Enterprise Imaging Systems | Privacy Policy - Enterprise Imaging Systems Privacy Policy - Enterprise Imaging Systems

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Privacy Policy – Enterprise Imaging Systems

Privacy Policy

Introduction

Enterprise Imaging Systems  are  committed to protecting and respecting your privacy. We wish to be transparent regarding how we process your personal information and   demonstrate that we are accountable, in accordance with the EU General Data Protection Regulation (EU 2016/679) and the Data Protection Act 2018. It is the intention of this Privacy Statement  to explain our  Privacy Management practices and procedures relating  to the personal information we collect and process.

In accordance with the EU GDPR (2016/679) and the Data Protection Act 2018,Enterprise  Imaging Systems (EIS) are identified as both a Data Controller and a Data Processor of all  categories of personal information which we collect and further process.

This online Privacy Statement  relates to personal information which we collect through our website www.enterpriseimagingsystems.com and associated technologies, including CCTV systems, Biometrics, Email Communication and Software Applications.

By willingly providing personal and other information to us, you are consenting to the terms and conditions of this Privacy Statement.  Please read this Privacy Statement carefully, as this document sets out the basis on which any personal information, we collect from you, or that you provide to us, will be gathered, and processed by  Enterprise Imaging Systems (EIS).

 

WHO ARE WE?

Enterprise Imaging Systems (EIS)  are the UK and Ireland’s leading Document Management, Scanning and Accounts Payable Automation Software Provider. Established in 1999, our Head Office is in Blanchardstown, Co. Dublin, Ireland. With an additional  office located  in the United Kingdom, we bring order to a world of data chaos with our advanced document management software.  We help businesses digitise, organise, optimise, and automate their documents and relate processes , saving them time and expense.

 

HOW WE COLLECT PERSONAL INFORMATION ABOUT YOU

When you browse our website www.enterpriseimagingsystems.com,  we may ask for personal information, such as your name, and email address.  We may also collect information about you when you are on the internet such as the website you came from, IP address, domain types, i.e., co.uk and .com, your browser type, the country where your internet service is located, the pages of our site that were viewed during your visit and search terms you used.  This information is only used for our own research and to improve our service to you. Your IP address is used to gather local broad demographic information. To measure the effectiveness of our online presence, www.enterpriseimagingsystems.com may use cookies to determine the path users take on our site and to identify repeat visitors to the website.

We collect personal information from you when you register on our website, either by email, or when you complete and submit any of our online forms.  Enterprise Imaging Systems (EIS) will also collect personal information relating to our external vendors, suppliers, and stakeholders. The categories of personal information that we process include, your name, company name, email address, postal address, phone number (s) and any other information that itself can identify or, when associated to the above information, may identify you as a specific individual.

 

HOW WE USE YOUR PERSONAL INFORMATION

To process your personal information, we are mandated to identify our lawful basis to collect and further process your personal information. In accordance with EU GDPR legislation, we will rely most commonly on the following legal bases to collect and further process your personal information, Consent, Contractual Necessity, Legal Obligation, Legitimate Interest, Public Interest

We may engage with third-party stakeholders and working partners for the following purposes:

                To facilitate the delivery of our products and services

                To provide the products  and services on our behalf

                To perform related services or

                To assist us in analysing how our  products and services are used.

We may process your personal information for more than one lawful basis depending on the specific purpose for which we are using your personal information.

We set out below a description of various ways we process your personal information and details of the legal bases we rely on to do so.  Please note however, that this is not an exhaustive list of our processing activities.

PURPOSE

CATEGORY OF DATA

LAWFUL BASIS

To register you as a client 

Name, address, phone no, email address

Contractual Necessity, Consent

To register you as a stakeholder/vendor

Name, address, phone no, email address

Contractual Necessity, Consent

For recruitment purposes

Name, address, email address, phone no, referee detail, employment history, training records

Contractual Necessity, Consent, Legitimate Interest

To provide and deliver our services to you.

Name, address, phone no, email address

Contractual Necessity, Consent, Legitimate Interest

To enable us to issue invoices

Name, address, phone no, email address

Contractual Necessity, Legitimate Interest

To reply to enquiries and emails.

Name, address, phone no, email address

Contractual Necessity

 

To enable you to avail of our products and  services.

Name, Address, Phone no, Email address

Contractual Necessity/Legitimate Interest, Consent

To enable us to manage payment services.

Name, Address, Phone no, Email address

Contractual Necessity/Legitimate Interest

To enable us to keep you advised of our products and services

Name, Email address,

Consent

To manage and administer the use of our services & relationship with customers, clients, suppliers, stakeholders.

Name, Address ,Phone no, Email address

Contractual Necessity/Legitimate Interest, Consent

For the detection and prevention of crime

Name, Address, Phone No, Email Address

Legitimate Interest, Public Interest

 

 

SOURCE OF COLLECTION

You provide personal information to us when you visit our website www.enterpriseimagingsystems.com. Personal information is also collected when you send an email and when you complete and submit any of our online forms.

We use the Social Media platforms of  Linked In, X, Facebook,  personal information may be collected through these channels.

 

DO WE USE COOKIES?

Yes, we use Cookies on www.enterpriseimagingsystems.com. Cookies are files with a small amount of data that is commonly used as an anonymous unique identifier. These are sent to your browser from the website that you visit and are stored on your computer’s hard drive.  We use Cookies which are necessary to enable core functionality, such as security, network management and accessibility.

