Terms & Conditions

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Privacy Policy

This document is to clarify and confirm our commitment to the latest General Data Protection Regulation (GDRP) which comes into effect on 25th May 2018.
 

1. The type of information we store – We only store business related information relevant to the services we provide. This will include (but is not limited to) business contact name, business landline number, business mobile number and business email address
    
2. Where this information came from – The information stored has come from four sources; from a contract you have signed with us, from communication with your business to ascertain the relevant person within your organisation to discuss communication provision, LinkedIn and other social media and occasionally from paid-for business listings. As from 25th May any information we purchase will only come from companies fully compliant with the GDPR regulations.
    
3. Where this information is stored – Your information is stored in a number of places.

• ACT CRM System – The data contained within our CRM system is stored both locally on an on-site server and on Swiftpage ACT cloud-based platform. Our onsite servers are only accessible from a site-based PC via an individual’s specific username and password. These passwords are changed on a regular basis and regular security reviews take place. The cloud-based platform is only accessible via a specific username and password. The platform itself is highly secure (more information can be found at https://www.act.com/en-uk).
• Freshteam Ticket System – This is a cloud-based helpdesk ticketing platform. It is only accessible by an individual’s specific username and password. Passwords are regularly changed and regular security reviews take place.
• Office 365 – Email correspondence is stored by Microsoft although more recent data is also cached locally on the users PC. Again, access to this information requires a username and password to log onto the PC and another username and password to log on to Outlook. Information stored by Microsoft is stored in a highly secure environment (more information can be found at https://docs.microsoft.com/en-us/office365/enterprise/office-365-infoprotection-for-gdpr-overview).
• Contract Information – Information on our customer contracts is stored on our site-based server. The server itself is only accessible by our designated IT support person and our IT support company from our office location only. External access is not allowed. Access to the data itself is only possible by a BSAS employee logging on to their PC with the correct individual username and password.
• Mobile devices – Devices such as laptops and mobile phones have access to, and store, some of the information above. All mobile devices are password access only with laptops requiring username and password. Passwords are regularly changed and security reviews carried out on a regular basis.
• Paper correspondence – All paper correspondence (including contracts) are stored on-site in a secure facility which is kept locked at all times. The keyholder (Office Manager) does not allow unaccompanied access to ensure the highest level of security.
   

4. Privacy Notice – We do not share your information with third-parties unless it is a requirement to facilitate either an order you have placed or an issue you have raised. For existing customers this does mean that your details may also be held by our suppliers. Should you require details of which suppliers are likely to hold this information please contact sean.bamford@bsas.co.uk. Our lawful basis for processing your data is “Legitimate Interest”. In the case of existing customers, the data we hold is necessary for us to be able to communicate with your organisation for issues relating to fault resolution, order processing, billing, and general account management. In the case of prospects, as the person responsible within your organisation for the provision of IT and Telecommunications, we may send you information about our services which may be of interest. All our communications are sent with a GDPR statement stating that if you do not have a “Legitimate Interest” in the products and services we supply then we will delete your information and no longer contact you unless you opt in (ie “Consent”). Our data retention period is seven years unless otherwise instructed by an individual. If you have an issue relating to our Privacy Notice please feel free to contact us in writing or failing that complaints can be made to the ICO – https://ico.org.uk/for-organisations/
    
5. Individuals rights – The GDPR includes 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
• The right not to be subject to automated decision-making including profiling

Should you wish to access the information we store, which directly relates to you personally, please contact us in writing detailing your preferred method of communication for our response. We will then respond within ten working days providing you with full details of the information stored, the location (s) where this information is stored, who has access to this information and whether it has been shared with a supplier.
 

6. Data Protection – We have conducted a full review of the security surrounding the protection of the personal information we have stored, both on-site and off-site and are satisfied it is fit-for-purpose. In the unlikely event of a data breach we will inform you as soon as reasonably possible and detail fully the extent of the breach and fully disclose the information at risk.
    
