtained from verified sources and will only be processed if a suitable legal basis has been established. We use the following sources:

• Affiliate/Partner Programs
• Associations
• Open sources such as your company website or a publicly available website, such as LinkedIn, Facebook, Twitter etc.
• Third-party data suppliers

 

How we use your personal information

We use your information in a manner consistent with the original purpose of collection. For instance, we may send information about our services to existing customers whose contact information we have obtained over the course of our customer relationship with them. We may also send marketing emails to persons who have expressed an interest in our services, or whom we believe to otherwise be interested in our products or services in line with the Privacy and Electronic Communications Regulations 2003. 

We collect and use your personal information for our legitimate business purposes of communicating with you, to help with your enquiries and fulfilling your requests for services and/or for full-filling contractual purposes. We have completed a comprehensive assessment and implemented measures to ensure our interests do not affect your right to privacy.  

 You may provide us with information when applying for a job and about requesting reasonable adjustments you may require under the Equality Act 2010.  The lawful basis we rely on for processing this information is article 6(1)(c) of the UK GDPR to comply with our legal obligations under the Act.   

Any business opportunity, documentation or agreeing to consent to participate in literature, relating to the Company’s actual or anticipated business opportunities, belongs to the Company.  

 

How long we keep your information for

We will hold your personal information on our systems for as long as is necessary to maintain our relationship. Unless you choose to withdraw your personal details before this time, your personal data will be held in accordance with our data retention policy, unless required to be retained by law. A periodic review will be carried out to ensure all information held remains relevant, accurate and up to date.

 

Who might your information be shared with

We will keep your information within i3Works and will only share it where you have requested it, it is required by law or you have given your consent. We use data processors who are third parties who provide elements of services for us and we have contracts in place with our suppliers of processing. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.  We may also share your information across the i3 Group and its commercial subsidiaries, as outlined below, where this is necessary to provide you with a service you have requested. 

 

What information might be shared within the i3 Group

Information relating to your basic identification, contact details and Information about your customer relationship with us may be shared for the purposes of sales and marketing.

 

Sending Data Outside the EEA

The UK now controls our own data protection legislation and regulations (since Brexit).  We ensure our data protection regime is as good as it can be in line with the government's Ten Tech Priorities.  We fully support a world-leading digital economy and society whilst underpinning the trustworthy use of data.   

We may transfer personal information to countries outside of the  United Kingdom (UK), which may not have the same data protection laws as those of the UK. Where we transfer personal information to countries outside of the UK, we will take appropriate steps to ensure the personal information is afforded the same level of protection as described in our privacy notice(s). We rely on adequacy decisions or any adequate data transfer mechanisms adopted by the European Commission or a supervisory authority for transfers outside of the  UK in line with Section 109 of the Data Protection Act 2018. 

 

Legal Basis for Processing: 

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information are:  

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting DPO@i3works.co.uk 

(b) We have a contractual obligation. 

(c) We have a legal obligation. 

(d) We have a vital interest. 

(e) We need it to perform a public task. 

(f) We have a legitimate interest. 

 

Cookies  

When you interact with our website, we try to make that experience straightforward and meaningful. Cookies are small pieces of information that are issued to your computer or mobile device when you visit a website and that store and sometimes track information about your use of the website.   

Some Cookies are strictly necessary to make our website available to you ("Essential Cookies"). For example, to remember your consent and privacy choices. We cannot provide our Services without these Essential Cookies.  

We also use Cookies for functional purposes in order to maintain and improve our Services or improve your experience, and for marketing purposes (collectively "Nonessential Cookies"). Some of the Non-Essential Cookies used are set by us, to collect and process certain data on our behalf, and some are set by third parties and our Social Networking Services.  

A banner is displayed giving a) clear information about the purpose, storage & access to the cookie and b) has given consent in line with Article 4(11) of the UK GDPR, before it captures data. 

Further information can be found in our cookies policy

 

Analytics   

We use third-party web analytics services on our website, such as those of Google Analytics, to help us analyse how users use our website, including by noting the third-party website from which you arrive, and provide certain features to you. The information (including your IP address) collected by the technology will be disclosed to or collected directly by these service providers who use the information to evaluate your use of the Services. To prevent Google Analytics from using your information for analytics, you can install the Google Analytics opt-out browser add-on by clicking here. Google's ability to use and share information collected by Google Analytics about your visits to the Site is restricted by the Google Analytics Terms of Use and the Google Privacy Policy

 

Your Rights

Under UK GDPR  you have a number of rights in relation to your personal information. In relation to a  rights request, we will ask you for information to confirm your identity and, where applicable request you define your request, to help us to search for your personal information. Except in rare cases, we will respond to you within one (1) month after we  , after we have received your verified request. This section explains what rights they are and how you can use them, if you wish.

