1. Information we hold about you

We will process and store the following data about you:

  • Information you give us
  • This is information about you that you give us by filling in forms on our website, www.ntrustsystems.co.uk , or by corresponding with us by phone, e-mail or otherwise. It includes information you provide when you subscribe to our service, search for a service, engage us to provide services, participate in social media functions on our website, enter a competition, promotion or survey that we might run, and when you report a problem with our website. The information you give us may include your name, position, company, contact details (such as address, e-mail address and phone number), your personal preferences, choices and requirements specific to particular requests or services, financial and credit card information, personal description and photograph.
  • We actively participate in a number of networking groups, as well as social media, such as LinkedIn and Twitter. If you give us your business card, we consider that you are consenting to us using the details on the card to contact you.
  • Information we collect about you

With regard to each of your visits to our websites or applications, we will automatically collect the following information:

  • technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
  • information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our website (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page and any phone number used to call our customer service number.
  • Information we receive from other sources
This is information we receive about you if you use any of the other applications or websites that we operate, www.ncover.co.uk and www.maxskitchen.co.uk, or the other services we provide.

We read business magazines and online articles and take great interest in research and development within our industry. From time to time we add contact information found during these activities to our databases for marketing purposes.If you have not approached us or given us your business card, our first email will ask for your consent and if we do not receive your express consent, you will be removed from our database.If you do reply giving consent for us to send very occasional relevant emails, you can later unsubscribe at any time, either by clicking the unsubscribe button or by replying to the named sender of the email orby emailing info@ntrustsystems.co.uk.
  • Information that we might have access to
  • As providers of IT support and services, we might have access to your personal data relating to your business when undertaking our work for you.Modern IT support is mainly provided via remote assistance, where we view and take control of your screen.Our employees are trained to high data security standards and are bound by confidentiality agreements. Our customers have been trusting us for many years to maintain total data confidentiality.

    We could also have access to the following information if you purchase these services from us:

    Data back-up Any personal data that you ask us to restore
    Office 365 Emails, both incoming and outgoing
    PSTN phone line Call records, destination and duration
    VoIP phones Call records, destination and duration. If you have activated call recording. we would only access the recordings held by the service provider upon your instruction to do so.

    2. Cookies

    Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our website. For detailed information on the cookies we use and the purposes for which we use them see our Cookie Policy.

    3. Legal grounds for collection and use of your personal information

    We will only collect, use and otherwise handle your personal information when:

    • We have your consent for specified, explicit and legitimate purposes (see section 4); and/or
    • it is necessary for our legitimate interests in connection with operating our websites and our business, in particular:
    - responding to your queries;
    - carrying out direct marketing;
    - providing services and/or information to you;
    - our participation in networking groups;
    - hosting and maintaining our website;
    - providing technical support to you;
    - preventing and detecting fraud and other criminal offences;
    - ensuring network and information security,

    as long as, in each case, these interests are in line with applicable law and your legal rights and freedoms; and/or

    • where this is necessary for legal obligations which apply to us;
    • where this is necessary for the performance of a contract we have with you (for example to provide goods and/or services to you) or that you have with a third party;
    • where this is necessary to take steps at your request prior to entering into a contract for example, responding to your enquiry or request for quotation.

    4. Uses made of the information

    We use information held about you in the following ways:

    • Information you give to us

    We will use this information:

    • to respond to your queries and to provide you with the information, products and services that you request from us;
    • to carry out our obligations arising from any contracts entered into between you and us;
    • to notify you about changes to our service;
    • to ensure that content from our website is presented in the most effective manner for you and for your computer;
    • to provide you with information about other goods and services that we offer;
    • to tell you about new developments, opportunities or products that we feel would be of genuine interest to your business;
    • if you register for one of our business-focused events, to share your name, company name and professional title with other people that are attending the same event;
    • where you have provided us with your contact details, to provide you with information about goods or services that we feel may interest you. This may be by post, telephone or electronic means (e-mail).If you opt out of marketing communication, your visit to and use of the website will not be affected, nor will your use of any of our services.
    • Networking introduction - we are active business networkers and may, on occasion, wish to introduce you to people who we think may be of interest.In such cases, we would inform you first and make the introduction with your consent.
    • Onsite restaurant - our onsite café is Max’s Kitchen and we may contact you to inform you of the facilities there, special offers or about our corporate lunch facilities or to invite you to events at the café.

