Novi Systems Ltd
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  • Privacy and Transparency Policy

    Privacy and Transparency Policy

Privacy and Transparency Policy

Novi Systems respects your privacy and protects your personal information.

  • We will be transparent about the information we are collecting and what we will do with it
  • We will use the information you give us for the purposes described below
  • We will also use the information to help us understand you better and so that we can make you aware of our products and services
  • If you tell us you don’t want to receive marketing messages we will stop sending them
  • We will put in place measures to protect your information and keep it secure
  • We will respect your data protection rights and aim to give you control over your own information.

Without prejudice to your rights under applicable laws, the above and the rest of this policy are not contractual and do not form part of your contract with us.

Data Controller

Any personal information processed by Novi in connection with this Privacy Policy is controlled by Novi Systems Ltd, which is considered the “data controller” of your personal information under European Union and UK data protection law. Further contact details are available from https://www.novi.co.uk/contact-us.

What do we mean by personal information?

Personal information means details which identify you or could be used to identify you, such as your name and contact details.

When does this policy apply?

This Privacy Policy applies to personal information about you that we collect, use and otherwise process regarding your relationship with us as a customer or potential customer, or supplier or potential supplier.

When do we collect personal information about you?

We collect personal information about you whenever you use our website or contact us by telephone, through the website form, via email, or face to face at conferences or meetings, for example when you give us your business card. We also collect some personal data from conference attendance lists. If one of our distributors is operating in your region, we may also receive your personal information from them.

What types of personal information do we collect and retain?

We hold whatever information is provided to it by its clients and others. This will rarely include special category data. We also hold information about your use of our website. For more information see out Cookie Policy available from https://www.novi.co.uk/cookie-policy.

What do we use your personal information for?

Your data will be processed in order to:

  • To provide services under contract to you
  • To carry out analysis and market research
  • To carry out marketing and keep you informed of Novi’s products and services
  • To send you service communications
  • For management and administrative purposes.

When will we send you marketing?

When we collect information directly from you we may ask you if you do not want to receive our marketing communications.

We will respect your choice as to what communications you wish to receive and how these are sent.

Each marketing communication we send by email will have an unsubscribe option which will allow you to stop receiving further marketing emails.

Please note that if you tell us that you do not wish to be sent further marketing communications, you will still receive service communications (as described above). If you ask us to stop sending marketing communications, please note we will retain your personal information for the purposes of indicating that you do not want to receive marketing communications.

What is our legal basis for using your personal information?

Novi will only process your personal information where we have a legal basis to do so. The legal basis will depend on the reason or reasons Novi collected and needs to use your information. Under EU and UK data protection laws in almost all cases the legal basis will be:

  • Because we need to use your information so that we can perform the contract we have with you
  • Because it is in Novi’s legitimate interests to use your personal information to operate and improve our business
  • Because you have consented to Novi using your information for a particular purpose.

How long do we keep personal information?

We will keep your information for as long as we need it for the purpose it is being processed for. We will actively review the information we hold and delete it securely, or in some cases anonymise it, when there is no longer a legal, business or customer need for it to be retained. If you stop interacting with us as a customer, we will remove or anonymise your information after 7 years.

Who do we share your personal information with?

We may share your personal information with our distributor(s) local to you if one is operating in your region.

We may also disclose your personal information to the following third parties for the purpose described here:

  • Third party service providers we are using to provide services that involve data processing, for example, to carry out marketing initiatives or run customer surveys on our behalf
  • Third parties, such as law firms and law courts, to enforce or apply any contract with you
  • Third parties, such as the police and regulatory authorities, to protect our rights, property, or the safety of our customers, staff and assets
  • We may provide usage information (but not your personal details) to other websites so that they know that you have visited our websites
  • We may provide usage information including your personal details to marketing agencies to deliver online advertising on websites or social networks.

What countries will your personal information be sent to?

We make use of third party cloud services including our email, website, data storage and marketing systems in which your personal data may be stored. All such services used by Novi are with major, reputable service providers. In each case, Novi ensures that data is processed in compliance with this policy. The cloud services are global in nature and so to provide us with the services, they may store, process and transmit information in the United States and locations around the world.

Information is also stored locally on devices used to access the services. These devices may be taken to third countries in the normal conduct of our business. All such devices are password protected and personally accompanied.

How can you exercise your legal rights?

Where relevant, you have the right to:

  • Withdraw consent to the processing of your data
  • Complain to a supervisory authority regarding the processing of your data (https://ico.org.uk/)

Obtain a copy of the data held on you and to correction of any errors in that data.

Further details

We do not make use of any automated decision making systems.

The Data Controller will provide further details of any of the above on request.