Privacy Policy

Last Updated: 24th May 2018

Who We Are
Sys IQ's core business is an EYFS childcare management software system (Baby's Days) to childcare businesses including Nurseries, Pre-schools and Childminders.

Sys IQ’s registered office is at 3 Warren Yard Warren Park, Stratford Road, Milton Keynes, Buckinghamshire, MK12 5NW and we are a company registered in England and Wales under company number 8410956, we are registered on the Information Commissioner's Office Register: Registration Number: ZA055997.

Sys IQ provides access to a childcare management system as a subscription only service and this Privacy Policy governs the way Sys IQ collects, maintains and discloses information from subscribing customers and users of the Baby's Day’s Website and the responsibilities of Sys IQ for the lawful basis of processing personal data. This privacy policy applies to the site and all products and services offered by Sys IQ.

Definitions
Controller: Means a natural or legal person who (either alone, jointly or together with other persons) determines the purpose(s) “for which” and the manner “in which” any personal data is, or will be processed;

Processor: Means a natural or legal person (other than an employee of the controller) who processes personal data on behalf of the controller;

Processing: Means any operation or a set of operations which is performed on personal data or on sets of personal data, whether by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction;

Sys IQ act as the data processor with respect to our business customers and subscribers and as a Data controller with respect to personal data collected and processed in our business operations.

Our designated Data Protection Officer/Appointed Person can be contacted at Sys IQ Ltd, Exchange House, 494 Midsummer Blvd, Milton Keynes, Buckinghamshire, MK9 2EA.

Information That We Collect
Sys IQ processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

We may collect personal identification information from Users in a variety of ways, including, but not limited to, when Users visit our site, subscribe to the newsletter, fill out a form, and in connection with other activities, services, features or resources we make available on our Site. Users may be asked for, as appropriate, name, email address, mailing address, phone number. Users may, however, visit our Site anonymously. We will collect personal identification information from Users only if they voluntarily submit such information to us. Users can always refuse to supply personally identification information, except that it may prevent them from engaging in certain Site related activities.

The personal data that we collect from our customers is:

Full Name
Address
Email address
Telephone Number
Mobile Telephone Number

We also during business collect personal information for example:

Name
Date of Birth
Home Address
Personal Email
Business Email
Home Telephone Number
Mobile Telephone Number

How We Use Your Personal Data
Sys IQ takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice.

We are committed to protect the security and confidentiality of your personal data. We use appropriate technical and organizational measures in such a manner that processing will meet the requirements of the national and European Union laws (GDPR) and ensure the protection of your rights.

When you setup an account on our website, you would require a username and password to log in. You must keep your username and password secure, and never disclose it to a third party.

Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time. 

The General Data Protection Regulation (GDPR) requires that specific data protection principles be followed in the handling of personal data. These principles require that personal data must:

Be accurate.
Be secure.
Not be kept longer than is necessary.
Be adequate, relevant and not excessive.
Be fair, lawfully and transparently processed.
Be treated with individuals' rights.
Be processed for limited purposes and not in any manner incompatible with those purposes.
Not be transferred to countries without adequate protection.

The purposes and reasons for processing your personal data are detailed below:

We collect your personal data in the performance of a contract or to process and activate your subscription.
Also, to provide you with access to the website and be able to download information and relevant materials.
We collect and store your personal data as part of our legal obligation for business accounting and tax purposes
We will occasionally send you marketing information where we have assessed that it is beneficial to you as a customer and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests.
We also collect information to produce, reports, statistics and analysis of people who access our services.

We also collect information electronically in the following ways:

Online subscription / registration form:

Automatic Information: When you visit our website, we collect information via cookies and other techniques. Cookies are small, simple text files that save on your computer or mobile device when you visit our website.

We collect the following information:

Internet Protocol (IP) Address.
Browser type and Version.
Geolocation, clicking-behaviour.
We collect this information for functional and analytical purposes.

Functional cookies help us to provide you a website that is user-friendly preserves user session across page requests.
These cookies allow us to remember your browser settings, so you can view our website optimally.
Cookies also help us to identify trusted web traffic.
Analytical cookies are used to optimize our website’s experience. It collects information on your behaviour on our website.
Statistic cookies help us to understand how visitors interact with websites by collecting and reporting information anonymously.
Commercial cookies are used to promote some of the products how lenders are offer to you based on your saved enquiry.
Marketing cookies: Are used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and for advertisers.
Google AdWords help to re-engage visitors that are likely to convert to customers based on visitor visitor’s online behaviour across websites.
If you don’t want us to collect this information you can set your browser settings accordingly. However, we want to remind you that if you do not want to use cookies, we unfortunately cannot guarantee that our website will work properly, and your experience is optimised.

Google Analytics:
We use Google analytics to get data about the visitor’s device and behaviour. They also track the visitor across devices and marketing channels.

Your Rights
You have the right to access any personal information that Sys IQ processes about you and to request information about:

What personal data we hold about you.
The purposes of the processing.
The categories of personal data concerned.
The recipients to whom the personal data has/will be disclosed.
How long we intend to store your personal data for.
If we did not collect the data directly from you, information about the source.

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

Sharing and Disclosing Your Personal Information
We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement.

Safeguarding Measures
Sys IQ takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data.  The Data centre that hosts our systems hold certifications including ISO 27001. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including:

Use of SSL and TLS on the server side, restricted access in that Sys IQ or it’s staff have no access to customer data and such data remains the responsibility of the customer/ business subscriber for the duration of the contract.

Transfers Outside the EU
Personal data in the European Union is protected by the General Data Protection Regulation (GDPR) but some other countries may not necessarily have the same high standard of protection for your personal data. Sys IQ does not transfer or store any personal data outside the EU. Our data centre and website are all hosted in Milton Keynes in the United Kingdom.

Consequences of Not Providing Your Data
You are not obligated to provide your personal information to Sys IQ, however, as this information is required for Sys IQ to process and complete your subscription or any other service you might require, we will not be able to offer some/all of our services without it.

Legitimate Interests
As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.

We use the legitimate interests’ legal basis for processing to register and process customer data and have identified that our interests are:  Registration, management and support of customer contracts.

How Long We Keep Your Data
Sys IQ only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. We also retain personal data for the duration of the contract which you would have with us.

Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

Special Categories Data
Owing to the products, services or treatments that we offer, Sys IQ are aware that our core customers control and process sensitive customer data and information on children. While we do acknowledge that this data is the responsibility of our customers we are committed to protect the security and confidentiality of such sensitive data. We use appropriate technical and organisational measures in that the processing will meet national regulatory bodies, General Data Protection Regulation (GDPR) and ensure that protection of your rights.

What happens if the Privacy Policy changes?
We may change this privacy policy at any time and from time to time. All updates and amendments are effective immediately upon notice, which we may give by any means, including, but not limited to, by posting a revised version of this Privacy Policy or other notice on the Website. We encourage you to review this Privacy Policy often to stay informed of changes that may affect you, as your continued use of the Website signifies your continuing consent to be bound by this Privacy Policy.

Contact Details
If you have any questions about this privacy policy, please contact:

Sys IQ Ltd
Exchange House
494 Midsummer Blvd
Milton Keynes
Buckinghamshire
MK9 2EA