Effective date: 25th May 2018
Ark Data Centres Limited and our group companies (collectively “Ark”, “we”, “us”) take the security and privacy of data seriously. We need to gather and use certain information or ‘data’ about you in order to perform to manage our relationship with you. In addition, we are also required to comply with our legal obligations under applicable privacy laws, including the European Union’s General Data Protection Regulations (“GDPR”), and local laws which implement it in the United Kingdom.
This Privacy Notice explains who we are, how we collect, share and use personal data about you and how you can exercise your privacy rights. This Privacy Notice only applies to external visitors to our facilities. It does not apply to our employees, who should read our separate Employee Privacy Notice.
If you have any questions or concerns about our use of your personal data, then please contact us using the contact details provided at the bottom of this Privacy Notice.
What do we do?
Ark designs, builds and operates data centres. Our data centres are secure facilities for our clients to host servers for the operation of their businesses. Security is therefore essential to the operation of our facilities and we must operate comprehensive security and monitoring systems in order to protect our facilities and our clients.
What data does Ark collect and why?
Ark will collect, process and retain information about you that you provide voluntarily, that we collect automatically and that we obtain from third party sources, such as your employer. In general, we will use the personal data that we collect from you only for the purposes described in this Privacy Notice, or for purposes that we explain to you at the time we collect your personal data. However, we may also use your personal data for other purposes that are not incompatible with the purposes that we have disclosed to you, if and where this is permitted by applicable data protection laws.
If you visit our data centres, the personal data that we process will include:
We collect and use this data for the purposes of:
If you are listed as an emergency contact for one of our clients, the personal data that we process will include your identity and contact details, including your name, position, email address and telephone number. We will use your contact details to get in touch with you where there is an emergency, where our contract with our client or supplier who you represent requires us to do so, or where we have other legitimate reasons for doing so relating to the operation of our data centre facilities.
If you visit our website, the personal data that we process may include:
Collecting this information enables us to better understand the visitors who come to our website, where they come from, and what content on our website is of interest to them. We use this information for internal analytics purposes, and to improve the quality and relevance of our website to our visitors.
Some of this information may be collected using cookies and similar tracking technology, as explained further under the heading “Cookies and similar tracking technology” below.
Sales, marketing and customer relationship management
If we obtain your personal data for sales and marketing purposes, or for the purposes of managing our relationship with one of our clients or suppliers, the personal data that we process may include your identity and contact details, including your name, position, email address and telephone number, and information about whether or not you have opted-out from receiving any of our correspondence. We use this information for sales and marketing purposes, and for the purposes of managing our contracts and relationships with our clients and suppliers.
Employees and contractors
If you are one of our employees or contractors, or if we need to vet you for security reasons, then you should read our Privacy Notice for Employees. Please contact us using the details below to request a copy.
Cookies and similar tracking technology
Who do we share your personal data with?
We may disclose your personal data to the following categories of recipients:
Legal basis for processing your personal data
Our legal basis for collecting and using the personal data described above will depend on the personal data concerned and the specific context in which we collect it.
However, we will normally collect personal data where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms. Our legitimate interests include:
We take measures to ensure that your personal data is kept secure and to limit our processing activities to what is necessary for our legitimate interests. We also give you the right to object to processing that we undertake for our legitimate interests (please see the section entitled “your data protection rights” below); however please note that if you exercise your right to object to some of our processing activities we may need to restrict your access to our data centre facilities.
In some cases, we may also have a legal obligation to collect personal data from you or may otherwise need the personal data to protect your vital interests or those of another person (e.g. for the purposes of contacting emergency services in the event of an accident at our facilities). We may also obtain your consent where we need to process certain special categories of data (including biometric data) for the operation of our security systems.
If we ask you to provide personal data to comply with a legal requirement or to perform a contact with you, we will make this clear at the relevant time and advise you whether the provision of your personal data is mandatory or not (as well as of the possible consequences if you do not provide your personal data).
If you have questions about or need further information concerning the legal basis on which we collect and use your personal data, please contact us using the contact details provided under the “How to contact us” heading below.
Who will process your personal data and where will it be processed?
Your personal data may be processed by Ark and by those categories of third parties to whom we are entitled to disclose your personal data. Your personal data may be transferred to and processed in countries other than the United Kingdom. These countries may have data protection laws that are different to the laws in the United Kingdom (and, in some cases, may not be as protective).
Where we do transfer your personal data outside of the European Economic Area, we have taken appropriate safeguards to require that your personal data will remain protected in accordance with this Privacy Notice. This may include implementing the European Commission’s Standard Contractual Clauses for transfers of personal data with third parties, which require those third parties to protect personal data they process from the EEA in accordance with European Union data protection law.
How do we keep your personal data secure?
We use appropriate technical and organisational measures to protect the personal data that we collect and process about you. The measures we use are designed to provide a level of security appropriate to the risk of processing your personal data. Specific measures we use include: encryption; anonymization (where practicable); document classification; and all relevant controls from ISO 27001 (an internationally recognised information security standard).
How long will we retain your personal data?
We retain personal data that we collect about you where we have an ongoing legitimate business need to do so (for example, to maintain the security of our data centre facilities or to comply with applicable legal, tax or accounting requirements).
Where we have no ongoing legitimate business need to process your personal data, we will either delete or anonymise it or, if this is not possible (for example, because your personal data has been stored in backup archives), then we will securely store your personal data and isolate it from any further processing until deletion is possible.
In general, we will keep your personal data for the following periods:
Your data protection rights
You have the following data protection rights:
We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.
Please note that, if you exercise your data protection rights in a way that will impact on the normal operation of our data centre facilities, then we may need to restrict your access to our facilities.
Updates to this Privacy Notice
We may update this Privacy Notice from time to time in response to changing legal, technical or business developments. When we update our Privacy Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make. We will obtain your consent to any material Privacy Notice changes if and where this is required by applicable data protection laws.
You can see when this Privacy Notice was last updated by checking the “effective date” displayed at the top of this Privacy Notice.
How to contact us
If you have any questions or concerns about our use of your personal data, please contact us using the following details:
E-mail GDPR@arkdatacentres.co.uk or write to the Legal Director at the address below.
The data controller of your personal data is Ark Data Centres Limited, Spring Park, Westwells Road, Corsham, SN13 9GB.