Corporate Policy / Legal Disclaimer

At Getronics, we believe strongly in protecting the privacy of our customers and prospective customers (“you”). This Privacy Policy describes the information we collect through our Internet operations through www.getronics.com (“our website”), how we use it, and the ways it may be disclosed.

 

Information Collection and Use

Getronics is the sole owner of the information collected on www.getronics.com. There are sections of our website that invite you to contact us to request information from us. In order to reply to your request, we may need to obtain personal contact information such as your name, postal address, telephone number, and email address name and address. We may also solicit information such as demographics, occupation, company affiliation, and product preferences. We use this information for market analysis and to distribute information by email, postal mail, telephone, and/or fax about products and services that we believe may be of interest to you. We also obtain any additional personally identifiable information that you choose to include in your communications with us. In order to facilitate online ordering of products and services through our website, we may need to obtain additional billing and payment information, such as your credit card number, credit card billing address, credit card expiration date, or electronic funds transfer routing numbers. We use this information to ship products, maintain billing records, process payments, and provide customer support. Some features of our website may be accessible only to registered users. In addition to the data described above, user names and passwords are maintained for all registered users. We use this information to allow users to customise the functions of our web site, to restrict access to portions of our website, and to avoid repetitious requests for contact or billing information. We employ various automated means, including cookies and server logs, to collect information and generate statistics relating to your navigation of our website and the referring sites that may have brought you to our website. The information we collect is used to maintain profiles of our website users. We use profile information to customise a user’s visit to our website and to tailor the information we provide.

 

Cookie Policy

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:

  • 1. – 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.

 

Information Sharing

We will not sell, rent or otherwise disclose your personal information 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, individually-identifiable information 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 information needed to perform their functions, but not for any other purposes. They are bound by confidentiality agreements not to disclose any information for any other purpose.
  • We may transfer all or part of our customer database, including personal information contained in it, to a third party.

 

ATTENTION RESIDENTS OF EUROPEAN UNION MEMBER STATES:

Personal information obtained via our website may be transferred to and processed by Getronics subsidiaries or third parties located in countries outside of the European Economic Area, including the United States of America. The data protection laws of these countries may not be as comprehensive as those in your country. When making such transfers, we will take appropriate steps to ensure that your privacy is protected. You may be asked to expressly authorise such transfers, or we may complete such transfers in accordance with an applicable legal authorisation, adequacy determination, data protection agreement, or other arrangement.

Choice/Opt-out

If you do not want your personal information to be used as described in this Privacy Policy, or if you no longer wish to receive certain communications from us, you may request to be removed from our databases by contacting us in one of the ways provided below, or, in some cases, by opting out at the time the information is requested for a specific purpose. If you wish to reject our cookies, most Internet browsers are configured to do so.

Access and Amendment

You may request a copy of any personal information that we keep about you. We strive to ensure that our information is accurate, complete, and up to date.
You may request that we delete or make appropriate amendments to your information. We reserve the right to charge a fee to defray our costs for assembling, copying, and providing a response to your request. If we cannot comply with your request, we will explain why.

External Links

We are not responsible for the privacy practices of other websites that may be accessed from our website. This Privacy Policy does not apply to the collection or use of personal information by other websites.

Security

Our website employs physical, administrative, and technical safeguards 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 individually identifiable information are required to respect and observe the policies stated in this Privacy Policy. 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.

Privacy Policy Changes

We may need to modify this Privacy Policy occasionally to reflect changes in our businesses or the ways in which we use information. If we decide to change this Privacy Policy, we will post those changes in a revised Privacy Policy accessible from our website. Unless otherwise stated, we will use information in accordance with the Privacy Policy in effect when the information was collected. If we materially change the way we use or disclose individually identifiable information that was collected under a different Privacy Policy, we notify affected individuals via email and provide a reasonable opportunity to opt out of the revised use or disclosure (which may cause a person to be completely removed from our databases).

 

Contact Information

If you have any requests, question, or comments concerning this Privacy and Cookie Policy, you may contact us at: webquery@getronics.com

Effective date: 9th August 2012

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
  • Logistics
  • Financial, legal, insurance and other Professional services
  • Recruitment
  • Service Desks
  • Fleet Services
  • Training

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:

 

Human Rights

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.

