Privacy Statement

In May 2018, the EU General Data Protection Regulation (GDPR) replaces the existing 1995 EU Data Protection Directive (European Directive 95/46/EC). The below ifs Pure Cloud Solutions GDPR legislation and compliance policy.

Pure Cloud Solutions Ltd (PCS) focuses to comply with the applicable GDPR regulations as a data processor and controller. Working alongside its employees, suppliers, clients and their employees it will comply when the GDPR legislation takes effect on 25th May 2018.

Email Legal Disclaimer & Confidentiality Statement

Our emails ‘may’ contain confidential information and are only for the intended recipient(s). If you are not the correct recipient(s) you should not disseminate, distribute or copy any e-mails. Please notify the sender immediately by e-mail if you have received any e-mail by mistake and remove said e-mail from your system. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited and ‘may’ be unlawful.    

Whilst we have taken every reasonable precaution to minimise this risk, we cannot accept any liability for any damage which you or your systems may sustain as a result of our email messages and/ or attachments containing software viruses or malware which may damage your system. You are advised to carry out your own virus checks before opening any attachment.

Any views or opinions expressed in emails are solely those of the author and do not represent those of Pure Cloud Solutions Ltd Group unless otherwise stated.

We store your contact details so that we can contact you in future about the services you have used or have enquired about, ‘we’ do not pass those details to third parties unless stated as a requirement to provide you services. If you would like no further contact from us, please reply to any email clearly stating this. 

We use MailChimp and an internal CRM to manage our email and contacts which ‘may’ store your details on servers outside of the EEA under US Privacy Shield, we closely monitor all our suppliers compliance with UK and EU (GDPR) privacy requirements, and will move data to ensure it is adequately protected, where required.

How we collect Personal Information

We will obtain personal data about you, including but not limited to:

• Your name
• Email
• Postal address
• Telephone number(s) i.e. your contact details, whenever you complete an online form or make a telephone enquiry.

In general, all data required by PCS to offer you its products or services within the scope of and on the basis of the agreement concluded between Pure Cloud Solutions and you/your employer.

We collect and store information when you visit our website and, this may include using cookies and similar technologies to monitor site performance and build a profile of our users. When you interact with our services we may identify, for example:

• How many times you visit;
• What pages you go to within our website(s);
• Your IP address;
• The originating domain name of your internet provider;
• Identity of your browser or device.

Cookies do lots of different jobs. They help us understand how our website is being used, let you navigate between pages efficiently, and remembers your preferences. They also generally improve your browsing experience. Cookies also help ensure the marketing you see online is more relevant to you and your interests.

You can set your browser to block or disable cookies (see the ‘Help’ menu of your browser to see how). However doing this will mean certain personalised features of our websites can’t be provided to you and other parts may also not work properly.

How we use Personal Information

We use your personal information for the following purposes:

• To facilitate the provision of products and services you or your employer have requested;
• To help us identify you and any accounts you or your employer hold with us;
• Undertaking credit checks; (with your specific permission on each occasion)
• Administration;
• Research, statistical analysis and behavioural analysis;
• Customer profiling and analysing your preferences;
• Marketing;
• Fraud prevention and detection;
• Billing and order fulfilment;
• Improving our services.

How we Disclose Personal Information

Pure Cloud Solutions does not and will not sell, rent or trade your personal information. We only forward your personal data to third parties; (i) in cases specified in these conditions, (ii) in accordance with the agreement concluded with you or your employer, and (iii) in the cases specified below:

• To third parties that process your personal data on our behalf (e.g., hosting partners);
• Third parties that supply products or services to you on our behalf within the context of your use of agreement with Pure Cloud Solutions, e.g. hardware suppliers, software suppliers, line installers, internet providers, mobile phone partners, cabling sub-contractors, our bank etc;
• To perform credit worthiness checks or record payment behaviour on our behalf (with your specific permission on each occasion);
• Public authorities, courts, police authorities and judicial services that request the data from us or when we are required to do so by law;
• Your employer – as the contract holder of your services;
• Any third party to which we assign our rights and obligations.

