Rubicon Computer Systems Ltd
This Privacy Statement (“Privacy Statement”) describes how Rubicon Computer Systems Ltd (“Rubicon”) collects, uses, transfers, and discloses data including personally identifiable information (“Personal Information”) obtained through Rubicon’s website and via other methods. By using the website or submitting any Personal Information to Rubicon, you acknowledge that you have read, understood, and agree to be bound by this Privacy Statement.

Data Rubicon Collects
Rubicon collects data to provide customers with products and services, and to operate Rubicon’s business effectively. The data Rubicon collects depends on the products and services provided and can include the following:

 • Name and Contact Data

Information, including Personal Information, provided by you through our website, via email, email attachments and by telephone. It may include your name, company name and contact data along with information about your organisation.

• Credentials

Rubicon collects and securely stores Administrator usernames and passwords for hardware and systems configured, supplied, or maintained by Rubicon, to allow Rubicon to offer customer support services and maintenance of such products quickly and effectively.

 • Hardware Device data

Rubicon may collect data about a hardware device purchased through Rubicon, its operational state, configuration, and information about the network it is connected to. This includes data about the operating system, applications and other software installed on the device, including product keys. This also includes Internet Protocol (IP) address, network authentication, MAC address and other device identifiers.

• Payments

For payment of products and services, Rubicon collects information about your organisation, and may collect Personal Information provided by you to process the payment successfully.

Important Points:

1. Rubicon only stores basic personal and non-sensitive data relating to our customers, suppliers, and other companies who have provided such data by contacting us via our website, telephone, email, or email attachments.

2. We hold details of our customers to facilitate the supply of our ERP systems, provide relevant services, third party products, hardware, and hardware maintenance contracts.

3. We hold basic non-sensitive details of organisations who have contacted us, and we may use this data to send them marketing information and updates on Rubicon products and services.

4. Rubicon does not share any marketing data with any other organisation.

5. We securely hold all personally identifiable data on Rubicon owned hardware which is located within the UK and configured with restricted access. Information sent to us by email or email attachments is received and stored in our secure subscription email system.

6. Customer contact details will only be passed to our selected suppliers if you purchase hardware or third-party products from Rubicon, and solely for the purpose of registration, warranty and maintenance contracts on the product purchased.

How Rubicon Uses Personal Information

Rubicon uses the data it collects to operate its business effectively, and to improve and enhance our in-house developed ERP systems. We may use this data to process transactions for the sale and in support of Rubicon products, services, and associated hardware. This data may also be used where relevant to inform you of maintenance contract expiry and provide renewal reminders.
Sharing Your Personal Information
Rubicon shares Personal Information with consent or as necessary to complete any transaction or provide any product or service requested or purchased through Rubicon. Rubicon also may disclose and transfer Personal Information to select channel partners, strategic partners and suppliers for the purposes described in this Privacy Statement.

Data Security

We take confidentiality and the security of all data and Personal Information very seriously. As such, Rubicon maintains a framework of reasonable technical and administrative procedures to protect data including Personal Information against accidental or unlawful destruction, accidental loss, alteration, unauthorized disclosure, or access. However, Rubicon cannot ensure or warrant the security of any data against any possible loss or unauthorized access. Rubicon cannot guarantee the security of your data transmitted to the website, email, or email attachments, and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Consent

By contacting us by our website, email, email attachments or phone, you consent to the collection and use of your Personal Information in the manner described in this Privacy Statement.

Access to and Correction of Personal Information

Rubicon provides individuals with access to their Personal Information where required by applicable data protection and privacy laws. If you wish to view, revise, or request deletion of the Personal Information held by Rubicon, please email us at [email protected] or write to us at the address described below. Individuals will be required to sufficiently verify their identity. We aim to respond to any requests for information promptly.

Retention of Data

Rubicon will store collected data authorised or provided by you, which may include Personal Information, for as long as is reasonably necessary for the purposes for which it was collected, to provide you with products or services, to conduct legitimate business interests, and where otherwise required or permitted by law.

Revisions to This Privacy Statement

This privacy statement is intended to provide information about the Personal Information we collect about you and your organisation, and how it is used. Data Policies are still evolving so Rubicon reserves the right to change this Privacy Statement from time to time at Rubicon’s discretion. This statement was last updated on 3rd May 2018 as revision v1.02.

Contact
If you have any questions about this Privacy Statement, you can contact us by email using
[email protected], or in writing to:
Rubicon Computer Systems Ltd
Rubicon House,
Lamdin Road,
Bury St Edmunds,
Suffolk.
IP32 6NU

Rubicon Computer Systems Ltd is registered in England with company number 1240006