How we use your information
This privacy notice tells you what to expect when Pro-Networks Limited (company number 04456401, registered office Network House, St. Ives Way, Factory Road, Sandycroft, Deeside, Clwyd, CH5 2QS) collects, stores, and processes personal information.
It applies to information we collect about:
• People who use our services (our customers)
• Job applicants and our current and former employees
• Visitors to our website
stores, and processes personal information. It applies to information we collect about:
Visitors to Our Premises
Our car parking areas are monitored by recording CCTV cameras. We also use recording CCTV cameras within Network House. Recordings are retained for 30 days before they are over-written.
If an incident requires specific recordings to be retained to be used either as evidence of that incident or to assist in the investigation of that incident, those recordings will be retained until they are of no further value to the investigation.
If the investigation becomes a formal legal matter, the recordings may be submitted as evidence and will be retained as part of the collateral for that case, by the justice system, for a period of up to seven years.
People Who Call Our Support Desk
When you call the Pro-Networks support desk, we collect Calling Line Identification (CLI) information. We use this information to help improve the efficiency of the support desk and its effectiveness.
People Who Email Us
We use Transport Layer Security (TLS) to encrypt and protect email traffic. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Our Customers and Users of our Services
Obviously, we must hold the details of our customers, their businesses and their staff. We need to do this so that we can provide them with support and to deliver our services.
Job Applicants
Application Stage
We ask you for your personal details including name and contact details. We will also ask you about your previous experience and your education. We may ask for referees, and we may require answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
Shortlisting
Our hiring managers shortlist applications for interview. They will be provided with all of the information gathered at the Application Stage.
Assessments
We might ask you to participate in assessment exercises; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by Pro-Networks.
If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we will proactively contact you should any further suitable vacancies arise.
Job Offer
If we make an offer of employment we will ask you for further information, and we may carry out pre-employment checks. We seek to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide:
• Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
• Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
• We may contact your referees, using the details you provide in your application, directly to obtain references.
• Bank details – to process salary payments.
• Emergency contact details – so we know who to contact in case you have an emergency at work.
• Proof of citizenship of the United Kingdom or other proof of the right to work in the United Kingdom.
Our Lawful Basis for the Personal Data That We Collect
To fulfil a customer’s support contract we collect and process contact details of their staff, transaction and payment information and records of their interactions with us. This is necessary to enable us to properly manage and administer customers’ support contracts. Our lawful basis for this is Article 6(1)(b) (Contract clause).
To place orders with suppliers we will collect and use their contact details, transaction and payment information and records of their interactions with us. This is necessary to enable us to properly place orders with suppliers, and to fulfil our obligations to them. Our lawful basis for this is Article 6(1)(b) (Contract clause).
To provide you with an online method of contacting us, we will collect and process their contact details. This is necessary to allow website visitors to have a convenient means of contacting us. Our lawful bases for this are Article 6(1)(a) (Consent clause)
and Article 6(1)(b) (Contract clause).
To answer customer queries or complaints we will collect and process their contact details and records of their interactions with us. We have a legitimate interest to provide complaint handling services to customers. Our lawful basis for this is Article 6(1)(f) (Legitimate Interest clause).
To gather evidence for possible grievance or disciplinary hearings we will gather and process all the personal information as necessary to suitably investigate the matter. We have a legitimate interest in doing so to provide a safe and fair environment for all staff members and to ensure the effective management of any disciplinary hearings, appeals and rulings. Our lawful basis for this Article 6(1)(f) (Legitimate Interest clause).
As part of our marketing campaigns, we may process data belonging to prospective customers to generate labels to post physical leaflets to them. Our lawful basis for this Article 6(1)(f) (Legitimate Interest clause).
Health records are considered special category data. Also, we will record employees’ instances of unavailability for work due to illness, which is a form of profiling. Our lawful bases for this are Article 6(1)(a) (Consent clause) and Article 9(2)(b) (Employment clause).
Our helpdesk provides statistical information on our engineers’ activities and performance. These two activities fall under the GDPR definition of profiling. Our lawful basis for this processing is Article 6(1)(b) (Contract clause).
Use of Data Processors
Data processors are third parties who provide services to Pro-Networks. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
We use data processors to provide the following services:
• Payroll Processing
• Health Insurance
• HR Support
• Vehicle Insurance
• People’s Pension
• Mobile Phones
• Child Care Scheme
Software and Service Providers
As part of our service wrap-around we often register software or services on behalf of our customers, either direct to the supplier or via their official distributor. This category of recipients will include companies such as Microsoft (for operating systems, user CALs and other licenses, and for Office 365 subscriptions) and StorageCraft (for backup related software).
