Corporate Policy / Legal Disclaimer
Getronics and its group companies (the list of the group companies and their contact details can be found on www.getronics.com ) are committed to protecting the privacy of Personal Data (as defined below). Ensuring security is at the heart of everything we do. In order to provide you with details of our products and services, we may need to collect information about you. This Privacy Statement explains how we use any Personal Data we might collect. Third party websites accessed via our Websites are not covered by this Privacy Statement and Getronics accepts no responsibility or liability in respect of third party websites.
We review this Privacy Statement regularly. Occasionally we may need to make changes or additions to this Statement that may affect how we handle your personal data. We will indicate on this page when the Privacy Statement has changed so please refer to our website for the latest version.
Getronics has appointed one Data Protection Officer for the group. The Data Protection Officer can be contacted via e-mail firstname.lastname@example.org or via telephone +44 (0)370 906 8000. The DPO is supported by responsible persons in the local offices of the group of companies in order to implement the local data protection applications.
Getronics uses the following definition to describe Personal Data:
This Privacy Statement tells you how we, Getronics, will collect and use your Personal Data to provide you with a positive experience on our website and in using our products and services.
In order for us to deliver information, products and services to you we will need to collect Personal Data for the following purposes and your Personal Data will be processed based on a legal ground, this includes but not limited to:
|Processing your order, including payment details and transactions||Necessary for the performance of the contract|
|Providing you with a regular newsletter subscriptions||Consent
|Sending marketing communications relating to Getronics products and services||Consent
|Providing a personalised customer service||Necessary for the performance of the contract|
|Logging and responding to service incidents||Necessary for the performance of a contract|
|Managing job applications||Legitimate interest (employment)|
|General business to business collaboration||Consent
Necessary for the performance of a contract.
In any event, we are committed to ensuring that the information we collect and use is appropriate for these purposes, and does not constitute an invasion of your privacy. In terms of being contacted for marketing purposes Getronics would contact you for additional consent. When our processing of your Personal Data is based upon your consent, you have the right to withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
Getronics employs physical, administrative, and technical safeguards and measures to protect the information we maintain from unauthorised access, improper use or disclosure, unauthorised modification, and unlawful destruction or accidental loss. Our employees and third parties with access to Personal Data are required to respect and observe the principles stated in this Privacy Statement. Access is limited to persons with a legitimate need to access the information. Billing and payment information for online ordering is transferred using widely available security mechanisms. Our servers are maintained in secure facilities.
We will not sell, rent or otherwise disclose your Personal Data to any third party without your consent, except in the following circumstances:
- We share non-personal, non-individually identifiable information in aggregate form with third parties for business purposes.
- We will disclose your Personal Data to any appropriate third party or legal authority if we believe that you are involved in any illegal or harmful conduct; if we are required to do so by law; or if we believe that such action is necessary to (1) comply with the law or with legal process; (2) protect and defend our rights and property or that of our customers; (3) prevent fraud; (4) protect against abuse, misuse or unauthorized use of our website; or (5) protect the personal safety or property of our customers, other persons, or the public (e.g. if you provide false or deceptive information about yourself or attempt to pose as someone else, we may disclose such information about you as we have to assist any type of investigation into your actions).
- We may retain third parties to provide services to us, such as technical, administrative, logistical, or professional services. These third parties may have access to the Personal Data needed to perform their functions, but not for any other purposes. They are bound by contractual and confidentiality agreements not to disclose any Personal Data for any other purpose.
If your Personal Data is transferred to Getronics group entities or (sub-) contractors, suppliers and service providers located outside the EEA in countries not offering adequate protection of Personal Data, Getronics shall put in place appropriate and suitable safeguards to protect your Personal Data, such as model clauses approved by the EU Commission. A copy of such safeguards can be obtained from Getronics’ Data Protection Officer.
How Getronics use the information
Getronics will process (collect, store and use) the Personal Data you provide in a manner compatible with the applicable data protection laws and regulations. We will keep your Personal Data accurate and up to date, and not keep it for longer than is necessary for the purposes set out above in the section ‘Your Information’. Getronics 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. Personal Data may be held in addition to these periods depending on individual business needs.
Getronics does not use any automated or profiling systems for processing your Personal Data.
Under what circumstances will Getronics contact me?
Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions.
Can I find out the Personal Data that the Getronics holds about me?
At your request, Getronics can confirm what Personal Data we hold about you and how it is processed.
At your request, Getronics can confirm what Personal Data we hold about you and how it is processed. As a data subject, you enjoy the following rights, which may be applicable in certain circumstances and may be subject to certain conditions, exemptions or exceptions as set out in applicable data protection legislation:
- Right of access. You have the right to obtain confirmation about whether or not your Personal Data is being processed and, if so, to obtain access to your Personal Data and information regarding the processing.
