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Privacy Policy

This Privacy Policy explains how we collect, use, store, and protect personal data when you interact with our IT services, visit our website, or engage with us as a customer, supplier, or partner. We are committed to safeguarding your privacy and complying with all applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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Who We Are

We are an Ohisystems, an IT solutions provider offering services such as managed IT support, cloud services, cybersecurity, software development, and consultancy. As a data controller, we determine how and why your personal data is processed.

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What Data We Collect

We may collect the following categories of personal data:

  • Identity data: name, job title, company name

  • Contact data: email address, phone number, postal address

  • Technical data: IP address, device identifiers, login data, browser type, system logs

  • Service data: information required to deliver IT support, system access credentials (where contractually agreed), configuration data, incident logs

  • Financial data: billing information, payment details

  • Usage data: how you interact with our website, products, and services

We do not intentionally collect special category data unless required for contractual or legal purposes.

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How We Use Personal Data

We process personal data for the following purposes:

  • Delivering IT services and fulfilling contracts

  • Managing customer accounts and billing

  • Providing technical support and troubleshooting

  • Enhancing security, monitoring systems, and preventing fraud

  • Improving our services and website performance

  • Communicating updates, service notices, and marketing (with consent)

  • Meeting legal, regulatory, and compliance obligations

Legal Bases for Processing

We rely on one or more of the following legal bases:

  • Contractual necessity – to deliver agreed services

  • Legitimate interests – e.g., improving security or service quality

  • Consent – for marketing communications

  • Legal obligation – for compliance, audits, or regulatory reporting

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Sharing Your Data

We may share data with:

  • Trusted service providers (e.g., cloud hosting, security vendors)

  • Professional advisers (legal, financial, compliance)

  • Regulatory authorities when required

  • Subcontractors involved in delivering our services

We never sell your personal data.

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International Transfers

If we transfer data outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or equivalent protections.

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Data Security

We implement robust technical and organisational measures, including:

  • Encryption and secure access controls

  • Multi‑factor authentication

  • Network monitoring and threat detection

  • Regular audits and vulnerability assessments

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Data Retention

We retain personal data only as long as necessary for the purposes described above or as required by law. Retention periods vary depending on the type of data and contractual obligations.

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Your Privacy Rights

Under UK GDPR, you have the right to:

  • Access your personal data

  • Request correction or deletion

  • Object to processing

  • Restrict processing

  • Request data portability

  • Withdraw consent at any time

To exercise your rights, contact us using the details below.

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Cookies and Tracking Technologies

Our website uses cookies to improve functionality, analyse traffic, and personalise content. You can manage cookie preferences through your browser settings.

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Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us directly

Email: team@ohisystems.co.uk
Phone: 01223 620964

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Updates to This Policy

We may update this Privacy Policy periodically. The latest version will always be available on our website.

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