 

Accessing Your Personal Information

You have the right to request a copy of the personal information that we hold about you, unless prohibited by law. This is known as a Data Subject Access Request (DSAR). If you wish to request a copy of your personal information. please address requests to the email address below.

 

Correcting & Updating Your Personal Information

The accuracy of your information is important to us. If you change your name or address/email address, or you discover that any of the other information we hold is inaccurate or out of date, please contact us using the email address below.

 

Erasing your personal information or restricting its processing

You may ask for your personal information to be removed from our systems. Unless there is a reason that the law allows us to use your personal information for longer, we will make reasonable efforts to comply with your request. You may also ask us to restrict processing your personal information in the following situations:

• Where you believe we have unlawfully used your personal information and you choose not to elect for your information to be erased
• While we are verifying the accuracy of the information following a contest of accuracy
• You objected to us processing your personal information and we are considering whether our legitimate grounds override your decision
• You have objected to its use and our investigation is pending or you require us to keep it in connection with legal proceedings

In the above situations, we may only store your personal information and must not continue to process it unless we are legally obliged to do so.
 

In these situations, we may only store your personal information and not further process whilst the restriction is in place. Unless we have your consent or are legally permitted to do so, for example to protect the rights of another individual or company or in connection with legal proceedings. 

 

The Right to Data Portability  

This right allows individuals to obtain and reuse their personal data for their own purposes across different services. It allows them to move, copy or transfer personal data easily from one IT environment to another in a safe and secure way, without affecting its usability. The right only applies to information an individual has provided to i3Works, have the consent of the individual or we have refused under the grounds that we are required to retain the personal data for the performance of a contract. We can transmit personal data in a structured, commonly used, and machine-readable formats using secure methods to transmit personal data from one Data Controller to another Data Controller. Portability does not apply where the personal data is required to be retained for a legal obligation or in a public task.

If you wish to exercise any of these rights please address your request to DPO@i3Works.co.uk. We will endeavour to complete your request as swiftly and diligently as possible and in line with regulatory timescales.

 

Right to Lodge a Complaint

If you are unhappy with the handling of your Data Subject Rights (DSR) request you can request a review within 40 working days of receiving your initial response.  If you wish to do this, you must do so in writing, identifying the decision that you wish to be reviewed or the aspect of the handling of your request that you are unhappy with.  Please address your request for review to: 

  

The Data Protection Officer 

i3Works Ltd 

Via email:  DPO@i3Works.co.uk 

If you are dissatisfied with the outcome of any review carried out by i3Works in relation to information that we hold about you, you may wish to appeal to the UK Information Commissioner (ICO) who oversees the UK General Data Protection Regulations. If you wish to do this, please write to the Information Commissioner’s Office as soon as possible after receiving the outcome of your review.   

The Information Commissioner’s Office can also give you general information and advice about your rights to access information that is about you, and they can be contacted at: 

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

Tel:  0303 123 1113

 

Charitable Involvement 

We have linked up with Jubilee Tree Council and Blue Print for All.  The Jubilee Partner of The Tree Council: a charity and umbrella body with a mission to care for trees, and official delivery partner of The Queen’s Green Canopy.  The Jubilee Partner initiative is a way for companies to support her majesty’s commitment to encourage people plant trees for her platinum jubilee.  We are also supporting Blueprint For All, formerly the Stephen Lawrence Charitable Trust, as a corporate partner. The charity works with disadvantaged young people and communities to help build a future where talent is respected and nurtured irrespective of where it comes from. 

For more information check out their website: 

The Queen’s Green Canopy (queensgreencanopy.org) 

Support us | Blueprint for all

 

Further use

If we wish to use your personal data for a new purpose, not covered by our privacy notice(s), we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where necessary, we will seek your prior consent to the new processing.

 

Changes to our privacy notice

This privacy notice may be updated from time to time so you may wish to check it each time you submit personal information to us. The date of the most recent revisions will appear on this page. If material changes are made to our privacy notice(s), for instance affecting how we would like to use your personal information, we will provide a more prominent notice (including email notification of the changes to the notice).

 

Logos & Copyright 

The use of any of i3Works Ltd logos on any document or in association with any information signifies that the document or information has been prepared or approved by i3Works Ltd.  Use of any of i3Works Ltd logos without i3Works Ltd consent infringes the copyright held in respect of the logos. No permission will be granted for the use of the logos nor will reproduction of the logos in any form be allowed unless i3Works determines that: 

• the material on which the logos is to be used and 

• the use of the logos on such material have been expressly approved by i3Works.  

• Unless otherwise stated i3Works owns the copyright in all material on this site.
  
   

Contacting us

If you have any questions or comments regarding the content of this privacy notice, please contact info@i3Works.co.uk.

Or alternatively:

The Data Protection Officer
i3Works Limited
62 Queen Square
Bristol
BS1 4JZ