axisfirst Corporate Policies

1. Privacy Statement

This Privacy Statement applies to Systems AXIS Limited (trading as axisfirst) a company registered in England (company registration number 2370905).

We are registered on the Information Commissioner’s Office Register of data controllers under registration Z6638404.

Personal Data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:

any information relating to an identified or identifiable natural person (‘data subject’); an identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that person.

What we collect

We may collect the following information:

Name and job title.
Contact information including email address, telephone numbers and postal address.
The IP address(es) you use or from which you access our services.
Demographic information such as postcode, preferences and interests (for example, which topics you may have elected to receive marketing information about).
Other information relevant to customer surveys and/or offers.
All communications to and from our organisation (written, electronic or voice) may be recorded.

Why does Systems AXIS need to collect and store personal data?

We need personal data in order for us to provide you with the service(s) to which you have contracted or otherwise given your consent.

We are committed to ensuring the information we collect and use is appropriate for this purpose and does not constitute an invasion of your privacy.

Will Systems AXIS share my personal data with anyone else?

We may pass your personal data to third-party service providers contracted to Systems AXIS in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide on our behalf.

How will Systems AXIS use the personal data it collects about me?

Systems AXIS will process (collect, store and use) the information you provide in a manner compatible with the General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. Systems AXIS is required to retain information in accordance with the law, such as information needed for company tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Under what circumstances will Systems AXIS contact me?

Where you have given us your consent, we may use your information to contact you with details about products and services which we feel may be of interest to you.

You can grant or withdraw your consent, or change your contact preferences via our web site or by writing to us.

We may also contact you when we feel the information is relevant to the services which we are contracted to provide to you.

Can I find out what personal data the organisation holds about me?

Systems AXIS at your request, can confirm what information we hold about you and how it is processed. If Systems AXIS does hold personal data about you, you can request the following information:

Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
Contact details of the Data Protection Officer (where applicable).
The purpose of the processing as well as the legal basis for processing.
If the processing is based on the legitimate interests of Systems AXIS or a third party, information about those interests.
The categories of personal data collected, stored and processed.
Recipient(s) or categories of recipients that the data is/will be disclosed to.
If we intend to transfer the personal data to a third party or international organisation, information is available about how we do this securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure that there are specific measures in place to secure your information.
How long the data will be stored.
Details of your rights to correct, erase, restrict or object to such processing.
Information about your right to withdraw consent at any time
How to lodge a complaint with the supervisory authority.
Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
The source of personal data if it was not collected from you.
Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

What forms of ID will I need to provide to access this?

Systems AXIS requires two forms of ID from the following list, one of which must be photographic, when information on your personal data is requested:

Photo driving licence.
Passport.
Birth certificate.
Utility bill from within the last three months.

Data Protection Officer (DPO)

axisfirst is not required to appoint a DPO under the GDPR but we have decided to do so voluntarily. We understand that the same duties and responsibilities apply had we been required to appoint a DPO. We support our DPO to the same standards.

Our DPO reports directly to our highest level of management and is given the required independence to perform their tasks. Our DPO is tasked with monitoring compliance with the GDPR and other data protection laws, our data protection policies, awareness-raising, training, and audits.

Data Protection Manager contact details: e: dp@axisfirst.co.uk t: 01278 421020 Data Protection Officer, axisfirst, Axis House, 53-55 St. Mary Street, Bridgwater, TA6 3EQ Document Owner and Approval

The axisfirst Data Protection Officer is the Owner of this document and is responsible for ensuring that this statement is reviewed in line with the requirements of current legislation.

2. Environmental Policy

2.1 Scope

As a provider of IT Support, Managed IT Services and IT Solutions to business throughout the UK, we recognise that our activities have an impact on our environment.

As a responsible business, we do all that we can to minimise the impact of those activities while maintaining the high standard of service that our customers have come to rely on.

This environmental policy outlines our commitment to minimising our impact on the environment and helps demonstrate how we aim to continually improve our environmental performance as we carry out our day-to-day activities.

Review of our activities and operations has identified a number of areas that have an impact on our environment, such as:

Energy Consumption
Air Emissions
Resource Use
Waste to Landfill
Logistics
Supplier Environmental Impact

Working in partnership with our team, customers and suppliers, we continually raise awareness of environmental issues and work together to make continuous improvements to our operations, ensuring compliance with all current environmental legislation as a minimum.

