We are committed to protecting and respecting your privacy. This notice, along with our Terms and Conditions and other documents referred to in it, sets out the basic on which we collect data and how it will be processed by us in line with the requirements of the EU General Data Protection Regulations and UK Data Protection Act 2018.
1. Who we are
For the purposes of GDPR, the data controller is:
22 Dean Street
Newcastle upon Tyne
2. Your data
TotalLab Limited collects personal data and processes it as detailed below in this Privacy Notice.
Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:
“any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.
2.1. Information we collect
|Personal data type||Reason for collection|
|Contact Name||We will use this to service your enquiry and to ensure we are speaking to the correct person when we make contact.|
|Contact Number||We will use this to service your enquiry, we will call you, so we can discuss your enquiry with yourself.|
|Contact Email||We will use this to service your enquiry, we will email details of the product you have enquired about.|
|Organisation||We will use this to service your enquiry.|
|If you want to be contacted in the future and how||We will use the information to contact you in the future and only contact you by the methods you choose.|
Visitors to our website
When visitors arrive on www.totallab.com we use a third-party service, Google Analytics, to collect basic internet log information and information on your behaviour patterns while you on the site. This information lets us know how many visitors come to the site and what pages they are looking at and the amount of time they spend on certain pages. The information collected cannot identify anyone.
We will send out a newsletter to people who have explicitly expressed they want to be contacted with a newsletter.
People who contact us using the contact form on the website
We will reply to your enquiry using the contact information you have supplied. We will not store your details or contact you further unless you give us your consent, which we may request when we reply to your enquiry.
People who contact us via social media
We will reply to you on the platform used to contact us, and we would always request explicit consent before emailing or contacting you via phone.
Inbound calls to our office number
We will, with your permission, record your contact details. You will be made aware of this during the call and have the opportunity to decline consent. This information will only be collected to help with your enquiry and you will not be automatically added to any email list.
We will need to record the following personal data in order to provide you with the products and services you have purchased from us:
- Name of organisation
- Email address
- Telephone number
We are also able to take payment details over the phone which are used to process payment and are then destroyed.
When you download an evaluation copy of our software, we will need to record the following personal data in order to enable your evaluation:
- Name of organisation
- Email address
2.2. How we use your information
TotalLab Limited will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. TotalLab Limited is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices.
Information you give to us
We will use this information to carry out our obligations arising from any contracts entered into between you and us and to provide you with the information, products and services you request from us, to notify you about changes to or to make suggestions and recommendations that may interest you about our range of products or services, or to ensure that content from our site is presented in the most effective manner for you and for your computer.
Information we collect about you
We will use this information:
- to administer our site and for internal operations including troubleshooting, data analysis, testing, research, statistical and survey purposes;
- to improve our site to ensure that content is presented in the most effective manner for you and for your computer;
3. Data sharing
We do not sell your personal data to any third-party service provider, but we do use third-party platforms to secure our software and to manage email automation for our e-newsletter.
If you purchase software from us, or download our software for evaluation, TotalLab Ltd. will transfer your name and email address to Microcosm Ltd, who use this data solely to licence your software. The software will not operate without access to this licencing service.
If you pay by credit over the phone, your payment details will be transferred to Sage Pay to allow processing of payment.
If you subscribe to our e-newsletter, your name and email address will be transferred to Extravision, which is the service we use to deliver the e-newsletter.
TotalLab Ltd. do not pass on your personal data to any other third parties without first getting your explicit consent or are required to by law.
4. Retention period
Except for circumstances where we are legally required to keep data for longer, the following retention times apply:
|Type of contact||Your data will be retained|
|Customer||Until 6 years after last sale / expiration of service contract.|
|Software evaluator||Until 6 years after end of evaluation.|
|Newsletter subscribers||While you remain subscribed.|
5. Your rights
At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:
- Right of access: you have the right to request a copy of the information that we hold about you.
- Right of rectification: you have a right to correct data that we hold about you that is inaccurate or incomplete.
- Right to be forgotten: in certain circumstances you can ask for the data we hold about you to be erased from our records.
- Right to restriction of processing: where certain conditions apply to have a right to restrict the processing.
- Right of portability: you have the right to have the data we hold about you transferred to another organisation.
- Right to object: you have the right to object to certain types of processing such as direct marketing.
- Right to object to automated processing, including profiling: you also have the right to be subject to the legal effects of automated processing or profiling.
- Right to judicial review: in the event that TotalLab Limited refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in section 6 below.
All of the above requests will be forwarded on should there be a third party involved (as stated in 3 above) in the processing of your personal data.
In the event that you wish to make a complaint about how your personal data is being processed by TotalLab Limited (or third parties as described in 3 above), or how your complaint has been handled, you have the right to lodge a complaint with TotalLab Limited directly, or with the supervisory authority.
The details for each of these contacts are:
|TotalLab Ltd.||Information Commissioner’s Office (ICO)|
22 Dean Street
Newcastle upon Tyne
For other regional offices within the UK see the ICO website
|Telephone||+44 (0) 191 255 8899||+44 (0) 303 123 1113|
TotalLab’s ICO registration reference: ZA328600
7. Changes to this notice
We reserve the right to update this notice at any time, so please review it frequently. If we make significant changes, we will endeavour to inform you of those changes before they come into effect so that you have the opportunity to review those changes and, if you so wish, withdraw your consent.
8. Contact us
We welcome any questions, comments or requests regarding this privacy notice which may be sent to the Regulatory Manager at our office address given in section 6, above. Alternatively, you may contact us using our online form here.
Thank you for visiting our site.