- Right to rectification. You have the right to correct incorrect Personal Data, complete your Personal Data and have recipients to whom Personal Data was provided informed of the rectification.
- Right to erasure. Subject to certain conditions, you have the right to have your Personal Data erased. If your Personal Data was made public, Getronics will take reasonable steps to inform the controllers who are processing the Personal Data of your request to erase it and to inform the recipients of Personal Data of your request to erase it.
- Right to restriction of processing. Subject to certain conditions, you have the right to obtain restriction of the processing of your Personal Data, and, in case of restriction, have the processing limited to mere storage.
- Right to data portability. Subject to certain conditions, you have the right to be provided with your Personal Data, which you can reuse as you wish. If you so request, Getronics has the obligation to transfer your Personal Data directly to another controller.
- Right to object. You have the right to object to the processing of your Personal Data based on certain grounds and the right at all times to object to the use of your Personal Data for direct marketing purposes.
- Right to withdraw consent. If you have given your consent to our processing of your Personal Data, you have the right to withdraw that consent at any time, without such withdrawal affecting the lawfulness of processing based on consent before its withdrawal.
- Automated individual decision-making, including profiling. In the case of automated individual decision-making, you have the right to obtain human intervention, give your point of view, receive an explanation for the automated decision, and challenge that decision.
- Right to lodge a complaint with the supervisory authority. You have the right to lodge a complaint with the relevant supervisory authority.
How to request information
In the first instance, please complete the contact form on the website outlining the request. Getronics Data Protection Officer will respond back as required.
Getronics will require appropriate and valid proof of identity before any details of Personal Data is shared.
Effective date: 29th May 2018
Getronics Solutions Malaysia Data Protection Policy – English
Getronics Solutions Malaysia Data Protection Policy – Malay
Modern Slavery Act 2015: Policy Statement
Getronics UK is an ICT Services business which provides a complete portfolio of integrated ICT services for the large enterprise and public sector markets. This includes Workspace, Applications, Communication, Data Centre, Cloud, Consulting, Product and Managed Services.
Getronics UK is part of the Getronics family consisting of the Getronics and Connectis brands.
Getronics UK procure a variety of goods and services both for internal support and for our customers.
Procured goods include:
- ICT products and spares to meet both external and interal requirements
- ICT software
- Office Consumable and Equipment Supplies.
Procured Services include:
- Third Party Maintenenance
- Financial, legal, insurance and other Professional services
- Service Desks
- Fleet Services
The original manufacturer of goods procured by Getronics UK could be from locations across the globe. It would not be feasible for Getronics UK to audit the end to end supply chain. We can and will however work to ensure the goods and services which Getronics UK procures are from manufacturers who have a strong anti slavery policy and are taking action themselves to remove the risk of modern day slavery from their supply chain.
Getronics UK are committed to eradicating human exploitation from our supply chain. All Getronics UK suppliers must comply with the Getronics UK Supplier Code of Conduct which includes the following requirements:
Below a link to our Slavery and Human Trafficking Statement:
Suppliers will support and respect the protection of internationally proclaimed human rights and will operate in the spirit of the Universal Declaration of Human Rights. This includes, but is not limited to, the following subjects:
Suppliers will recognise and respect:
- Fundamental human rights, social justice and human dignity
- Diversity of local cultures.
Suppliers will support and respect the internationally proclaimed labour rights and will operate in the spirit of the core Conventions of the International Labour Organisation (ILO). This includes, but is not limited to, the following subjects:
Suppliers will recognise and respect employee’s right to:
- Collective bargaining
- Freedom of association.
Suppliers will not indulge in acts of:
- Child labour
- Forced labour.
- Compensate workers in accordance with all applicable wage laws
- Limit the working hours to the maximum as set by applicable laws
- Ensure a safe working environment.
Getronics UK are implementing processes to achieve the level of transparency and traceability necessary to ensure that our procurement practices do not contribute to modern day slavery at any stage in our supply chain.
Steps to achieve this aim include:
- All new suppliers sign up to our Supplier Code of Conduct
- Existing suppliers are required to sign up to our updated Supplier Code of Conduct
- Mapping and assessing our supply chain to identify the level of risk of forced labour and people trafficking within it
- Ensuring workers in our supply chain are paid at least the minimum or living wage required by local law
- Ensuring robust immigration checks are in place with our suppliers
- Where appropriate to raise awareness of modern day slavery within our business.
