Privacy Notice
Heskap Systems Ltd
Heskap Systems Ltd. (“we,” “our,” or “us”) is committed to protecting and respecting your privacy. This Privacy Notice explains how we collect, use, disclose, and protect your data when you engage with our IT services, interact with our website, or communicate with us.
We process personal data in compliance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018, ensuring transparency, security, and accountability in handling your information.
Data We Collect and How We Obtain It
We gather information from you when you voluntarily provide it to us or interact with our services. Additionally, we may receive relevant information about you from third parties or collect data during our legitimate business activities.
As part of delivering our IT services, we may collect and process various types of data, which may include personal details such as:
- Your full name and address
- Your email addresses and phone numbers, including mobile contact details
- Financial details, such as bank account information, credit/debit card details, or payment methods
- Contractual information related to services you have arranged through us
- Identification details such as passport or driver’s license information, where required
- Any other data you provide to us or that we need to process to deliver our services effectively
We may also handle non-personal data that does not identify you directly.
When you visit our website, we automatically collect technical information provided by your device’s browser, including your IP address, browser type, access times, and referring URLs. This data is used to compile statistics, improve website functionality, enhance our services, and provide a better user experience.
How We Protect and Use Your Data
At Heskap Systems Ltd., safeguarding your personal information is a top priority. We implement a range of security measures and technologies to protect your data from unauthorized access, loss, or misuse. However, while modern security practices are highly effective, no physical or digital system can be completely secure. We continuously assess and update our security policies and procedures to adapt to emerging threats and technological advancements.
When transmitting data over the internet, there is always a level of risk, as no online communication is entirely secure. In some cases, your data may be transferred to countries outside the European Economic Area (EEA), particularly when using cloud-based services for web hosting, email systems, and software solutions. While we take precautions to ensure data protection, some non-EEA regions may not have the same level of data security regulations. By providing us with your information, you acknowledge and agree to its storage and processing, which primarily occurs within the EEA. Despite our efforts to maintain security, any data transmission is at your own risk. Once received, we apply stringent security measures to prevent unauthorized access.
We use the data we collect to:
- Deliver and manage IT services that you request from us
- Fulfill contractual obligations related to services you have purchased
- Ensure compliance with applicable laws and regulations
- Communicate with you regarding updates, changes to our services, or relevant industry information
- Provide marketing materials about our IT services and solutions, where you have given consent
Our goal is to use your data responsibly while providing secure, high-quality IT solutions tailored to your needs.
Our IT Services & Data Retention
At Heskap Systems Ltd., we offer a range of IT support and business technology solutions, including:
- IT support and managed services
- Cloud backup and cybersecurity protection
- IT hardware sales, repairs, and upgrades
- Website development and digital solutions
- Social media management and online marketing services
- Network solutions and IT security enhancements
- Online IT training and consultation
We may use your data to provide you with updates on our services, industry-related insights, special events, and technology solutions that may benefit your business. If you do not wish to receive such communications, you can inform us at any time using the contact details provided at the end of this Privacy Notice.
We retain your data only for as long as necessary to fulfill the contract between us and to comply with legal and regulatory requirements. If you no longer wish us to use your data, you can request that we delete it and close your account. However, please note:
- We may retain some of your data to protect our legitimate business interests, such as fraud detection, security monitoring, and ensuring service integrity.
- Certain data may be kept to comply with legal obligations, such as financial reporting and audit requirements.
- Due to security measures in place to prevent accidental data loss, some residual copies of your data may remain in our backup systems for a limited period.
If you have any questions about how we use or retain your data, feel free to reach out to us via the contact details provided in this notice.
Sharing and Disclosing Your Information
At Heskap Systems Ltd., we may share your personal data with trusted third parties that help us deliver our IT services. This may include:
- Service providers such as web hosting companies, cloud storage providers, and IT support providers who assist in maintaining our systems and services.
- Business partners and subcontractors involved in fulfilling contracts and agreements with you or our clients.
- Legal and regulatory authorities, if required to comply with legal obligations, industry regulations, or court orders.
- Fraud prevention and security agencies, to protect our rights, property, and the safety of our employees and customers.
We never sell or share your data for marketing purposes without your consent, and we only disclose information necessary for the specific service being provided.
