1. About us

Netgenium Ltd (trading as “Netgenium” or “Netgenium Systems”) is registered in England and Wales (company number 12497033). Our address is Unit 2 Alston Road, Washington, Tyne and Wear, NE38 8QH.

We are the controller of the personal data described in this notice. This means we decide how and why it is used.

Our Managing Director, Paul Anderson, has overall responsibility for data protection. We have not appointed a Data Protection Officer; our Financial Controller handles data protection queries.

This notice does not cover our staff or job applicants, who are covered by a separate Staff Privacy Notice.

For any questions about this notice or how we use your data, contact our Financial Controller:

– Email: office@netgenium.co.uk
– Phone: +44 (0) 191 603 0000
– Post: Financial Controller, Netgenium Ltd, Unit 2 Alston Road, Washington, Tyne and Wear, NE38 8QH

2. The personal data we hold

Depending on how you deal with us, we may collect:

– Contact details: name, job title, employer, business address, email address and telephone numbers
– Order and account details: quotes, orders, deliveries, returns, warranty claims and support requests
– Payment details: invoices, payments and, for sole traders or partnerships, bank details
– Communications: emails, phone calls, messages sent through our website contact form, and any attachments you send us
– Marketing preferences: whether you have opted in to or out of receiving information from us
– Website data: IP address, browser type, device information and the pages visited (see section 5)

We collect this data:

– directly from you, when you make an enquiry, place an order, supply goods or services, or contact us
– from your employer or colleagues, where they give us your details as a contact
– from publicly available sources, such as company websites and Companies House
– automatically, when you use our website

We do not knowingly collect special category data (such as health information) about customers, suppliers or website visitors.

You do not have to give us your personal data. If you don’t, we may not be able to answer your enquiry, supply goods or services, or meet our contract with you or your employer.

3. How we use your data and our lawful bases

We use your data for the following purposes, on the lawful bases shown:

– Responding to enquiries and providing quotes: legitimate interests in responding to business enquiries; steps before entering a contract
– Processing orders, deliveries, returns and warranty claims: contract; legitimate interests where the contract is with your employer
– Providing technical support and after-sales service: contract; legitimate interests
– Buying goods and services from suppliers: contract; legitimate interests in managing our supply chain
– Invoicing, taking payments and keeping accounting records: contract; legal obligation
– Managing our relationship with customers and suppliers: legitimate interests in running our business
– Sending information about our products and services: legitimate interests or consent (see section 4)
– Running, securing and improving our website: legitimate interests in running a secure, working website
– Preventing fraud and protecting our business: legitimate interests; legal obligation
– Dealing with legal claims or meeting legal and regulatory requirements: legal obligation; legitimate interests

Where we rely on legitimate interests, we have balanced our interests against your rights. You can ask us for details of that assessment.

We do not make decisions about you based solely on automated processing, including profiling.

When we act on behalf of our customers

When we install, configure or support systems for customers, we may have access to personal data held on those systems. In that case, our customer is the controller and we act as its processor.

As a processor, we only process that data on our customer’s documented instructions and under a written contract. We keep it confidential and secure, only use sub-processors the customer has approved, and tell the customer without undue delay about any breach.

The customer’s own privacy notice applies to that data. Questions about it should go to the customer.

4. Marketing

We may send business contacts information about our products and services where the law allows. For contacts at companies, we rely on legitimate interests. For sole traders and individuals, we only do so with your consent or where you have bought similar products from us.

Every marketing email includes a way to opt out. You can also opt out at any time by emailing office@netgenium.co.uk.

If you opt out, we keep a record of this so that we do not contact you again.

5. Our website

Server logs. When you visit our website, our hosting provider’s servers record technical information such as your IP address, browser type, the pages you request and the date and time. This is used to deliver the website and keep it secure.

Website statistics. We use Plausible Analytics to count visits and see which pages are most popular. Plausible does not use cookies, and we receive only totals, not information that identifies you.

Cookies. Our website only uses cookies that are needed for it to work, such as the cookie that remembers you have closed our cookie message. These cookies do not need your consent. We do not use advertising or tracking cookies.

Contact form. Our contact form is provided by Mailchimp (Intuit Inc.), which stores the details you send on our behalf. We use them to reply to your enquiry, and keep them as set out in section 7.

Links to other websites. Our website links to other websites, including our pages on LinkedIn, Facebook and X (Twitter). We are not responsible for their privacy practices, so please read their privacy notices.

6. Who we share your data with

We share your data only where necessary, with:

– our IT and software providers, including Microsoft (Microsoft 365), Zoho (CRM and service desk), Mailchimp (our website contact form), Plausible Analytics (website statistics) and our website hosting provider
– couriers and delivery companies, to deliver orders
– manufacturers and distributors, where needed for warranty claims, returns or technical support
– our bank and payment providers
– our accountants, auditors, insurers and legal advisers
– HMRC, the police or other authorities, where the law requires it
– a buyer or successor, if our business is sold or restructured

Our service providers may only use your data on our instructions and must keep it secure under a written agreement.

Some of our providers may process data outside the UK, for example in the European Union or the United States. Where this happens, we make sure the transfer is covered by UK adequacy regulations (including the UK-US data bridge) or appropriate safeguards, such as the UK International Data Transfer Agreement or Addendum. You can ask us for details.

We do not sell your personal data.

7. How long we keep your data

We keep your data only as long as we need it, in line with our Data Retention Policy and Schedule. The main periods are:

– Customer and supplier contact details: 2 years after our last contact
– Enquiries, including contact form messages, that did not lead to an order: 2 years after our last contact
– Invoices, payments and other accounting and VAT records: 6 years after the end of the financial year they relate to
– Marketing preferences: while we rely on them; opt-out records for as long as we carry out marketing
– Website server logs: deleted automatically by our hosting provider after [CHECK: number] days
– Website statistics: totals only, with no personal data

We may keep data longer where it is needed for an actual or expected legal claim or investigation.

8. Keeping your data secure

We use appropriate technical and organisational measures to protect your data, including access controls, multi-factor authentication, encrypted devices and approved cloud storage.

Only people who need your data for their work can access it.

If a data breach is likely to put your rights and freedoms at high risk, we will tell you without undue delay.

9. Your rights

You have the right to:

– ask for a copy of the personal data we hold about you (a subject access request)
– ask us to correct inaccurate or incomplete data
– ask us to delete your data where we no longer have a reason to keep it
– ask us to restrict how we use your data in certain circumstances
– object to us using your data where we rely on legitimate interests, and object to direct marketing at any time
– ask us to transfer data you gave us to another organisation, where applicable
– withdraw your consent at any time, where we rely on consent

To use any of these rights, email office@netgenium.co.uk. There is normally no fee.

We will respond within one month. We may extend this by up to two further months for complex requests, and will tell you within the first month if we do. We may need to confirm your identity first.

10. Complaints

If you are unhappy with how we have handled your personal data, please complain to us first at office@netgenium.co.uk.

We will acknowledge your complaint within 30 days, investigate it without undue delay, keep you informed and tell you the outcome.

You also have the right to complain to the Information Commission (the ICO) at any time: ico.org.uk, helpline 0303 123 1113.

11. Changes to this notice

We review this notice every year and update it when our practices or the law change. The date at the top of this page shows when it was last updated.