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Privacy Policy


We (Wireless Rooms) are committed to protecting your privacy and promise to collect, process and share your data safely and securely. Our Privacy Policy tells you how we do this and what your rights are. Any personal data processed in line with our Privacy Policy is controlled by us, as the data controller.

This policy may be amended from time to time. We encourage visitors and users of our site to regularly review our Privacy Policy.

Our Privacy Promise

Transparency – We will always tell you what data we’re collecting about you and how we use it. We only share your data with trusted partners and will never sell your data.

Secure – We are committed to always follow industry best practices to ensure your data is stored safely and securely. We protect the confidentiality, accuracy and availability of the information we collect about you.

Control – We will always give you control over the marketing you receive from us. You can choose the types of messages you receive and whether you want to stop receiving marketing communications.

Our lawful basis for processing your data

Wireless Rooms has assessed all six grounds for the lawful processing of personal data under the General Data Protection Regulation (GDPR) and has selected ‘Legitimate Interest’ as the most suitable lawful ground for the processing data for the purposes of Wireless Rooms sales and marketing.

Further information regarding the lawful basis for processing personal data can be found at ico.org.uk

Wireless Rooms collects, processes and stores data relating to businesses and decision-makers. We believe that the individuals we process the data of, are likely to have an interest in the products and services that Wireless Rooms provide. Deemed as ‘Legitimate Interest’, this is based upon specific criteria including the business industry sector, size of the organisation as well as the individual’s job function within the organisation. Our typical segmentation includes those within marketing, sales, business development, HR, MD and owner related job functions, although this list is not exhaustive and other variables may apply.

We will only ever collect, process and store the essential information required for making contact with the data subjects within a business environment. The personal data we collect is limited to the first name, last name, email address, social profiles (limited to LinkedIn) as well as a business IP address. Other business-related data may also be processed including business name, job function, turnover and business address, however, we will never collect further personal data such as those classed under ‘Sensitive Personal Data.

The data collected will be used to communicate marketing and sales messages relating to Wireless Rooms products and services, based upon the job function held by the data subject, as well as any industry-related information that we feel the recipient would find useful or helpful in their professional positions. Wireless Rooms only sends messages to those we believe are likely to be interested in our products and services based upon the organisation they are employed by and based upon their job function within that organisation. Messages from Wireless Rooms could be delivered via email, social media, via telephone or any other business to business (B2B) marketing methods that may be relevant.

When you send Wireless Rooms an enquiry or booking form via our website you will be asked to provide your contact details. We will use the data you provide to process your request and may use it to inform you by email, telephone or mail about other Wireless Rooms products and services that we feel may be of interest to you. It is deemed that as you have visited the Wireless Rooms website and provided us with your contact information that you are legitimately interested in our products and services. You have the right to object from any method of correspondence at any time, using the unsubscribe button on an email, by informing the telephone operator or by contacting us via any of the methods below.

How we collect data

At Wireless Rooms, we procure data in a variety of ways, collected in line with the lawful basis of ‘Legitimate Interest’. If you have received correspondence from us, we will have procured your data in one of the following ways:

When you have requested information from Wireless Rooms
When we have previously met at an event and your business card or contact details were handed to us willingly
When you or a business colleague has visited our website and we believe that there is a genuine legitimate interest in our services
You have previously connected with a member of our team via LinkedIn and discussed our services
A member of our team has found your business and your contact details online, believing that your business would genuinely be interested in our products and services, based upon your job function
Legal basis for processing
We collect and process your personal data for a variety of different purposes which are set out in further detail below.

For the performance of a contract – In order to perform our contractual obligations to you, including our fulfilling orders or purchases you have made, contacting you in relation to any issues with your order or use of the Services, in relation to the provision of the Services, or where we need to provide your Personal Data to our service providers relating to the provision of the Services.

To comply with legal obligations – To comply with laws, regulators, court orders, or other legal obligations, or pursuant to legal process.

Legitimate interest – Based upon segmentation by the organisation and by specific job function, coupled with our processing of personal data within the context of a business environment, we believe that any individual that receives correspondence from Wireless Rooms in direct marketing or sales capacity could be legitimately interested in the products and services Wireless Rooms provide. It is also deemed that direct marketing and sales are necessary in the context of promoting Wireless Rooms to professionals in business in order to increase awareness of our solutions.

How we store and retain data

The data held within the Wireless Rooms CRM system is processed and stored in the UK within a secure environment.

Wireless Rooms is dedicated to ensuring the validity and quality of the data contained within our CRM system ‘- ConnectWise’. We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

At the end of that retention period, your data will either be deleted or anonymised (so that it can no longer be associated with you) for research or statistical purposes.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

How we protect your data

We have put various measures in place to protect your personal data:

We are independently certified to a number of industry recognised standards, including ISO27001 which helps us maintain the highest levels of information security across our entire business.

Our entire site is accessed using HTTPS rather than HTTP, meaning that all information that is sent and received is encrypted for additional security. You can see this in the address bar of your browser.

Request to object

In all correspondence with you, we will give you the right to object from receiving further correspondence from Wireless Rooms. On any emails you receive from Wireless Rooms, there will be the option to unsubscribe from receiving any further email correspondence. If you receive a telephone call from us, you have the right to request not to receive any further calls.

Should you wish to object to receiving communication from Wireless Rooms, you can do so in a variety of ways:

Please click the unsubscribe link at the bottom of every email

If you have received a call, please tell the representative that you do not wish to receive any further communication

Please call us on 01284 700015

Email us at [email protected]

Write to us at Wireless Rooms, Technology House, Western Way, Bury St Edmunds, Suffolk, IP33 3SP.

All requests will be processed within 30 days. Your record will be updated to ensure that your details cannot be processed by our ConnectWise CRM system in the future. Please note this applies only to the processing of your personally identifiable data, not that of the business data which does not fall under the remit of GDPR.

Request for deletion

It is important to understand the difference between a right to object and a request for deletion. If you make a request for deletion, we will remove any data we hold about you from our CRM system. However, If you are removed from CRM completely, there is a risk that your data may be processed again in the future if your details are re-added to our CRM system by a member of our team who genuinely believes that your business would benefit from our products and services. If you do not wish for us to contact you again, we would recommend you request to object rather than a request for deletion, as this will ensure that your details are always suppressed from processing.

In either case, we will process your request within 30 days.

Please make your request in writing by emailing [email protected]

Or by writing to Wireless Rooms, Technology House, Western Way, Bury St Edmunds, Suffolk, IP33 3SP.

Request for data held

You may request that we send you all of the data we hold that relates to you. Please make your request in writing;

By emailing [email protected]

Or by writing to Wireless Rooms, Technology House, Western Way, Bury St Edmunds, Suffolk, IP33 3SP.

We will process and respond to your request within 30 days, this service will be free of charge.

This policy was last reviewed and updated on 24th May 2018. Policies are periodically reviewed to ensure compliance with the current compliance environment.

For questions relating to this policy, please contact [email protected]

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