Access to your Personal Information

You have the right to request access to any personal data we may hold about you and, to ascertain the accuracy of that information. To apply for a ‘Subject Access Request’, an individual must:

• Make the request in writing to: Pure Cloud Solutions Ltd, Unit 6 The Pavilions, Amber Close, Amington, Tamworth, B77 4RP
• Supply information to prove who they are to eliminate risk of unauthorised disclosure;
• Supply appropriate information to help us locate the required information.

We allow you to challenge the data that we hold about you. Where appropriate, you may have the data; erased or rectified/amended. If your employer has an agreement where Pure Cloud Solutions has a responsibility to process your data, we request that you first discuss this with your employer.

We may reject requests that are unreasonably repetitive, require disproportionate technical effort (for example, developing a new system or fundamentally changing an existing practice), risk the privacy of others, or would be extremely impractical (for instance, requests concerning information residing on backup systems).

UCA MOBILE APPLICATION – UCANYWHERE

When downloading the App, we process the information required to download it from the respective marketplace, in particular username, email address and the customer number of your account, time of download, payment information and individual device ID. We do not control the purpose and means for the collection of this data and are therefore not responsible for it. We only process the data to the extent necessary for downloading the App to your device and for other technical purposes related to the availability and development of the App.

Required for the provision of our service

The categories of personal data described below is processed and generated when using the App.  This data is required for technical purposes to increase ease of use for App functions and to ensure stability and security.

• User information
• Contact information
• Traffic data

• Business contacts
• Device contact list (Consent required)
• Photo and Media (Consent required)
• Usage statistics (Consent required)
• Chat information

User information

When you log into our App, we will process the User information connected to your profile. This data consists of: Username and password.

We process this data on the basis of a contractual obligation agreed to with your employer.

Contact information

If you contact us via email or via our contact form, we will process information required to answer your query. This data consists of: Email address and, if provided, your name and telephone number.

We process this data on the basis of our legitimate interest to answer your business related queries.

Traffic data

When using our App, traffic data will be processed. This data is required to facilitate communication. Traffic data is generated and processed automatically when end users communicate via the App and consists of information about the participants, calling and called number, the connected IP address, the date, the time, the duration of the call, the amount of data used, and when roaming, we register the network that was used.

We process this data on the basis of a contractual obligation agreed to with the party that has provided you with access to the App. In most cases, this will be your employer.

Business contacts

When using our app, business contacts can be processed by the service for which you, your company or your employer has purchased and configured a licensed version of the Pure Cloud Solutions communication software. The business contacts are managed and configured by your employer and, if applied, will provide you with an overview of other business end users registered by your employer.

Business contacts are access and processed after authentication and synchronization of the data with the corresponding servers.

We process this data on the basis of a contractual obligation agreed to with the party that has provided you with access to the App. In most cases, this will be your employer.

Device contact list

When you make use of certain features, we ask you for your consent to use your device contacts. We will not use this data if you do not consent. If you do not consent, you may not be able to use all functions of our App.

You may subsequently grant or withdraw your consent at any time by using the settings in the App or your operating system.

If you do consent, your device contacts will be accessible through the App. The data is stored on the device and on per single contact base the user can request to sync this data to our server to enhance the user experience.

We process this data on the basis of your consent.

Photo and Media

When you make use of certain features, our App, we ask you for your consent to use your, photos and media. We will not use this data if you do not consent. If you do not consent, you may not be able to use all functions of our App.

You may subsequently grant or withdraw your consent at any time by using the settings in the App or your operating system.

If you do consent and make use of the feature, your data will be stored on our servers relating to the party that has provided you with access to the App. In most cases, this will be your employer.

We process this data on the basis of your consent.

