Please note that this privacy notice relates to the way in which Aquarius IT Ltd stores and manages commercial data regarding its customers when you make contact with us or use one of our services. In this capacity, Aquarius IT acts as the Data Controller under the terms of the General Data Protection Regulation (GDPR).
As a provider of tachograph analysis data, Aquarius IT acts in the capacity of Data Processor, processing and storing data on behalf of its customers (Data Controllers).
Aquarius IT Ltd may change this policy from time to time by updating this page. You should revisit this page occasionally to ensure that you are up to date with any amendments.
1. The Data Controller - Who we are:
Aquarius IT Ltd are a privately owned limited company and are not part of a group of companies and are not a subsidiary of any other company. Registered company number: 05070766 Registered at: 26 The Green, Kings Norton, Birmingham, West Midlands, B38 8SD
Data Protection: Data Protection in Aquarius IT Ltd is administered by the GDPR Steering Group. • Mark Johnston (Customer Service) • Guy Reynolds (Commercial) • Dave Bailey (Development) The steering group can be contacted by using the contact details at the bottom of this document.
2. What we collect
Information will only be collected for current customers. Our definition of a customer is any company or sole trader that has purchased a product or service from us or opened a trade account in the past two years.
We may collect the following information:
• name and job title
• contact information including billing and delivery address, email address and telephone number
• demographic information such preferences of products
• other information relevant to customer surveys and/or offers, including marketing and communication preferences.
3. What we do with the information we gather:
Most often personal data for business to business use will be needed along with other information to allow Aquarius IT Ltd to operate according to its legitimate business interests. Other times we are required to process personal data to comply with a legal obligation, or to fulfil the requirements of a legally binding contract already in place, or that we may intend to enter into.
Our business model infers that we have no intention of processing data in the public interest. Where processing is based on consent, we will obtain that consent and keep a record of doing so. You will have the right to withdraw your consent at any time, but this will not affect the legal standing of the processing that occurred prior to you exercising this right.
We will periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided. You are able to opt out of receiving these emails at any point.
We will occasionally ask users of the software products to update their email address and password, in order to ensure security of the data that we provide to our users.
Account holders are identified by the account email address and therefore it is important to ensure that your email address is up to date. We may have reason to contact you with important information and also to allow our support team to assist you more effectively.
We suggest that you use a supported email address with limited user access, therefore avoiding using generic, role-based email addresses such as info@, admin@, or email@example.com
4. Controlling your personal information You may withdraw your consent or restrict the collection of use of your personal information at any time.
If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at firstname.lastname@example.org
Whenever you fill in a form on the website, your details will only be used by Aquarius and will not be passed on to any third party.
5. You must always contact the Team in the following circumstances:
• if you are unsure about the retention period for the Data being processed
• if you believe there has been a Personal Data breach
• if you need any assistance dealing with any rights invoked by a Data Subject - see point 6 'Your rights'
• if you need help with any contracts or other areas in relation to sharing Personal Data with third parties.
6. Your rights
As a customer, you are entitled to request access to, update and correct your personal information. Under GDPR you also have the right to request to have your personal information deleted or restricted and ask for portability of your personal information.
You also have the right to object to the processing of your personal information, however where you have a right to object we may be able to show a compelling reason to continue. You also have the right to object to direct marketing.
The subject may still be able to exercise their right to object to data being processed or request for data to be deleted, regardless of any legal obligation for processing, in the circumstance where they can make a submission that their rights and freedoms have been affected.
In each of these circumstances the request must be made in writing for the attention of the steering group (see point 1) and will be responded to within one month.
If you are unhappy with the way in which your data is being managed, you have the right to complain to the Information Commissioner's Office (ICO). You can find more details here
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
A number of automated processes are employed in the compilation of customer data. These include an online enquiry form on our website, a live chat service that customers can access from our software solutions and automated email-shots that are sent with the customer's consent. These emails are sent to existing customers only and each correspondence contains a clearly marked tick box which enable the customer to unsubscribe at any point.
All customer data is held securely within our CRM system; this system is protected using SSL encryption and each employee holds their own username and password. Customer data is also held internally using dedicated servers with no open port access. These servers are also secured behind a number of firewalls.
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
9. Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. This could be classed as further data processing and special rules would apply in accordance with Privacy and Electronics Communications Regulations 2003 (PECR). We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.
10. The Data Protection Act 2018
Under the Data Protection Act 2018 link, you not only have the right to request details of personal information which we hold about you, you also have the right to:
• be informed about how that data is being used
• have incorrect data updated
• have data erased (data that falls outside the scope of current tachograph downloading regulations)
• restrict the processing of data and raise objections about how that data is being used
If you would like a copy of the information held on you please write to us at the address below. This data will be provided free of charge. if you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the address below. We will promptly correct any information found to be incorrect.
Address: Aquarius IT Ltd, 2 Forrest Way, Gatewarth Industrial Estate, Warrington, WA5 1DF
Telephone: 0330 333 8789