Effective Date: 28^th January 2025

Future Digital Systems Ltd (“we,” “our,” “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you interact with our services. By using our services, you agree to the terms of this Privacy Policy.

This policy is designed to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

We collect the following types of personal data:

• Contact Information: Name, email address, phone number, business address, and job title.
• Service Information: Information related to the services we provide to you, such as service history, service requests, equipment maintenance, and technical support.
• Payment Information: Details related to the payment for services provided, including billing information, transaction history, and invoices.
• Usage Data: Information about how you interact with our services, including service reports, feedback, and technical issues.

2. How We Use Your Information

We use the personal data we collect for the following purposes:

• To Provide Our Services: To deliver photocopier services, maintenance, repairs, and other related services to you.
• To Communicate with You: To send invoices, service reminders, important updates, and respond to your service inquiries.
• To Improve Our Services: To monitor service trends, assess customer satisfaction, and improve the quality of our services.
• To Process Payments: To manage and process your payments for services rendered.
• To Comply with Legal Obligations: To meet legal requirements, including record-keeping and tax obligations.

3. Legal Basis for Processing Your Data

Under the UK GDPR, we rely on the following legal bases for processing your personal data:

• Contractual Necessity: To perform the services you have requested from us (e.g., providing maintenance or repair services).
• Legal Obligation: To comply with our legal obligations, including financial record-keeping and tax requirements.
• Legitimate Interests: To improve our services, prevent fraud, and protect the safety and security of our systems and customers.

4. Sharing Your Information

We will not sell or rent your personal data to third parties. However, we may share your personal data in the following circumstances:

• Service Providers: We may share your data with trusted third-party providers who assist in delivering services to you, such as payment processors, IT services, and customer support.
• Legal Compliance: If required by law or in response to a lawful request, we may disclose your personal information to comply with legal obligations, such as government requests or court orders.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your personal data may be transferred to the new owner or entity.

5. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorized access, loss, alteration, or disclosure. These measures include secure servers, encryption, and regular security reviews.

While we take steps to protect your data, no method of transmission over the internet or storage is completely secure, so we cannot guarantee the absolute security of your personal information.

6. Your Rights

Under UK data protection law, you have the following rights regarding your personal data:

• Right to Access: You can request a copy of the personal data we hold about you.
• Right to Rectification: You can request that we correct any inaccurate or incomplete information we hold about you.
• Right to Erasure: In certain circumstances, you can request that we delete your personal data (e.g., if it is no longer necessary for the purposes for which it was collected).
• Right to Restrict Processing: You can request that we limit the processing of your data under certain conditions.
• Right to Object: You can object to certain types of processing, including processing based on legitimate interests or direct marketing.
• Right to Data Portability: You can request that we provide your personal data in a structured, commonly used, and machine-readable format for transfer to another organisation.

To exercise these rights, please contact us using the contact details below.

7. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to improve your browsing experience. Cookies are small text files stored on your device that allow us to recognize your preferences and track how you interact with our website.

You can manage your cookie preferences through your browser settings. Please note that disabling cookies may affect the functionality of our website and services.

8. Third-Party Websites

Our website may contain links to third-party websites. Please be aware that we are not responsible for the privacy practices or content of those sites. We encourage you to review the privacy policies of any third-party websites you visit.

9. Children’s Privacy

Our services are not directed at individuals under the age of 16, and we do not knowingly collect or process personal data from children under 16. If we become aware that we have inadvertently collected personal data from a child, we will take steps to delete that data.

10. Retention of Data

We will retain your personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, or as required by law or regulation. Once your personal data is no longer needed, we will securely delete or anonymize it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any updates will be posted on our website, and the “Effective Date” at the top of the policy will be revised accordingly. We encourage you to review this Privacy Policy periodically for any updates.

12. Contact Us

If you have any questions or concerns about this Privacy Policy, or if you wish to exercise your rights under UK data protection law, please contact us at:

Future Digital Systems Ltd
10 Maple Park, Hoddesdon, Herts EN11 0EX
Email: info@fdsgroup.co.uk
Phone: 03330 388885

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection authority, if you believe we have not handled your personal data properly.