7. Data Protection Officer (DPO) – As the amount of personal information we hold is minimal and the amount of processing of that data is also minimal, regulation does not require us to appoint a dedicated DPO. However, if you have any queries or issues relating to this statement please contact sean.bamford@bsas.co.uk.

Delivery

• BSAS Telecoms shall deliver the Goods to the location set out in the Order or such other location as the parties may agree in writing
   

• Delivery and risk of the Goods shall be deemed completed on the completion of unloading of the Goods at the Delivery Location
   

• At the time of delivery the Customer (or the End User, if applicable) must check that the quantity of Goods matches the quantity set out on the proof of delivery (“POD”) and that the exterior of the Goods are in good condition. The Customer must sign the POD accordingly. If the exterior of the Goods are damaged the Customer must indicate this on the POD. The Customer must inform BSAS Telecoms of any difference to quantity or of damage as soon as possible and in any event within 5 Business Days of the delivery.
   

• A signed POD by or on behalf of the Customer, or signing the POD “unchecked” or “unexamined” or any such similar wording, shall be conclusive evidence of delivery and (except to the extent that any damage or discrepancy is noted on the POD) that it was received in good order and condition and accordingly no claims shall be bought in respect of the delivery claiming the contrary.
   

• The Customer must inspect the Goods immediately after delivery is complete. If any Goods are damaged, incorrect or not delivered, the Customer must notify BSAS Telecoms within 5 Business Days of the delivery or expected delivery. For the avoidance of doubt, the Customer is still required to notify BSAS Telecoms as set out in this Clause notwithstanding anything noted by the Customer on the POD.
   

• Any dates quoted for delivery of the Goods are approximate only, and the time of delivery is not of the essence. Despatch may be postponed because of conditions beyond BSAS Telecoms's reasonable control, such as a Force Majeure Event, a delay caused by the carrier or the Customer’s failure to provide BSAS Telecoms with adequate delivery address detail or any other instructions that are relevant to the supply of the Goods, and in no event shall BSAS Telecoms be liable for any damages or penalty for delay in despatch or delivery of the Goods or consider any claims for compensation.
  
   

Additional delivery information for orders on subscription

• Delivery through the partner rather than straight to the customer is an option that has been built into TechStore; in that instance, the partner must obtain a Delivery Certificate signed by the customer and forward it to CF. A Delivery Certificate must also be obtained if the deal value is above £15,000.
   

• There is some wording on Delivery certificate – “The Equipment is located at …” which may be hard to define where the assets are mobile (e.g smartphones, laptops or tablets). In that instance, it is best that the customer puts the address where the kit was delivered to into that field on the form.
   

• A template of the Delivery Certificate can be downloaded here.

Returns

BSAS Telecoms will accept all return of goods from customers buying product through BSAS Telecoms where they comply with the returns policy as follows:

• Prior authorisation must be obtained from BSAS Telecoms via the submission of this returns form or such other method as BSAS Telecoms may advise. Such prior authorisation shall be given at BSAS Telecoms sole discretion.
• The Goods in issue must be returned within 14 days from the authorisation to return under Clause (a);
• The Goods must be properly and securely packed with the relevant returns reference and document attached and be delivered to the address on the authorisation under Clause (a);
• For non-faulty Goods, the Goods must be in a saleable condition, unopened and with seals intact;
• The Goods must be accompanied by a list of the Goods.
• For faulty Goods, the Goods must be in breach of the manufacturer warranty.

 
BSAS Telecoms reserves the right to reject any Goods which do not comply with the conditions set out above. If BSAS Telecoms agrees to accept any non-faulty Goods returned which are not in a saleable condition, BSAS Telecoms reserves the right to charge the cost to the Customer of bringing the non-faulty Goods into a saleable condition.

Customer (at the Customer’s expense) any Goods found not to be faulty. BSAS Telecoms also reserves the right to levy an additional reasonable charge to cover the cost of such testing.

BSAS Telecoms reserves the right to levy a reasonable administration charge in respect of the rotation of Goods and returns.