This General Privacy Notice (“Notice”) explains how we may collect and use information that Yotta Bytes Solution, its related corporations and/or associated companies (“Yotta Bytes“) obtains about you, and your rights in relation to that information. Please read this Notice to understand how we will collect, use and process your personal data and the rights you have in relation to your personal data. This Notice may be amended from time to time. Please visit this page if you want to stay up to date, as we will post any changes in our approach to data privacy here. By visiting our website, by using our products and/or services and/or by your provision of information to us, you acknowledge the terms of this Notice and the use and disclosure of your personal data as set out in this Notice.
This Notice applies to our processing of personal data in relation to the provision of any of our products and/or services, including:
• when you request information from us;
• when you engage our services and/or purchase our products;
• as a result of your relationship with one or more of our clients;
• where you apply for a job or work placement; and
• your use of our websites (including our associated sites) and online services (including our mobile apps, if any).
We generally collect your personal data directly from you when you are one of our customers. When you enter into a contract with us, you will be asked to provide personal data. This information is likely to include your name, address, date of birth, email address, phone number, and financial information (this is not an exhaustive list). We may also collect personal data from you when you make transactions or otherwise interact with us, for example by contacting our customer service personnel or reporting a problem on our website.The categories and range of personal data we collect and hold will vary from customer to customer. However, our policy is to collect only the personal data necessary for the particular work or services.
We collect certain limited personal data about our business contacts, including subcontractors and individuals associated with our suppliers and subcontractors, and service providers (including professional advisors and individuals associated with our service providers). Personal data collected in this context usually includes (but may not exclusively be limited to) name, employer name, contact title, phone, email and other business contact details.
When you use our online services or visit our website, we may collect the following information from you directly and/or automatically:
•information you provide to us if you contact us, for example to report a problem with our online services or raise a query or comment; and
• details of visits made to our website such as the volume of traffic received, logs (including, the internet protocol (IP) address and location of the device connecting to the online services and other identifiers about the device and the nature of the visit) and the resources accessed.
If you apply for a job or work placement you may need to provide information about your education, employment, nationality, and state of health. Your application will constitute your express consent to our use of this information to assess your application and to allow us to carry out both recruitment analytics and any monitoring activities which may be required of us under applicable law as an employer. We may also carry out screening checks (including reference, background, directorship, financial probity, identity, eligibility to work, vocational suitability and criminal record checks) and consider you for other positions. We may disclose your personal data (including diversity and equal opportunities data) to academic institutions, recruiters, screening check providers, health service providers, professional and trade associations, law enforcement agencies, recruitment analytics and diversity research providers, referees and your current and previous employers. We may also collect your personal data from these parties in some circumstances. Without your personal data we may not be able to progress considering you for positions with us.
We have security measures in place at our offices and facilities, including CCTV and building access controls.There are signs in our premises showing that CCTV is in operation. The images captured are securely stored and only accessed on a need to know basis (e.g. to look into an incident).CCTV recordings are typically automatically overwritten after a defined period of time unless an issue is identified that requires investigation (such as a theft) Our visitor records are securely stored and only accessible on a need to know basis (e.g. to look into an incident) In some cases, we require visitors to our offices or facilities to scan bio-metrics (for example thumbprints) at reception or security guard house and keep a record of the same for. Such records are securely stored and only accessible on a need to know basis (e.g. to look into an incident).
We may use your personal information if:
We may not be able to do these things without your personal information.
We collect, use and disclose your personal data for a number of reasons, including:
We (and permitted third parties) may contact you for direct marketing purposes via social media, direct messages, post, telephone, email and SMS/MMS.
This marketing may relate to:
For clarity, any telephone calls that you make to us may be recorded for training or security purposes and may be stored and used to verify your instructions to us.
We may share your personal data with the following categories of recipients:
We may disclose your personal data:
We may disclose your personal data to third party service providers who require access to such information for the purpose of providing specific services to us. These third parties will generally only be able to access your data in order to provide us with their services and will not be able to use it for their own purposes.
We may disclose your personal data to professional advisors (such as legal advisors and accountants) or auditors for the purpose of providing professional services to us.
In the event that we sell or buy any business assets, we may disclose your personal data to the prospective seller or buyer of such business or assets. If Yotta Bytes or substantially all of its assets are acquired by a third party, personal data held by us about our clients will be one of the transferred assets.
We care about protecting your information and put in place appropriate measures that are designed to prevent unauthorized access to, and misuse of, your personal data. These include measures to deal with any suspected data breach.
We are committed to taking all reasonable and appropriate precautions and steps to protect the personal data that we hold from misuse, interference and loss, unauthorized access, modification or disclosure.
We do this by having in place a range of appropriate technical and organisational measures, including, for example, the protection of passwords using industry standard encryption, measures to preserve system security and prevent unauthorized access and back-up systems to prevent accidental or malicious loss of data.
We have a password policy to govern the use of the password. The storage of password in the system and the data-base are encrypted. We store important working data/files in our centralized Share Folder with access control and regular back up.
We may use third party data storage providers to store personal data electronically. We take reasonable steps to ensure this information is held as securely as information stored on our own equipment.
We will not keep your personal data for longer than is necessary for the purposes for which we have collected it, unless we believe that the law or other regulation requires us to keep it (for example, because of a request by a tax authority or in connection with any anticipated litigation) or if we require it to enforce our agreements. The precise length of time will depend on the type of data, our legitimate business needs and other legal or regulatory rules that may require us to retain it for certain minimum periods. For example, we may be required to retain certain data for the purposes of tax reporting or responding to tax queries or where it might be relevant to any potential litigation.