Transfers of Data Outside of the EEA
Almost all of the online services and cloud providers used by Pro-Networks have data centres located within the EEA. The only exceptions to this are services provided by companies whose datacentres are located in United States. Pro-Networks will only engage with US-based online and cloud services when they comply with the EU-US Data Privacy Framework (2023).
How long is the information retained for?
Employee Records
Employee records are retained as part of each employee file for the duration of their employment plus 6 years following the end of their employment. This includes records of any security checks and references.
Job Applicant Information
If your employment application is unsuccessful the information you have provided will be retained for 6 months from the point at which you are unsuccessful.
Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months.
Customer Information
If you stop being a customer of Pro-Networks we will retain your details for a period of 3 years following the cessation of the support contract. If you choose to return as a customer during that period, our retention of your data will ease the process of re-instating you as a customer.
Your Rights
Under the General Data Protection Regulation (EU 2016/679) (GDPR) and Data Protection Act (2018) as applicable, you have rights as an individual which you can exercise in relation to the information we hold about you.
Individual Rights:
The GDPR provides the following rights for individuals:
• The right to be informed.
• The right of access.
• The right to rectification.
• The right to erasure.
• The right to restrict processing.
• The right to data portability.
• The right to object.
• Rights in relation to automated decision making and profiling.
You can read more about these rights here:
https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
Complaints or Queries
Pro-Networks tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of the collection and use of personal information by Pro-Networks. However, we are happy to provide additional information and explanation. Any requests for this should be sent to the address below.
Access to Personal Information
Pro-Networks tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any of their personally identifiable information by making a subject access request under the General Data Protection Regulation (EU 2016/679) (GDPR). If we do hold information about you, we will:
• Respond within 30 days.
• Tell you what it is.
• Tell you why we are holding it.
• Tell you who it is shared with.
• Let you have a copy of the information in an intelligible form.
To make a request to Pro-Networks for any personal information we may hold you need to put the request in writing to the address provided below. If we do hold information about you, you can ask us to correct any mistakes there may be in the data.
Visitors to our Website
Cookies
A cookie is a file containing an identifier made up of letters and numbers. The cookie is sent by our web server to your web browser and is stored by your browser. The identifier is then sent back to our web server each time the browser requests a page from the server. Cookies can be used by web servers to identify and track users as they navigate different pages on a website and identify users returning to a website.
Cookies may be either "persistent" cookies or "session" cookies. A persistent cookie will remain valid until its set expiry date, unless deleted by the user before the expiry date. A session cookie will expire at the end of the user session, when the web browser is closed.
Use of Cookies by Pro-Networks
We use session cookies which expire when you close your browser session. These cookies do not contain any information that can personally identify a user.
SNID
We use an online service called Snitcher to measure the business usage of our website. This service shows us company names and addresses based on the IP addresses of our visitors. For Snitcher to distinguish between different visitors to our website, it sets a cookie named "SNID" which has a lifetime of two years.
Drupal Cookies
Our website is based on Drupal. Drupal uses a session cookie to improve the user experience when browsing the site and moving from page to page. This cookie will expire at the end of the user session, when the web browser is closed.
Analytics Cookies
We use Google Analytics Universal to analyse the way users interact with our website. They generate statistical and other information about the use of our website by means of session cookies. We use this information to fine tune and improve our website. Our analytics service provider's privacy notice is available at: http://www.google.com/policies/privacy.
Controlling Cookies from within your Browser
These links explain how you can control cookies from common browsers. But do bear in mind that if you turn off cookies in your browser, these settings apply to all websites not just this one. Your overall browsing experience might be adversely affected.
Microsoft Edge
https://www.microsoft.com/en-us/edge/learning-center/how-to-manage-and-clear-your-cache-and-cookies?form=MA13I2
Chrome
http://support.google.com/chrome/bin/answer.py?hl=en-GB&answer=95647
Safari
https://support.apple.com/en-is/guide/safari/sfri11471/16.0/mac/11.0
Firefox
https://support.mozilla.org/en-US/kb/clear-cookies-and-site-data-firefox
Contact Us Web Form
We provide a Contact Us web form on our website. This allows visitors to the website to request that we contact them. The personal data that is collected is the visitor's name, email address and business name. This data is logged and emailed to the appropriate Pro-Networks staff.
If the visitor subsequently becomes a customer of Pro-Networks that data is stored and retained, otherwise it is deleted.
Links to Other Websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this Privacy Notice
We keep our privacy notice under regular review.
This privacy notice was last updated on March 10th, 2026.
How to Contact Us
You can write to us at:
Pro-Networks Limited
Network House
St. Ives Way
Sandycroft
Deeside Clwyd
CH5 2QS
You can email us at:
[email protected]