    Marketing Opt-Outyou may opt-out of marketing communication at any time without charge by using the contact details provided in this Privacy Policy or by using the “unsubscribe” option included in any marketing e-mail or other marketing material received from us.

    Marketing unsubscribe link: https://ntrustsystems.us12.list-manage.com/unsubscribe?u=1eaedbec97b2eac471cea3849&id=d2467ebecc

    We may also use any personal information that you provide to us:

    If you choose not to provide personal information requested by us, we may not be able to provide you with the information and/or services you have requested or otherwise fulfil the purpose(s) for which we have asked for the personal information. Aside from this, your visit to the website will remain unaffected.

    • Information we collect about you

    We will use this information:

    • to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
    • to improve our website to ensure that content is presented in the most effective manner for you and for your computer;
    • to allow you to participate in interactive features of our service, when you choose to do so;
    • to help keep our website safe and secure;
    • to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;
    • to make suggestions and recommendations to you and other users of our website about goods or services that may interest you or them.
    • Information we receive from other sources

    We may receive information about you from other members of networking groups we participate in or other businesses we know. We will combine this information with information you give to us and information we collect about you. We will use this information and the combined information for the purposes set out above (depending on the types of information we receive), where those purposes are compatible.

    5. Disclosure of your information

    Some services that we provide require the involvement of third parties. We have carefully selected these third parties and taken steps to ensure that your personal information is adequately protected. You agree that we have the right to share your personal information with the following third parties:

    1. Google Analytics
      Our website uses Google Analytics, a web analysis service provided by Google Inc. ("Google"). Google Analytics works using cookies.
      Google Analytics cookies collect your IP address, however because IP anonymisation is used on our website, your IP address will be shortened (and therefore anonymised) as soon as technically possible and before it is stored or otherwise used in connection with Google Analytics.
      The anonymisation process takes place within the European Union or the European Economic Area, except in exceptional cases, where your full IP address may be sent to a Google server in the USA and shortened there.
      We use the information collected by Google Analytics cookies to find out about how visitors use our website.
      The IP address sent by your browser in connection with Google Analytics will not be combined by Google with other data.
      You can prevent Google Analytics cookies from being stored by setting your browser software accordingly (see our Cookie Policy for further information). However, please note that you may not then be able to make full use of all the website's functions.
      You can also opt-out of Google Analytics by downloading and installing the browser plug-in available at the following link: http://tools.google.com/dlpage/gaoptout?hl=en.


    nTrust distributes emails and newsletters via MailChimp, a third party provider which stores data in the USA. We will seek your permission to add your name to our distribution list and will only transfer your name, email address and company name to MailChimp and store this data in order to send you emails and track interactions. We are satisfied that MailChimp comply with data protection regulation.

    Sharing with our service providers

    We may share your personal information with our third party service providers based in the UK or the European Economic Area (“EEA”) who we engage to process the information that we collect from you on the website or otherwise, and/or to host and maintain our website, content or services, on our behalf and in accordance with this privacy policy.

    We will let you know if we need to transfer your personal information to any third party service providers located outside of the EEA.

    Where we employ third party companies or individuals to process personal information provided by us (and not collected by them), they only use this personal information on our behalf and in line with our instructions and this privacy policy.

    Sharing with other selected third parties

    We may share your personal information with selected third parties including:

    • business partners for the performance of any contract we enter into with you;
    • credit reference agencies for the purpose of assessing your credit score where this is a condition of us entering into a contract with you;
    • our website offers the possibility to share content on social media channels, e.g. Twitter. The respective social media provider will directly gather personal information only after you click on the corresponding sharing button. Please refer to the privacy policy of the social media providers to learn more about what personal information is collected and used.

    We will disclose your personal information to third parties:

    • If nTrust Systems Limited or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers, partners and suppliers will be one of the transferred assets.
    • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use or terms and conditions of supply of our services and other agreements; or to protect the rights, property, or safety of nTrust Systems Limited, our customers, or others. This includes exchanging information with other companies and organisations, regulators and law enforcement agencies for the purposes of preventing and detecting fraud, other criminal offence, credit risk reduction and/or to ensure network and information security.

    Issue Date: 28th March 2018.

    Version History 1.0