Usage statistics

Subject to appropriate consent, our App collects anonymous usage data to determine usage-related statistical indicator that we can use for business intelligence purposes to improve our App and make it more attractive for you as a end user. The data is anonymized from the outset and cannot be associated with a identified or identifiable person at any time. You may subsequently grant or withdraw your consent at any time by using the settings in the App.

We process this data on the basis of your consent.

Chat information

When using our messaging functionality within our App, we will process the data necessary to facilitate communication, this data consists of: IP address, login data, chat messages, chat partner, status of the chat messages, transmitted files.

The data collected in the App and then synchronized with the corresponding server on which the Pure Cloud Solutions software is installed to the extent necessary to provide the relevant functions. Only you have access to data stored solely in the App. The corresponding party that has provided you with access to the App, has access to the data located on the server.

We process this data on the basis of a contractual obligation agreed to with the party that has provided you with access to the App. In most cases, this will be your employer.

 

Inbound / Outbound Call Recording

By engaging with our services, you agree to our terms and conditions, which include the possibility of recording both inbound and outbound calls for training and monitoring purposes. These recordings are intended to enhance the quality of our service, ensure compliance with company standards, and provide valuable insights for our team’s continuous improvement. Rest assured that all recorded calls will be handled with the utmost confidentiality and in accordance with applicable data protection laws. If you have any concerns about this practice, please feel free to reach out to our customer support team for further clarification. Your privacy and satisfaction are of the utmost importance to us.

How we Secure Personal Information

Pure Cloud Solutions strictly protects the security of your personal information and honours choices for its intended use. We carefully protect your data from loss, misuse, unauthorised access or disclosure, alteration, or destruction. Your personal information is never shared outside the company without your permission, except under the conditions explained above. Inside the company, data is stored on secure servers that are housed in controlled environments to protect against loss, misuse or alteration of your information.

All countries in the European Economic Area (EEA), which includes the UK, have similar standards of legal protection for your personal information. We may run your accounts and provide other services from centres outside the EEA (such as the USA and India) that do not have a similar standard of data protection laws to the UK. We shall take all measures that could reasonably be required to ensure that your personal data is processed in accordance with applicable legislation.

Pure Cloud Solutions will only store your personal data for as long as is necessary for fulfilling the purpose for which the data was collected and for meeting legal, regulatory and/or internal requirements.

How we Retain Data

Pure Cloud Solutions would keep data on file for a period of 6 years unless otherwise stipulated. This would be hard erased after this time unless the data subject requests otherwise. Subjects have the right to request personal data on them in a portable format. Data subjects must request by letter stipulating what data they would like access to, and this will be processed within 10 working days. We would send confirmation of this either by email or letter (whichever is most appropriate). If data has been deleted, erased or otherwise irretrievable the subject will also be informed of this.

How we Delete Data

Pure Cloud Solutions aims to keep data on file for a period of 6 years unless otherwise stipulated. Data would be hard erased after this time unless the subject of the data requests otherwise or has been engaged with during this time. Data on them is necessary for archiving purposes in the public interest. Subjects of data have the right to be forgotten and erased from records upon request. Subjects must request their data by letter stipulating what data they would like erased and this will be processed within 10 working days. We would send confirmation of this either by email or letter.

Pure Cloud Solutions aim to deliver great service. We want to gain the trust of our employees and data subjects and aspire to treat data collected on them with integrity and respect. We would continue to improve and change operations where necessary to comply with new legislation.

Internally Pure Cloud Solutions review the systems in place and aim to improve this continuously. This statement aims to outline Pure Cloud Solution’s GDPR strategy and policies surrounding data control and processing.

This document is provided as of May 2018, for informational purposes to explain Pure Cloud Solutions stance on GDPR legislation and compliance. It is subject to change or removal without notice and an updated copy will always be available on our website.

GDPR Statement
Pure Cloud Solutions Ltd
Issue Date: 1st May 2018
Review Date: 25th May 2018