International Data Transfers
In certain cases, we may need to transfer your personal data outside the European Union (EU) or European Economic Area (EEA) when using cloud-based services or third-party platforms. When we do this, we ensure your data remains protected by using:
- Standard Contractual Clauses (SCCs) approved by the European Commission to safeguard data transfers.
- Adequacy Decisions from the European Commission, ensuring the receiving country provides an equivalent level of data protection.
We always select service providers that meet strict data protection standards to keep your information safe, regardless of location. If you have any concerns about how your data is shared, you can contact us using the details provided in this Privacy Notice.
External Links and Third-Party Websites
Our website may contain links to external websites that are not operated or managed by Heskap Systems Ltd. These links are provided for your convenience and to direct you to additional resources that may be of interest.
Please note that when you click on these links, you will be subject to the terms and conditions of the external website. These third-party sites may have different privacy policies and data protection practices than ours. We encourage you to review their privacy notices before providing any personal information, as we do not control and are not responsible for how they handle your data.
Your Rights Under Data Protection Laws
As an individual, you have certain legal rights under EU data protection laws regarding how your personal data is collected, stored, and used. These rights apply in specific circumstances and include:
- Right to Access – You have the right to request a copy of the personal data we hold about you.
- Right to Rectification – You can ask us to correct any inaccurate or incomplete data we have about you.
- Right to Object – You may object to the processing of your data in certain situations, such as direct marketing.
- Right to Restriction – You can request that we temporarily limit how we use your data in certain circumstances.
- Right to Erasure (“Right to be Forgotten”) – You can request that we delete your personal data where it is no longer necessary for the purpose it was collected.
- Right to Data Portability – You can request that we provide your personal data in a commonly used format so that it can be transferred to another organisation.
These rights are not absolute and may apply only in specific situations. If you wish to exercise any of these rights, please contact us at support@heskap.com.
If you have concerns about how we handle your data, you have the right to lodge a complaint with your local supervisory authority. In Ireland, this is the Data Protection Commission (DPC), and further details can be found at www.dataprotection.ie.
Withdrawing Consent & Marketing Preferences
If we process your personal data based on your consent, you have the right to withdraw that consent at any time. Any processing carried out before your consent was withdrawn will remain lawful.
If you no longer wish to receive marketing communications from us, you can opt out at any time by contacting us using the details provided in this Privacy Notice and requesting to be removed from our marketing list.
Payment Processing and Security
To ensure secure and compliant payment processing, we may need to collect certain financial and identification details as part of our contractual obligations and to comply with applicable regulations, such as anti-money laundering laws. Without this information, we may not be able to provide payment services.
Types of Payment Information We Collect
- Payment Details – We require financial details such as bank account information, credit or debit card details to process transactions securely.
- Identity Verification – In some cases, we may need to verify your identity using official documents (e.g., passport, driver’s license, national ID card) along with personal details such as your date of birth, address, email, and phone number to prevent fraudulent activities.
How We Use Your Payment Data
We collect and process this data to:
- Facilitate secure payment transactions for our services.
- Detect and prevent fraud, security risks, and unauthorized transactions.
- Conduct risk assessments and security checks using verified databases.
- Comply with legal obligations, including financial reporting and regulatory compliance.
- Enforce payment terms and policies associated with our services.
- With your consent, provide you with marketing updates and promotional offers related to our IT solutions.
Our payment data processing is based on our legitimate business interest in maintaining a secure and efficient payment system while ensuring compliance with legal and contractual obligations. If you have any questions regarding payment security or your financial data, please contact us using the details provided in this Privacy Notice.
Social Media Integration and Cookies
At Heskap Systems Ltd., we maintain active accounts on various social media platforms to engage with our customers and share updates about our IT services. Our website may include embedded social media widgets, such as follow buttons, like boxes, and content streams.
These features may use cookies set by the respective social media platforms when you interact with them on our website. You have the option to disable or refuse these cookies through your browser settings.
Please note that your use of social media platforms remains subject to the terms and privacy policies of those platforms, and we do not control how they collect or use your data. We encourage you to review their privacy notices for more information.
Updates to This Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in our services, legal requirements, or industry best practices. Any revisions will be posted on our website and will take effect immediately upon publication.
We encourage you to review this notice regularly whenever you use our website or services to stay informed about how we handle your data.
- Effective from: December 4th, 2022
- Last updated: January 18th, 2025
For any questions or concerns about this notice, please contact us via email to Support@Heskap.com