Last updated: September 8, 2018
How we use personal data
This privacy notice provides information about the ways in which Support Renewals collects, stores, shares or keeps personal information provided by our customers. We are Support Renewals, a web service company registered in Ireland which provides a web platform for companies to keep track of and manage their various IT renewals that occur throughout the year. We can be contacted at:
- Support Renewals, Ashford, Co. Wicklow, Ireland
Overview and purpose
Support Renewals allows our users to record data in relation to their technology hardware, software and services support in order to provide them with alerting and support quotation services. In order to personalise interactions and to protect the confidentiality of a user’s renewals information, they will be required to provide a limited amount of personally identifiable information to create and maintain their account on the support renewals platform.
To allow our users to access the service, we require that they register using their full name and email address. The email address is used to facilitate the registration process and is used for all alerts and communications from the service. The full name is used to personalise the application and the communications sent.
We will use email and phone contact information to connect with current users of the platform as well as prospect users to provide information about new features on the platform, to promote articles of interest and for direct marketing.
The Support Renewals platform uses essential cookies to provide users with a consistent user experience as they navigate the website pages. A cookie is a block of data that a web server places on a user’s PC/laptop/tablet. Typically, it is used to ease navigation through the site and the user will be asked to explicitly accept the usage of cookies as part of using the Support Renewals platform. Cookie data is only used to support consistent sessions on the Support Renewals platform and is not used for user behaviour profiling or other information collection. We do not use third-party cookies. For more details on our Cookies, click here.
As part of the sign-up process for Support Renewals a user is required to provide limited personal information to allow us to identify them and to allow them to access the platform. All users will be required to provide their email address in order to uniquely identify them and to receive alert and quotation communications from us as part of the service. In addition, a user is required to provide their full name for us to address them in oral or written communications. These personal data items are processed under the legal basis of performance of the contract as they are necessary to allow a user to access and use the service.
We will contact individuals by email to promote use of the platform when new features are added to the platform or when articles of interest are published on the main website. We will collect email addresses for this purpose when users register and also from public sources. We may also purchase lists from reputable third party marketing agencies.
If, at any time, you wish to be excluded from marketing activities, you may remove your email details from this process by sending an email with the subject “Unsubscribe” to email@example.com.
All data relating to individual support/service contracts registered on the platform will be visible only to the platform users who registered them or another user whose access has been confirmed by a user with appropriate authority. Renewals data is processed to provide our users with an alerting service and optional quotation service to allow them to determine the most suitable support contract to meet their needs. We will share anonymised renewals data with third party vendors/service providers in order to provide the user with support and service quotations for hardware, software and services contracts that they have recorded on our systems. We may share aggregated anonymised renewals data with vendors/service providers to identify potential volume discounts for our users.
If a user chooses to terminate their Support Renewals service, they may do so by clicking on the Delete Account link on the Account Settings page in the platform. Personal accounts and renewals data will be retained for a period of 13 months from the date of account deletion.
Support Renewals is run on an AWS cloud platform. In Agreement with AWS, they have agreed to ensure that all data associated with the Support renewals service will be hosted on cloud infrastructure hosted within the EEA and will comply with European data protection legislation and regulations.
Support Renewals data is maintained in a database on secure cloud infrastructure. The database is strictly access controlled and all communication between the Support Renewals web service and the database is over a secure communications link.
Data Subject Rights
Under Irish Data Protection law, a user is entitled to exercise their rights with respect to personally identifiable data held on them by Support Renewals.
- Access and information – allowing the user to receive a copy of the personal data processed related to them
- Erasure – allowing users to have personal data related to them deleted providing that there is no legal obligation to retain it
- Rectification – allowing users to rectify their personal data if it is incorrect or out of date
- Portability – allowing users to download an electronic copy of their data in machine readable form
- Restriction and objection – allowing users to request that certain processing activities are paused or terminated
Should a user wish to exercise any data protection rights, they should send an email to firstname.lastname@example.org providing the necessary details to allow us to identify them and the data associated with them, at minimum:
- Email address: the email address that was registered on the Support Renewals platform – this should be the email address from which the request is sent.
- Full name: The first and last name as provided at registration or later updates via the self-service functions of the Support Renewals site.
- We may also require the user to provide a contact telephone number to send a decryption password where we send personal data over email. The contact telephone number will only be used for this purpose and will not be used for any other purpose.
We will respond to all requests within one month of receipt.
In the event that a user experiences issues how Support Renewals has fulfilled their data protection rights, they can send full details of issue or complaint to email@example.com and we will endeavour to resolve the complaint as soon as possible. We require the user to provide as much detail as possible about the issue along with a contact email address and telephone number in order to contact the user directly in the resolution of the complaint.
All complaints will be treated in the strictest confidence.
Should any user feel that their data protection rights have not been appropriately addressed, they have the right to complain to the Irish Data Protection Commission on:
- Data Protection Commission, Canal House, Station Road, Portarlington, Co. Laois, R32 AP23, Ireland
Further details on making a complaint to the Irish Data Protection Commission are available at: https://www.dataprotection.ie/documents/gdpr_forms/Raise_a_Concern_with_Us_Form.pdf