We respect your privacy.

Our privacy policy

Medasi Limited respects your privacy.

This policy explains what personal information we collect, why we collect it, how we use it and the rights you have over it.

About us

Medasi Limited ("we", "us", "our") is a private limited company registered in England and Wales (company number 04976087). Our registered office is at 32 Caterham Road, London SE13 5AR. We provide information technology consultancy and related services to business clients.

For the purposes of UK data protection law we are the data controller for the personal information we handle through our website and in the course of our work.

What this policy covers

This policy applies to personal information we collect through our website at medasi.com, by email, by telephone and in the course of our consulting work. It does not cover websites or services operated by third parties, even where we link to them. If you follow a link to another site, please read that organisation's own privacy policy.

Information we collect

We collect personal information in three main ways.

Information you give us directly. When you contact us, you may share your name, job title, employer, business email address, business telephone number and any details you choose to include in your message.

Information we handle during our work. Where we are engaged by a client, we may handle business contact details and any personal information that appears in the documents, systems or correspondence we are asked to work with. This is processed under the terms of our engagement with that client. Where the client has determined the purposes and means of that processing, they are the data controller and we act as a processor on their instructions.

Information collected automatically. When you visit medasi.com our hosting provider records standard technical information such as your IP address, browser type, the pages you visit and the time of your visit. We use this for security and to understand how the site is used.

How we use your information

We use the personal information we hold for the following purposes:

to respond to enquiries and provide information about our services
to deliver consulting work to our clients under the terms of our engagement
to manage our relationship with you, including issuing invoices and keeping records of work done
to comply with our legal and regulatory obligations, including tax, accounting and company law
to keep our website and IT systems secure
to send occasional updates about our services where you have asked to receive them or where we have a legitimate interest in doing so

We do not use your information for automated decision making or profiling.

Our lawful basis for using your information

UK data protection law requires us to have a lawful basis for processing personal information. We rely on the following:

Contract. Where we need to process information to enter into or perform a contract with you or with the organisation you represent.
Legitimate interests. Where it is reasonably necessary to run our business and your interests, rights and freedoms do not override ours. Examples include responding to enquiries, maintaining business records and protecting our website.
Legal obligation. Where we are required to retain or share information for tax, accounting, regulatory or other legal purposes.
Consent. For limited activities such as optional updates about our services. You can withdraw your consent at any time.

Sharing your information

We do not sell personal information. We share it only where it is necessary and only with parties who are required to keep it confidential and secure. They include:

our cloud-based accounting and bookkeeping provider, used to issue invoices and keep statutory records
our email and document storage providers, used to run the business day to day
our website hosting provider
HM Revenue and Customs, Companies House and other UK regulators where required by law
professional advisers such as accountants or legal counsel, where we need their advice
any other party we are required to share information with by law, court order or regulatory request
Where we engage a third party to process personal information on our behalf, we put a written agreement in place that sets out our requirements for how that information must be handled.

International transfers

Some of the cloud services we rely on may store or process information outside the UK. Where this happens we take steps to ensure that the transfer has appropriate safeguards under UK data protection law, such as the UK International Data Transfer Agreement or the UK addendum to the EU Standard Contractual Clauses, or that the destination has been recognised as offering an adequate level of protection.

How long we keep your information

We keep personal information only for as long as we need it for the purposes set out in this policy, or as required by law. As a general guide:

enquiries that do not lead to an engagement: up to two years from last contact
client and supplier records, including invoices and correspondence: seven years from the end of the relationship, in line with UK accounting and tax record-keeping requirements
website access logs: a short period determined by our hosting provider, typically no more than a few months

We review what we hold from time to time and securely delete information that is no longer needed.

Cookies

Our website uses a small number of cookies to make the site work and to understand how it is used. We will tell you about these when you first visit and ask for your consent where consent is required. You can change your cookie preferences at any time through your browser settings.

Keeping your information secure

We take reasonable technical and organisational steps to protect personal information against loss, misuse, unauthorised access and disclosure. These include access controls, encryption of data in transit, regular software updates and the use of reputable cloud providers. No system can be guaranteed completely secure, so please take care when sharing sensitive information by email or other public channels.

Your rights

Under UK data protection law you have a number of rights in relation to the personal information we hold about you. You can:

ask for a copy of the information we hold about you
ask us to correct information that is inaccurate or incomplete
ask us to delete information where there is no good reason for us to continue to hold it
ask us to restrict or to object to certain types of processing
ask us to transfer information you have provided to another organisation
withdraw your consent at any time, where we are relying on consent

To exercise any of these rights please contact us using the details below. We will normally respond within one month and there is usually no charge.

If you are unhappy with how we have handled your information you have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would, however, appreciate the opportunity to address your concerns first.

Changes to this policy

We may update this policy from time to time. The version published at medasi.com/privacy is always the current one. The date below shows when it was last revised.