You have the option to either accept or refuse these cookies and know when a cookie is being sent to your computer.  If you choose to refuse cookies, you may not be able to use some portions of the service.  For full information on  our use of Cookies, we would refer you to our separate Cookie Policy which you will find on www.enterpriseimagingsystems.com

 

THIRD PARTY SITES

There may be occasions when  www.enterpriseimagingsystems.comcontain links to other sites.  If you click on a third-party link, you will be directed to that site. Please be aware that these third-party sites are not operated by us, we strongly advise that you review the privacy statements of any third-party sites.  We do not take any responsibility for the content of privacy statements or practices of any third-party sites or services.

 

CHILDREN

We do not collect or process personal information relating to children under the age of 16 years.  If you are under 16, do not access, use, or provide and personal information on www.enterpriseimagingsystems.com or through any of their features. If we learn that we have collected or received personal information from a child under 16 without parental consent, we will delete that information.

INTERNATIONAL TRANSFER

It is not the practice of  Enterprise Imaging Systems (EIS)  to actively transfer personal information beyond European territories. However, personal information entered onto our website may be transferred to a server in the United States of America and stored there.

Please note   that outside the EU and the EEA different standards of data protection might apply. By completing and submitting any online forms,  on our website, you acknowledge and consent that data may be transferred across international borders, including to countries outside the EU and the EEA.

At  Enterprise Imaging Systems (EIS)  we will ensure that when personal information is transferred outside the EU and the EEA that local data protection standards meet EU GDPR standards and legal requirements.

 

HOW WE KEEP YOUR PERSONAL INFORMATION SAFE

We are committed to the protection and security of your personal information.  We use a variety of security technologies and procedures to protect your personal information from, unauthorised use and access, accidental loss, unlawful destruction, alteration, unlawful disclosure.  As effective as security practices are, no physical or electronic system is entirely secure. We cannot guarantee the complete security of our database, nor can we guarantee that information that you supply will not be intercepted while being transmitted to us over the internet.  We have implemented strict internal guidelines to ensure that your privacy is safeguarded at every level of our organisation.  We will continue to revise policies and procedures and review our systems, and we will implement additional security features as new technologies become available.  Any transmission of personal information is at your own risk.  When we receive your personal information, we use appropriate security measures to prevent your personal information from being compromised in any way.  When you contact us to ask about your personal information, we may ask you to identify yourself, this is to help protect your personal information.

 

WHO ARE WE SHARING YOUR PERSONAL INFORMATION WITH?

There may be circumstances when as a Data Controller, we are legally mandated to share personal information in accordance with Independent Statutory legislation and regulatory requirements.  In addition, there may be circumstances when it is necessary to share personal information with Working Partners and Stakeholders to enable us to provide our services efficiently.

 Enterprise Imaging Systems (EIS) will ensure that all Data Sharing Agreements and Contracts have been implemented prior to the sharing of any personal information. Access to personal information to external Stakeholders and Working Partners will only be afforded when a specific legal and lawful purpose (s) has been identified. We detail below a list of our Stakeholders and Working Partners with whom we share personal information for the purposes of providing our services to our clients. This list is, however, not exhaustive:

  • ● IT Provider/Support

    ● Web Hosting

    ● Data Centre Providers/ Data Houses

    ● External Stakeholders/Vendors/Contractors

    ● Saas Providers

    ● CRM Systems

RETENTION OF PERSONAL INFORMATION

 We do not retain personal information for longer than is considered necessary to enable us to provide our products and services.  Independent Statutory legislation, and Regulatory obligations will influence the retention period of various categories of personal information that is collected and further processed. Further information regarding the retention of personal information is detailed in our separate EU GDPR Retention Policy, a copy of which is available upon request.

 

DATA SUBJECT RIGHTS

In accordance with the EU General Data Protection Regulation (EU 2016/679) and the Data Protection Act (2018) you are afforded the following rights in certain circumstances.

Right of Access: You have the right to obtain confirmation from us, whether we process personal information about you and where that is the case, access to the personal data, including the purposes of processing and the categories of personal data concerned.  The recipients or categories of recipients to whom the personal information have been or will be disclosed.  You may also submit a written request for a copy of personal information you believe we may be processing about you.

Right to Rectification: You have the right to the rectification of inaccurate personal information about you without undue delay.

Right to Erasure: You may ask us to delete your personal information, however, this is not an absolute right, and any such request will be considered in accordance with EU GDPR legislation and local legislation.

Right to Restrict & Object: You have the right to restrict and object to  Enterprise Imaging Systems (EIS) using your personal information.

Right to Data Portability: Upon receipt of your written request, where possible, we can share a digital copy of your personal information with you or another organisation.

 

HOW YOU CAN CONTACT US

In the event you have any concerns regarding how we process your personal information you can email us at: dataprotection@enterpriseimaging.com

The Data Commissioner’s Office can be contacted at: 21 Fitzwilliam Square South, Dublin 2. (Tel No: 00 353 578684800).

CHANGES TO THIS PRIVACY STATEMENT

We will make changes to this Privacy Statement from time to time, particularly when we make changes regarding how we process your personal information and expand our services.   Details of any changes made will be posted here so that you can see what information we gather, how we might use that information and in what circumstances we may disclose it.  By continuing to use our site after we post any such changes, you accept and agree to the Privacy Statement  as modified.