In general, we will retain your personal data for as long as we provide products and/or services to you and following that period, for as long as we provide you directly with any other products and/or services. In determining the appropriate retention period for different types of personal data, the amount, nature, and sensitivity of the personal data in question, as well as the potential risk of harm from unauthorized use or disclosure of that personal data, the purposes for which we need to process it and whether we can achieve those purposes by other means are considered.
Once we have determined that we no longer need to hold your personal data, we will Delete it from our Systems. While we will endeavor to permanently erase your personal data once it reaches the end of its retention period, some of your personal data may still exist within our Systems, for example if it is waiting to be overwritten. For our purposes, this data has been put beyond use, meaning that, while it still exists in the electronic ether, our employees will not have any access to it or use it again.
Under the GDPR, you have various rights in relation to your personal data which we hold, as set out below.
If you wish to exercise any of these rights, please contact us our legal officer at www.yottabytessolution.com. We will seek to deal with your request without undue delay, and in any event within one month (subject to any extensions to which we are lawfully entitled). Please note that we may keep a record of your communications to help us resolve any issues which you raise.
The GDPR gives you the following rights in relation to your personal data:
You have the right to object to us processing your personal data for one of the following reasons:
The “legitimate interests” category above is the one most likely to apply in relation to our relationship, and if your objection relates to us processing your personal data because we deem it necessary for our legitimate interests, we will act on your objection by ceasing the activity in question unless we: have compelling legitimate grounds for processing which overrides your interests; or are processing your data for the establishment, exercise or defense of a legal claim.
Where we have obtained your consent to process your personal data for certain activities (for example, for automatic profiling), you may withdraw this consent at any time and we will cease to carry out the particular activity that you previously consented to, unless we consider that there is an alternative legal basis to justify our continued processing of your data for this purpose, in which case we will inform you of the same.
You may ask us to confirm what information we hold about you at any time, and request us to modify, update or Delete such information. We may ask you for more information about your request. We may refuse your request where we are legally permitted to do so, and we will inform you of the reasons for our refusal. If we provide you with access to the information we hold about you, we will charge you if your request is “manifestly unfounded or excessive”. If you request further copies of this information from us, we may charge you a reasonable administrative cost where legally permissible.
You have the right to request that we “erase” your personal data in certain circumstances. Normally, the information must meet one of the following criteria:
We would only be entitled to refuse to comply with your request for erasure for one of the following reasons:
When complying with a valid request for the erasure of data, we will take all reasonably practicable steps to Delete the relevant data.
You have the right to request that we restrict our processing of your personal data in certain circumstances. Upon acceptance of your request, we can only continue to store your data and will not be able to carry out any further processing activities with it until either:
The circumstances in which you are entitled to request that we restrict the processing of your personal data are:
If we have shared your personal data with third parties, we will notify them about the restricted processing unless this is impossible or involves disproportionate effort. We will notify you before lifting any restriction on processing your personal data.
You also have the right to request that we rectify any inaccurate or incomplete personal data that we hold about you, including by means of providing a supplementary statement. If we have shared this personal data with third parties, we will notify them about the rectification unless this is impossible or involves disproportionate effort. You may also request details of the third parties that we have disclosed the inaccurate or incomplete personal data to. Where we think that it is reasonable for us not to comply with your request, we will explain our reasons for this decision.
The right of data portability applies to:
You have the right to transfer your personal data between data controllers which means that you are able to transfer the details we hold on you to another employer or a third party. We will provide you with your data in a commonly used machine-readable format to allow you to effect such transfer. Alternatively, we may directly transfer the data for you.
All the above-mentioned rights can be exercised by contacting our Legal Officer at www.yottabytessolution.com.
There are a number of different ways that we are lawfully able to process your personal data. We have set these out below.
Where using your data is in our legitimate interests, except where such interests are overridden by your interests or fundamental rights or freedoms which require protection of personal data.
We are allowed to use your personal data where it is in our interests to do so, and those interests are not outweighed by any potential prejudice to you.
We believe that our use of your personal data is within a number of our legitimate interests, including but not limited to:
Where you give us your consent to use your personal data We are allowed to use your data where you have specifically consented. In order for your consent to be valid:
When you engage our services and/or purchase our products, enter into a relationship with us, apply for a job or work placement, use our websites or online services or register for an account with us (as may be applicable), we may ask you for specific consents to allow us to use your data in certain ways. If we require your consent for anything else in the future, we will provide you with sufficient information so that you can decide whether or not you wish to consent.
You have the right to withdraw your consent at any time. We have set out details regarding how you can go about this in section  above. Where using your personal data is necessary for us to carry out our obligations under our contract with you. We are allowed to use your personal data when it is necessary to do so for the performance of our contract with you. For example, we need to collect your credit card and bank account details in order to be able to process your payments for the services and/or products we provide you. Where processing is necessary for us to carry out our legal obligations As well as our obligations to you under any contract, we also have other legal obligations that we need to comply with and we are allowed to use your personal data when we need to in order to comply with those other legal obligations. For example, we may be required to carry out anti-money laundering checks about our customers and we need to collect and use certain information about you in order to do so.
We change this Privacy Notice from time to time and reserve the right to do so any time. This Notice is effective as of Nov 2019. Updated Notice will be provided at earliest when any changes are made. This shall be circulated either through email or by providing a prominent notice of the change on the website. You should check the Notice periodically.