Privacy & cookies policy

In compliance with UK data protection regulations including GDPR, this privacy policy explains what personal information we collect from you when you visit our website or are a recipient of our services.

The Zenzero Solutions Limited group of companies is committed to processing personal information about its customers in ways that comply with its legal and regulatory obligations, and to being clear with customers about what it does with their personal information. Zenzero Solutions, Backbone UK and Backbone BG are governed by an Intra-group data sharing agreement which sets out the relationship between entities for the processing of personal data within the Group.

Data Collection

Zenzero Solutions Limited may collect personal information which we receive when:

• You use our website

• You use our services

• You contact us

• You are a recipient of our services.

We may collect the following types of information:

• Your name, address, email address, telephone number(s) and other contact details

• Information required to provide you with a service, and details of our services that you have used

• Your company’s name, your position in the company; the company’s address, company’s email address and telephone number

• Your payment information such as credit or debit card details and bank account details.

We collect personal information:

• Directly from customers: e.g. when a customer signs up to receive our services or registers on our website

• From publicly available sources: e.g. social media, internet services.

Website Cookies and Information collected by our website

Our website may collect the following information:

• Your name and appropriate contact information including email address, address, preferences and interests.

• Other information relevant to customer surveys and/or offers may also be requested.

We require this information to:

• Deliver your goods and services requested or contracted for.

• Understand your needs and provide you with more information for the product(s)/service(s) you have requested. Your information may also be stored in a CRM system for Internal record keeping.

• We may use the information to improve our products and services.

• We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.

• Meet our legal and regulatory obligations.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

• Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purpose.

• If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

How long do we keep your information?

We will only retain customers’ personal information for as long as it we need it to carry out a particular purpose or meet a particular obligation.  Our retention policy considers the purpose that the information relates to.  Once the information is no longer required it is securely archived or deleted as applicable.

Where is your data processed?

Your data will remain inside Europe.  Zenzero is a UK based company with cloud hosted data infrastructure, and servers based in the UK.  The Group has customers supported by an EU-based service desk handling customer queries and issues. However, Zenzero Solutions, Backbone UK and Backbone BG are governed by an Intra-group data sharing agreement which sets out the relationship between entities for the processing of personal data within the Group.

Security

While it is reassuring to know that your internal network is virus-free and secure, your organisation doesn’t work in a vacuum and many threats to security come via email or internet activity. We use secure cloud sharing services and firewall technology to protect your organisation from external threats. We also recommend and implement software such as Microsoft Office 365 to ensure safe sharing of information.

Website Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

External Links

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement.

You should exercise caution and look at the privacy statement applicable to the website in question.

Keeping your Information Safe and Secure

Zenzero Solutions Limited is committed to keeping customers’ personal information secure to protect it from being inappropriately or accidentally accessed, used, shared or destroyed, and against it being lost.

Third Party Access

Our Service Providers

This includes external third-party service providers, such as accountants, auditors, experts, lawyers, and other outside professional advisors; IT systems, support and hosting service providers; printing, advertising, marketing outsourced service providers that assist us in carrying out business activities. All our systems are located within the UK or EEA.

Marketing

If you have consented to receive marketing information, you may opt out later by writing to us at dataprotection@zenzero.co.uk

You have a right at any time to stop us from contacting you for marketing purposes.

Links to Other Websites

Our website may contain links to other websites of interest. However, you should note that we do not have any control over these other websites. Once you have used any of these links to leave our site, therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting these sites and such sites are not governed by this privacy statement.

Access to Personal Information

You may request details of personal information which we hold about you under the General Data Protection Regulation (GDPR). If you would like a copy of the information held on you please write to or email us.

We are committed to keeping your information up to date as far as is reasonably possible. However, if you believe that we have made an error, then please contact us and we will use reasonable endeavours to correct.

If you wish to have information held about you deleted, please write to us or email us with details of your request and we will meet your request where practicable, unless data is held for legal or regulatory purposes.

