Collection of personal data

Our policy is to only collect the personal data necessary for agreed purposes and we ask our clients to only share personal data with us where it is strictly needed for those purposes.

Where we need to process personal data to provide professional services, we ask our clients to provide the necessary information on the data subjects regarding its use.

The categories of personal data processed by us in relation to the services we provide are generally:

• Personal details (name, gender, country of residence)
• Contact details (email address, contact number, occasionally postal address (based on business needs);
• Job details (title)

Use of personal data

We use personal data for the following purposes:

Providing managed and IT support services
We provide a range of IT consultancy, managed and support services. Some of our services require us to process personal data to fulfil our project and support contractual obligations. For example, using saved personal data to respond to our client’s employees for IT support.

Legal basis: Legitimate interests, financial obligation or consent

This processing of personal data by us is necessary from a‘legitimate interests’ perspective in providing our services to our clients and individuals as well as clients and individuals receiving our services as part of running their business.

Furthermore in some cases, we have a legal obligation to provide the services in a certain way (e.g. reporting for billing purposes).

Administering, managing and developing our businesses and services

We may process personal data in order to deliver our business services that include:

• managing our business relationship with clients
• maintaining and using IT systems;
• administering and managing our systems, applications and websites
• managing our businesses and services (such as identifying client requirements and improving our service delivery and relationship with existing and future clients.
• Performing basic sales analytics for management, such as health of business relationship, sales intelligence and progress against account business objectives.

Legal basis: Legitimate interests

This processing is necessary for the purposes of the legitimate interests pursued by us to administer, manage and develop our business and services.

Security, quality and risk management activities

We have security measures in place to protect our and our clients’ information (including personal data), which involve detecting and resolving security threats.  Personal data may be processed as part of the security monitoring that we undertake; for example, automated scans by Anti-Virus/malware products.

We monitor our work processes provided to clients, that may involve processing personal data stored on the relevant client’s environment (whether local or cloud based). We have policies and procedures in place to monitor the risks in relation to client data access. We collect and hold personal data as part of our client engagement and acceptance procedures. As part of those procedures we are able to perform our work towards our clients’ requirements.

Legal basis: Legitimate interests

This processing is necessary for the purposes of the legitimate interests pursued by us to ensure network and information security, manage risks to our business and check the quality of our services.

Providing our clients and prospective clients with information about us and our range of services

We use client business contact details to provide information what might be of interest about us and our services.  For example, future IT strategies and adoption of solutions, social media-based industry updates and insights and other services that may be relevant.

Legal basis: Legitimate interests

This processing is necessary for the purposes of the legitimate interests pursued by us to promote our business and services.

Complying with any requirement of law, regulation or a professional body of which we are a member

As with any provider of professional services, we are subject to legal, regulatory and professional obligations.  We need to keep certain records to demonstrate that our services are provided in compliance with those obligations and those records may contain personal data.

Legal basis: Legal obligation or legitimate interests

This processing is necessary for us to comply with a legal obligation; for example, financial auditing or vendor partner status renewals. Where we do not have a legal obligation, we have a legitimate interest in processing personal data as necessary to meet our regulatory or professional obligations.

We are continually looking for ways to assist our clients by improving our services.  Where agreed with our clients, we may use information that we receive in the course of our service delivery to enhance our service offering and provide options to our clients, to improve our business and service delivery as well as develop new offerings.  To the extent that the information we receive in the course of providing professional services contains personal data, we will de-identify the data prior to using the information for these purposes.

Legal grounds: Legitimate interests

We have a legitimate interest in de-identifying data to help our clients, to improve our business, service delivery and offerings and to develop new Kanj Technologies’ service offerings, including data analytics.

Data retention

We store personal data for as long as is considered necessary for the purpose for which it was collected (including the basis of applicable law or regulation).

In the absence of specific legal, regulatory or contractual requirements, our baseline retention period for financial records is 7 years and all other business documentation created for the provision of services is 5 years.

Personal data may be held for longer periods where extended retention periods are required by law or regulation and in order to establish, exercise or defend our legal rights.