2.1 Webtrade is a business to business services company only and collects limited amounts of personally identifiable information (PII). We do not offer our web design, development, digital marketing or hosting services to private individuals, only businesses. As such, we only securely collect, process or store Information from owners/employees of businesses or individuals operating as sole traders in a business capacity. We do not work on ‘personal’ websites. Webtrade only collects Information necessary for our products to function or to provide the delivery, administration or statistical analysis of services our customers have requested or for enabling quotations to potential customers.
2.2 We have a policy of limited usage or retention of paper-based materials. Most date worked with is stored in electronic format, with the exception of hardcopy customer contracts, invoicing and company admin records (e.g. staff contracts, CV’s etc.).
2.3 We classify the data we hold under the following categories:
a) Existing Paying Webtrade Customers:
For paying customers of Webtrade we may store any business/company or employee data submitted to us for use in the fulfilment or billing of our products, on web design projects, hosting services, or marketing services. Data would typically be limited to contact full names, company name, email address(es), phone number(s), mobile number(s), materials, including but not limited to any communication emails, design materials, website/server login details, strategic business information, website briefs, notes on phone calls or meetings, or contact details provided of other individuals involved in the quotation purposes.
Billing details captured would include billing company name, admin contact person, email address, phone number, direct debit / bank account or credit card details for recurring payments. These sensitive billing details are securely stored in out WHMCS customer portal/billing software which customers are supplied with a secure login to for update/admin purposes. Bank account details are encrypted and credit card details are securely passed to our third party PCI DSS compliant payments provider Realex Payments for storage and processing. We do not store credit card details on our servers, only a unique customer ID which is passed to Realex Payments RealVault system which carries out the actual payment.
Webtrade may provide a range of Shared Hosting services, which allow a customer to provision a website, store database information, and host their email accounts on shared servers (Servers that share resources with other customers). The responsibility for securing the data is therefore shared between Webtrade and the customer as detailed in Section 9.
Some Webtrade customers may store personal information from their customers or website users on our web, database or email server space. This customer data is processed by Webtrade in a hosting only capacity or per the instructions of our customer. We accept no responsibility for our customers use of this data, how they request that we handle this data, nor do we monitor their usage of this data apart from a server resource capacity/performance point of view. The types of data customers collect varies greatly (including eCommerce data, custom customer/user databases, eZine databases, data capture forms, data backup databases, data lookups, or unique application integrations). We encourage customers who have specific questions or requests relating to GDPR compliance to contact us at firstname.lastname@example.org.
b) Past Webtrade Customers:
Following then end of a customer relationship, we may retain certain customer detail for a period of 6 years to ensure compliance with tax requirements. Customer website data will be fully deleted from our servers within 90 days of the customer leaving (or earlier if requested).
c) Non Webtrade Customers Seeking Quotations:
Where owners or employees of businesses seek quotes for our services, we request and securely store the person’s full name, company name, email address(es), phone number(s), mobile number(s), and details of the service request. For quotation purposes, we may also securely store materials, including but not limited to any subsequent communication emails, design materials, website/server login details, strategic business information, website briefs, notes on phone calls or meetings, or contact details provided of other individuals involved in the quotation purposes.
d) Subscribers to Webtrade’s Email Newsletter:
Our email newsletter subscription asks for your first name, last name and email address. Typically our newsletters will only use your email address, but may be personalised with your name.
e) Paid Email Databases:
Webtrade may purchase a third party database of businesses email addresses for direct email marketing purposes. The databases would always be purchased from reputable data sources (e.g. Data Ireland which is part of An Post) and would never contain personal identifiable data, only general business email addresses.
d) Admin/Staff Related:
Webtrade office administrative data for accounts, staffing and other administrative purposes.