Privacy Policy

For what purposes do we process your data?

At Portway Systems, we collect and process your personal information for various purposes related to our business operations, which may include:

• Providing our services: To manage and deliver the software solutions and services offered by Portway Systems, including account management, customer support, and service delivery. The legal basis for this processing is the performance of a contract with you or to take steps at your request prior to entering into a contract.
• Responding to enquiries: To handle requests for information, support, or other enquiries submitted through our website or other communication channels. The legal basis for this processing is our legitimate interest in providing customer service and responding to queries.
• Marketing communications: To send you updates, newsletters, marketing materials, and information about our products, services, and events that may be of interest to you, where you have provided your consent to receive such communications or where we have a legitimate interest to do so (in accordance with PECR). You have the right to opt-out of these communications at any time.
• Improving our website and services: To analyse website usage, gather feedback, and improve the functionality and user experience of our website and services. The legal basis for this processing is our legitimate interest in improving our business operations and customer experience.
• Recruitment: To process job applications and assess the suitability of candidates for employment at Portway Systems. The legal basis for this processing is your consent when you apply for a role or our legitimate interest in recruiting suitable candidates.
• Managing supplier relationships: To manage our relationships with suppliers and vendors. The legal basis for this processing is the performance of a contract or our legitimate interest in managing our supply chain.
• Legal obligations: To comply with applicable laws, regulations, and legal processes. The legal basis for this processing is compliance with a legal obligation to which we are subject.
• [Add any other specific purposes for which Portway Systems processes data based on your website and operations]

How do we collect your information?

We collect personal information through various means, including:

• Direct interactions: When you fill out forms on our website (e.g., contact forms, registration forms), communicate with us via email or phone, or interact with us in person.
• Website usage: Through the use of cookies and similar tracking technologies that collect information about your browsing activity on our website. Please refer to our Cookie Policy for more details.
• Job applications: When you submit your CV and other information as part of a job application.
• Third parties: We may receive information from third parties, such as business partners or publicly available sources, but we will only do so in accordance with applicable data protection laws.

The personal information we collect may include your name, email address, phone number, company name, job title, address, IP address, browsing behaviour on our website, and any other information you voluntarily provide to us. In the context of recruitment, we may also collect information about your education, work experience, and qualifications.

Social Media

Portway Systems may use social media platforms to engage with customers and promote our services. If you interact with our social media pages, the information you share may be subject to the privacy policies of those platforms. We recommend reviewing the privacy policies of any social media platforms you use.

While we may have a presence on social media, we typically use these platforms to share information about our company and services. We do not routinely collect personal data directly through social media beyond what is publicly available on your profile or through direct messages you send us. Any personal data received through social media will be treated in accordance with this Privacy Policy.

[If Portway Systems actively uses social media for marketing campaigns or specific data collection, include a section similar to the TRAVEL WORK SL example, tailored to your specific use.]

User Responsibility

By providing us with your data through electronic channels, you confirm that the information you provide is accurate and up to date. You are responsible for ensuring the accuracy of the data you submit to us.

How long do we keep your information?

We will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

• Customer data: We typically retain customer data for the duration of our contractual relationship and for a reasonable period thereafter to manage any potential queries or claims.
• Marketing data: If you have consented to receive marketing communications, we will retain your contact details until you opt-out.
• Recruitment data: If you apply for a job, we will retain your data for [Insert Timeframe, e.g., six months] after the recruitment process has concluded, unless you consent to us keeping it on file for future opportunities.
• Website usage data: Data collected via cookies is typically retained for the periods specified in our Cookie Policy.

We may also retain your personal data for longer periods if required to do so by law or to protect our legal rights.

To whom do we communicate your data?

We may share your personal data with the following categories of recipients:

• Service providers: Third-party service providers who assist us in delivering our services, such as IT support, hosting providers, payment processors, and marketing agencies. We have contracts in place with these providers to ensure they process your data in accordance with data protection laws and our instructions.
• Business partners: In some cases, we may share data with business partners where necessary to provide our services or for joint marketing efforts.
• Legal authorities: We may disclose your personal data to legal authorities, government bodies, or regulatory agencies if required to do so by law or in response to a valid legal request.
• Prospective buyers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your personal data may be transferred to the acquiring party.

We will only share your personal data with third parties where we have a lawful basis for doing so and where we have ensured that your data is protected in accordance with applicable data protection laws.

International data transfers

[Choose ONE of the following options and delete the other, and adapt based on Portway Systems’ actual practices:]

• We primarily process your personal data within the UK. If we transfer your data outside the UK, we will ensure that appropriate safeguards are in place in accordance with the UK GDPR, such as relying on adequacy decisions or implementing Standard Contractual Clauses.
• Your personal data may be transferred to and processed in countries outside the UK, specifically [List countries if applicable]. These countries may have data protection laws that are different from the laws in the UK. In such cases, Portway Systems ensures that appropriate safeguards are in place in accordance with the UK GDPR to protect your personal data. These safeguards may include [Specify safeguards, e.g., reliance on adequacy decisions, implementation of Standard Contractual Clauses].

What are your rights regarding the processing of your data and how can you exercise them?

Under the UK GDPR, you have several rights regarding your personal data, including:

• The right to access: You have the right to request a copy of the personal data we hold about you.
• The right to rectification: You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.
• The right to erasure (‘the right to be forgotten’): In certain circumstances, you have the right to request that we delete your personal data.
• The right to restriction of processing: You have the right to request that we restrict the processing of your personal data in certain circumstances.
• The right to data portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit that data to another controller.
• The right to object: You have the right to object to the processing of your personal data in certain circumstances, including for direct marketing purposes.
• Rights in relation to automated decision-making and profiling: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you, unless there is a lawful basis for such processing.

To exercise any of these rights, please contact us using the details provided in the “Data controller” section above. We will respond to your request without undue delay and in any event within one month of receipt of your request. We may need to verify your identity before fulfilling your request.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (https://ico.org.uk/). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

How do we protect your information?

At Portway Systems, we are committed to protecting the security of your personal data. We have implemented appropriate technical and organisational measures to safeguard your information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include:

• Encryption of data where appropriate.
• Secure server infrastructure.
• Access controls and authentication procedures.
• Regular security assessments and updates to our systems.
• Staff training on data protection and security.

We regularly review and update our security measures to ensure they remain effective and aligned with industry best practices.