2.2 Energy consumption

We use energy for heating and lighting, as well as to run ICT equipment and cloud data centre operations. We continually monitor our energy consumption and implement energy efficiency measures wherever practical. That includes using Windows Group Policy to manage business and customer wide power settings. We are aware that we guide technology purchase decisions and we take those responsibilities seriously. As such, we always advise low power options even though these may be more expensive to purchase. encouraging clients to purchase products with environmental certifications, such as ENERGY STAR ( https://www.energystar.gov/ )

2.3 Air Emissions

We do all that we can to reduce our air emissions. We do this by increasing our use of remote monitoring, remote support and remote maintenance of IT systems.

Our staff use public transport to get to and from customer sites when feasible, while exploiting unified communication and collaboration technology to reduce travel and support more flexible working.

We offer access to the UK Government's Cycle to Work Scheme (https://www.gov.uk/government/publications/cycle-to-work-scheme-implementation-guidance) to all of our staff.

2.4 Resource Use

We endeavour to reduce our consumption of resources and improve the efficient use of those resources, including our use of water, energy and other resources.

As a part of this we run a near paperless office, printing only when absolutely necessary with all customer communication being electronic including quotations/proposals, invoices and statements. Financial documents are available to customers from our client web portal.

2.5 Logistics

We rely on a number of logistics services to deliver IT hardware to our customers and we recognise that this has an impact on the environment. We do all that we can to minimise the number of deliveries required for any particular project and drop-ship directly from suppliers when practical to do so. We also using logistics businesses with sound environmental policies wherever practical.

2.6 Supplier Environmental Impact

We work wherever possible with suppliers who have demonstrated their commitment to reducing their impact on our environment in their activities, helping drive sustainability throughout our supply chain.

3. Cookie Policy - axisfirst.co.uk

Cookies are small text files stored on your device when you access most websites on the internet.

This Website uses cookies in order to make the Website easier to use, to support the provision of information and functionality to you, as well as to provide us with information about how the Website is used so that we can make sure it is as up to date, relevant and error free as far as we can. Further information about the types of cookies that are used on this Website is set out in the box below.

By using this Website you agree to our use of cookies. You can choose to restrict or block cookies set on the Website through your browser settings at any time. For more information about how to do this, and about cookies in general, you can visit www.allaboutcookies.org. Please note that certain cookies may be set as soon as you visit the Website, but you can remove them using your browser settings.

However, please be aware that restricting or blocking cookies set on the Website may impact the functionality or performance of the Website, or prevent you from using certain services provided through the Website. It will also affect our ability to update the Website to cater for user preferences and improve performance.

We don’t sell the information collected by cookies, nor do we disclose the information to third parties, except where required by law (for example to law enforcement agencies).

We may sometimes embed content from 3rd party websites such as YouTube. As a result, when you visit a page containing such content, you may be presented with cookies from these websites. We do not control the dissemination of these cookies and you should check the relevant third party's website for more information.

Cookies We Use

Cookie	Description
CookieConfirm	The presence of this cookie is used to remember the fact that you have confirmed that you are happy to accept cookies
ASPSESSIONIDxxxxxxxx	This is a Session Cookie (session cookies are temporary and are erased when you close your browser). It identifies you from one page to the next and is used, for example, to keep track of your logged-in status.
UserID, account, password	These cookies are used to remember your login credentials for when you next visit our website. They are only created if you choose the “Remember Me” option on the login page.
_utma, _utmb, _utmc, _utmz	These are cookies created by Google Analytics and are used to provide us information on which web pages are the most popular, and the most popular search terms used by visitors arriving at our site.

4. Cookie Policy - www.axistechnology.co.uk

Cookies are small text files stored on your device when you access most websites on the internet.

We don’t sell the information collected by cookies, nor do we disclose the information to third parties, except where required by law (for example to law enforcement agencies).

Cookies We Use

ARRAffinity	Used by the Website Hosting Platform to provide load balancing and so provide a better user experience.
UMB-XSRF-TOKEN, UMB-XSRF-V	These cookies are used to prevent cross-site scripting attacks and so help guarantee the safety of using the website.
_utma, _utmz, _ga, _zlcmid	These cookies are used by Google Analytics to record how many people are using the website and how they move around the site once they've arrived. This helps us monitor how the website is used so that we can see where to make improvements and ensure a good service is provided.