Below are some useful links in relation to Modern Day Slavery and Human Trafficking:
Modern Slavery Act 2015 – http://www.legislation.gov.uk/ukpga/2015/30/contents/enacted
Walk Free Global Slavery Index – http://www.globalslaveryindex.org/
ILO Resources on Forced Labour, Human Trafficking and Slavery – http://www.ilo.org/global/topics/forced-labour/lang–en/index.htm
Verité eLearning on Supply Chain Accountability – http://www.verite.org/research/elearning
Cookies are usually a small piece of data sent from a website and stored on a user’s computer while the user is browsing the website. Although cookies cannot carry any virus, they help us understand which sections of our websites are the most popular as they help show which pages are being visited and for how long. This helps us adapt our websites to provide more relevant and accessible information. For example, cookies allow us to ensure that the information displayed on your next visit to our websites will match up with your user preferences. You may configure your browser to accept all cookies, reject all cookies, or notify you when a cookie is sent. Please note, however, that disabling cookies might affect your online experience and/or prevent you from taking full advantage of our site and some of its functionality. If you choose to restrict cookies you will have to provide certain information each time you visit our website and reset your preferences.
Advantages of cookies are:
- Remembering the details as provided by the user.
- Remembering user preferences.
- Helping improve the website.
- Cookies can be deleted by the visitor.
- Cookies can be blocked by changing browser setting.
- Cookies cannot carry any threat to the visitor’s device.
You may restrict cookies by changing the browser setting.
A cookie is a small text file which we transfer to your hard drive through your web browser when you visit our website. It enables our system to recognise you when you visit our website again and improve our service to you. Cookies may also be used to compile aggregate information about areas of our website that are visited most. This traffic information is used to improve the content of our website and make it easier to use. We use the following types of cookies:
- – Strictly necessary cookies: These are cookies that are required for the operation of a website. They include, for example, cookies that enable users to log into secure areas of a website, use a shopping cart or make use of e-billing service
- 2– Analytical/performance cookies: These types of cookies allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This assists us in improving the way our website works, for example, by ensuring that users are finding what they are looking for easily.
- You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.
When you visit our Websites we may send a ‘cookie’ to your computer. Cookies are files that store information on your hard drive or browser. They enable our Websites to identify your computer, and recognise that you have visited before. Cookies themselves do not contain any personal information. However, we may link the information we store in cookies to any personally identifiable information you submit while on our site.
Cookies help us understand which sections of our Websites are the most popular, as they help show which pages are being visited and how long for. This helps Getronics adapt our Websites to provide more relevant and accessible information. For example, cookies allow us to ensure that the information displayed on your next visit to our Websites will match up with your user preferences.
You may configure your browser to accept all cookies, reject all cookies, or notify you when a cookie is sent. Please note, however, that disabling cookies might affect your online experience and/or prevent you from taking full advantage of our site.
From time to time we may also use other technologies to log and collect data in order to analyse traffic to our Websites. These technologies will regularly only allow for an anonymous notice of your visit to be generated. However, in some instances they may allow us to obtain details about your IP address and to track visits to our Websites. In conjunction with cookies, this will enable us to identify what portions of our Websites are of interest to our visitors and to help us provide you with tailored information from our Websites.
Getronics Code of Conduct
Getronics and its group companies is committed to the highest possible standard of corporate governance and responsibility. Our policy is not merely to comply with the letter of laws or regulations, but rather to instil and maintain a true culture of compliance wherever we do business. In consequence, Getronics expects that all Suppliers will embrace the letter and spirit of its commitment to integrity.
Suppliers are requested to adhere to this code and to remain mindful that their activities may have an influence on Getronics reputation and relationship of trust with customers, employees and shareholders. We expect that the utmost of care is taken to protect these assets.
Suppliers shall ensure that all their representatives (including employees, agents, suppliers and subcontractors and collectively referred to as “the Supplier”) conduct business with and/or on behalf of Getronics in accordance with this Supplier Code of Conduct.
Compliance with the Law and Regulations
The Supplier has an unqualified responsibility to comply with all applicable laws and regulations. The specific areas of compliance highlighted for attention in this document shall not be considered fully definitive.
Anti-Bribery – Kickbacks, Bribes and Payoffs
Suppliers must comply with anti-bribery legislation and avoid all forms of corruption. Suppliers must not offer or accept anything of value to secure an improper advantage or benefit.
The Supplier shall not offer or accept, either directly or indirectly, kickbacks, bribes or payoffs in cash or any other form. It does not matter that a prohibited payment may be demanded by a public official, the prohibited payment still may not be made.
Any incident of such a claim being made on a Supplier with regard to the business they are doing, or hoping to do, with Getronics must be reported.
Facilitation payments, paid to speed up the performance of a function or activity to which the payer is legally entitled (e.g. releasing goods held in customs, issuing permits), are prohibited unless permitted under the local legislation of the country in which they are made and received.
We do not authorise any person to make facilitation payments on our behalf and we seek to ensure that our agents and other intermediaries do not make facilitation payments on our behalf. If you have doubts about a payment and suspect that it might be considered a facilitation payment, only make the payment if the official or third party can provide a formal receipt or written confirmation of its legality.
