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Privacy Policy

Privacy Policy for Nicom IT Services Ltd

Policy review: April 2026 Reviewed by: Nick Rutter (Director) Next Review: April 2027

Introduction

Nicom IT Services Ltd is a computer repair and network support company. The aim of this document is to ensure that our clients fully understand what data we store, how we protect it, and for what purpose it is used. We are committed to protecting your privacy and handling your data transparently.

1. What Information We Collect

We store data on current, past, and future clients to provide our services effectively. The data we store is limited to:

  • First and last names
  • Phone numbers (landline and mobile)
  • Addresses
  • Email addresses
  • Passwords and Email/Account information (Note: This is only stored while we are actively working for a client or as part of an ongoing IT support agreement).

Website Collection: While we do not collect tracking information from casual visitors browsing our website, we do collect information you voluntarily provide:

  • Contact Forms: Information submitted is sent directly to us via email and is not stored in a separate database.
  • Booking Forms: Information provided here is stored and input directly into our ticket system to manage your repair or support request.

2. How We Store and Secure Your Data

We take strict measures to ensure your data is safe:

  • Digital Security: All client data is secured by passwords and Two-Factor Authentication (2FA). It is only accessible from onsite computers that are also password-protected. To maintain security, Nicom IT Services Ltd changes its own system passwords every 180 days.
  • Physical Security: If there is a requirement to keep a paper copy of any data belonging to customers with an active agreement, it is kept in a locked filing cabinet or cupboard.
  • Third-Party Access: We do not share your data with third parties for marketing purposes. Stored data is used primarily for contacting you regarding your jobs, warranties, or occasionally to follow up on sales.

3. Data Retention and Client Backups

During repairs, some jobs require us to back up data onto Nicom IT Services hard disks with the sole purpose of restoration onto a new hard drive or other media.

  • 30-Day Limit: For client wellbeing and data safety, we store these backups for a maximum of 30 days. After this time, they are wiped securely from our devices.
  • Client Consent: Clients are asked to sign and give consent when booking in if we intend to copy data. Clients can opt out of data retention entirely.
  • Early Deletion: Customers can request immediate deletion of this backup data; however, the client accepts liability if data is subsequently missing.

4. Hardware and Drive Destruction

If jobs require us to remove broken hard drives from a client’s device, we will always offer the faulty equipment back to the client. If the hardware is left with us:

  • Storage Limit: Disks are stored for 1 month before destruction to ensure any data loss is kept to a minimum.
  • Destruction: Hard drives, memory pens, and CDs are securely destroyed either by physical destruction or secure wiping (complete with a certificate of destruction from a certified company).
  • Hardware Reuse/Disposal: If hardware is given to us with the intention of Nicom IT Services reusing or disposing of it, the disks will be securely wiped using software that passes through the disk no less than 10 times.

5. Passwords and Company Data

As part of our ongoing IT support for companies, we may hold client passwords to speed up support requests. These are stored within a dedicated system protected by passwords and 2FA. (Note: A full copy of our internal Password Policy can be requested by emailing info@nicomit.co.uk).

6. CCTV

Nicom IT Services Ltd records 24-hour CCTV in its stores for the sole purpose of crime prevention. Recordings are never shared or used for entertainment purposes. They will only be released to an authorized authority, such as the Police or our insurance company, if legally required.

7. Mailing Lists

We maintain a mailing list of client email addresses. All clients are given the opportunity to opt out of these communications at any time.

8. Your Data Protection Rights

You have the right to request that your details, including saved passwords or account info, be removed from our systems at any point. Please note: Requesting the removal of your data may make it difficult for us to contact you regarding warranties, and removing stored passwords may slow down future IT support requests.

9. Legal Requirements and Contact Information

  • ICO Registration: Nicom IT Services Ltd is registered as a Data Controller on the Data Protection Register held by the Information Commissioner’s Office (ICO).
  • Information for Data Subjects: In compliance with the Data Protection Act (DPA) and GDPR, we provide this privacy notice on our website and in paper format in our store to inform clients of the data we collect, process, and hold.

For any queries relating to this policy or Freedom of Information (FOI) requests, please contact our Data Protection Officer (DPO):

  • DPO: Nick Rutter
  • Email: info@nicomit.co.uk