Contact us at

Please contact us if you have any questions about our privacy policy or about information we hold about you.  To make a request to Zenzero Solutions Limited for any personal information we may hold, we need you to contact us by writing to the address provided below:

Zenzero Solutions Limited, Innovation Centre, Warwick Technology Park, Gallows Hill, Warwick, CV34 6UW

Or by emailing us at dataprotection@zenzero.co.uk

If you are still not satisfied

Any complaints in relation to our use of your information; or response to your enquiry about our management of your information, can be sent to us in the first instance.  If we cannot address your concerns then the ICO, the relevant regulatory authority has guidance here: https://ico.org.uk/for-organisations/guide-to-freedom-of-information/complaints/

Changes to this Privacy Policy

We keep our privacy policy under regular review, and we will place any updates on this web page.

Cookies - Introduction

A cookie is a small file which asks permission to be placed on your computer’s hard drive.

Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies.

Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of our website.

Cookies deployed by our website:

• Ensure that functionality operates as intended

• Remember your choices and preferences during and between visits

• Allow you to share pages via social network widgets like Facebook, Twitter and LinkedIn

• Allow you to interact with our website by leaving comments or opinions

• Post enquiries via our Anti-Spam enquiry form

• Track your visit for statistical analysis, allowing us to improve the usability, speed and security of our website

Cookies are not deployed to:

• Collect any personal identifiable information (without your express permission)

• Collect any sensitive information (without your express permission)

• Pass data to advertising networks

• Pass personally identifiable data to third parties

• Pay sales commissions

Your consent for cookie deployment by our website.

Upon your first visit to our website, you may have noticed our banner alerting you to the use of cookies by our website. You have the option to continue using our website with the use of cookies or you can simply decline and opt out of cookie use. Below you can learn more about the specific cookies deployed by our website. For more information on the EU Cookie Law in the UK, we recommend visiting the Information Commissioner’s Office (ICO) website where you can find the latest information, guidelines and advice on the EU Cookie Law.

Social Network Sharing

We encourage users to share our content and/or like our on profile on the popular Social Media websites Facebook, Twitter, YouTube and LinkedIn. In order to make ‘Social Sharing’ accessible, our website utilises widgets either provided directly from the Social Networks and/or via amalgamative widgets from third parties. Cookies and privacy implications from the social networks vary and will be dependent on your nominated privacy settings with each Social Network. Social Sharing buttons will only deploy cookies if you are signed to that respective Social Network at the time of being on our website.

Analytical Tracking

Our website has Google Analytics installed which allows us to track and compile anonymous visitor statistics. The information collected ranges from simple traffic volume to the type of browser you are viewing our website with. This information is valuable to us not just for marketing analysis and quantification, but to improve the usability, security and load speed of our website content. Google Analytics is a popular, secure, flagship webmaster product from Google. The privacy and security of Google Analytics data is a high priority at Google that you can read more about on Google’s Analytics Data Safeguarding page. Google also offer a Google Analytics Opt-out Browser Add-on that will allow you to automatically Opt-out of all websites that track your activity via Google Analytics. No personal information is collected by Google Analytics.

Cookie Consent Check

As mentioned above, upon your first visit our website displays a banner at the top of the page alerting you about cookies being deployed by our website.

In order for our website to remember your choice of opting-in, we store an anonymous cookie to remove the alert banner for 28 days. To prevent this cookie being stored, simply click ‘decline’ and close the alert. If you have already accepted the alert and you wish to remove the cookie, please clear your cookies within your browser settings.

Enquiry Forms

Visitors can choose to contact us via enquiry form(s) on our website. In order to prevent spam enquiries, we protect our forms with a ‘CAPTCHA’ challenge to ensure the submission is from a living person, rather than a computer bot. This CAPTCHA challenge creates a cookie that is used only to check the input response from the user is correct. The CAPTCHA cookie does not store any other information from your enquiry.

Google Maps/Places

Our website may have our Google Maps/Places profile embedded within an iframe. Google Maps creates cookies that enable the functionality of their powerful mapping software. No personal information is stored or shared on the cookies deployed by Google Maps/Places.

Actual cookies deployed

Below is a table of information which lists all cookies deployed and used on our website.