Record Accuracy and Retention
The Supplier shall ensure that business records pertaining to Getronics are retained for the period required by law, and that they accurately and fairly reflect all business transactions. Disposal shall be performed with adequate attention to the confidentiality of the information concerned.
The Supplier shall ensure compliance with laws and directives providing for the protection, transfer, access and storage of personal information.
A standard Non Disclosure Agreement must be signed between Getronics and the Supplier or prospective Supplier prior to discussing any confidential information. The Supplier shall not utilise or disclose Getronics confidential information and vice versa. This includes, but is not limited to, customer information, supplier information, knowledge of business plans or projections, sales or marketing programmes, customers’ lists, significant legal or regulatory action or strategy, new products or prices changes, changes in senior management, divestitures or mergers and acquisitions.
Government, Media and Investor Relations
The Supplier shall not instigate any form of publicity or make any statement or submission to investors, the media or government referring to Getronics without first obtaining prior written permission from Getronics (except where required by government of under the law). The Supplier may submit any such request to its primary contact at Getronics to be directed for appropriate authorisation.
Getronics believes in vigorous yet fair competition and supports the development of appropriate competition laws. The Supplier shall not engage in collaboration or other activity that reduces competition.
The Supplier shall ensure that any unpublished, inside information it is party to regarding Getronics is not used to either engage in or support insider trading (which is the use of material non-public information to attempt to profit through dealing in securities).
Gifts and Hospitality
The Supplier shall not offer gifts in the form of cash, cash equivalent gifts, cheques, or other negotiable funds, nor shall it offer to any individual gifts or gratuities .Getronics permits employees to accept gifts of modest value or reasonable business-related hospitality (e.g. dining or attending sports or social events), however the acceptance of gifts or hospitality must never be understood to imply that a benefit will be awarded to the Supplier.
Security, Health and Safety
Elements of Getronics business are ISO 27001 certified and Getronics expects the Supplier to operate in line with this standard. In general, the Supplier shall ensure that it adheres to Getronics policy and procedures on security, health and safety whilst in attendance at Getronics customers’ sites, and in accessing Getronics systems or information.
Promoting Sustainable Development
Getronics recognises the important role that business, particularly the information communication and technology sector, has to play in driving growth in the global marketplace. Getronics believes that business must accept the responsibility to ensure that growth is achieved in a sustainable manner, promoting socio economic development to try to tackle poverty whilst protecting and enhancing quality of life and avoiding detrimental impacts on any part of the global population or environment.
Getronics looks to supply chain as a key area through which to secure sustainability and requires the supplier to take these issues seriously by abiding by relevant international, European or national standards or commitments and being able to prove its sustainability credentials if asked.
The supplier shall respect the UN Universal Declaration of Human Rights and ILO Conventions and comply with national human rights and employment legislation. As a minimum, the Supplier shall uphold the following standards in its own organisation and work to do so within the supply chain:
- Provide a safe working environment for staff and subcontractors
- Avoid use of slaves, forced or bonded labour and child labour. In particular the supplier should confirm which steps it has taken to ensure that slavery and human trafficking are not taking place in any part of its business or its supply chain. The supplier shall also, if required to do so under the Modern Slavery Act, provide a statement in that respect,
- Validate that all employees and the employees of subcontractors have the legal right to work in the country where services are performed
- Support fair labour practices, including the right to belong to a trade union, the payment of at least the legal minimum wage where such exists and a fair living wage where it does not
- Ensure respect for the dignity of individuals at work and zero tolerance for the harassment of individuals in any form and for any reason
- Provide a confidential and secure mechanism for employees to raise grievances
- Avoid discrimination against employees or potential employees on the basis of their race, colour, nationality, ethnic origin, caste, gender, gender reassignment status, marital status, disability, age, religion, belief, membership or non-membership of a trade union or sexual orientation. Issues of disability should only be considered against the particular requirements of the job.
Getronics prefers to work with Supplies who have a clear environmental policy and targets, and who can demonstrate a commitment to environmental protection going well beyond the minimum standards set by environmental legislation and EU directives.
The Supplier shall act responsibly towards the environment and provide data on the environment footprint of their production processes and their products and services upon request. The Supplier is encouraged to adopt the principle of continuous improvement in regards to the environment sustainability of its products. Getronics is keen to learn about relevant developments from the Supplier and to share experience in this area.
Reporting Breaches of the Code
The Supplier is expected to self- monitor its compliance with this Code. In the first instance, known or potential breaches should be reported to the Supplier’s Getronics procurement contract.
If the Supplier believes that is inappropriate to raise a concern to Procurement, it should immediately report it in writing to the Getronics Legal Department.