 

Labour

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:

  • Discrimination
  • Child labour
  • Forced labour.

 

Suppliers will:

  • 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

 

Data Privacy Statement

Getronics and its group companies are committed to protecting the privacy of the visitors to its websites (the “Websites”). 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 information we might collect when you visit a Website. It also explains our use of cookies. 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 sites.

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 data.   We will indicate on this page when the Privacy Statement has changed so please refer to this link for the latest version.

 

  1. What information will Getronics collect?

During our relationship with you we may collect personal information, such as your name, address, telephone, email and other contact details, and any other information relating to you which you may provide.

 

  1. How do we use this information?

Your personal information may be processed, both by Getronics and its affiliates, for purposes including:

(i) administering our relationship with you; (ii) providing any goods, services or information you have requested; (iii) providing you with information about our products and services; and (iv) for auditing usage of the site.

Getronics sometimes needs to engage others to provide our services to you and/or fulfil other obligations. Your information will not be disclosed to any third parties except where we have your approval or where this is necessary and in accordance with applicable law.

In providing services to you, we may need to transfer your personal data to Getronics affiliates or partners outside the European Economic Area (“EEA”). This does not diminish your rights and Getronics will take all reasonable steps necessary to ensure that any personal information that is transferred outside the EEA will be treated securely, in accordance with this Privacy Statement and with the same level of protection required by data protection law. By submitting your personal information to Getronics, you agree that you do not object to any such transfer, processing or storage.

The transmission of data via the internet is not completely secure and, as such, is at your own risk. Although we will do our best to protect your personal data, e.g. through encryption, password protection or limiting access to your information, Getronics cannot guarantee the security of information transmitted to our Websites.

Getronics has policies and technical measures in place to safeguard and protect your personal information against unauthorised access, accidental loss, improper use and disclosure. We will also take all reasonable precautions to ensure that our staff and employees who have access to information about you have received adequate training.

 

  1. Marketing

The processing of personal data for marketing purposes is carried out in line with national legislation and the EU Privacy and Electronic Communications Directive (2002/58/EC as amended by EU Directive 2009/136/EC). Occasionally, we may contact you with information about other Getronics products and services which we think may be of interest to you. However, we will only do so when you have given your prior consent to being contacted in this way and/or subject to relevant legal requirements.

If you no longer wish to receive marketing information, please contact us either by e-mail.

 

  1. Monitoring and recording of calls

Your telephone calls to us may be recorded for the purposes of staff training and service quality and subject to applicable law. You will be told about this in a recorded message before your call is put through to a member of staff. Calls that are recorded for these purposes will be kept secure, will not be disclosed outside our group of companies, other than for operational purposes, and will be deleted in accordance with our policies and relevant legal requirements.

 

  1. How we use cookies and similar technologies

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.

 

  1. Your rights

You have a right to request a written copy of the personal information Getronics holds about you (we may, in accordance with applicable data protection laws, charge a small administrative fee for this) and to have any inaccurate information about you corrected. You also have the right to request we stop using your details for marketing activities and other promotional activities. You may have further rights regarding the processing of your personal data under applicable law. In case you wish to exercise any such rights, please note the contact information below.

 

  1. Contact information

For any questions with regard to the Getronics group Data Protection Policies please contact the Getronics Legal Department.

Cookie Usage

Introduction

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:

  1. Remembering the details as provided by the user.
  2. Remembering user preferences.
  3. Helping improve the website.
  4. Cookies can be deleted by the visitor.
  5. Cookies can be blocked by changing browser setting.
  6. Cookies cannot carry any threat to the visitor’s device.

 

Blocking/Restricting Cookies

You may restrict cookies by changing the browser setting.

 

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.

 

Application

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.

 

Data Protection

The Supplier shall ensure compliance with laws and directives providing for the protection, transfer, access and storage of personal information.

 

Confidential 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.

 

Fair Competition

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.

 

Insider Trading

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.

 

Employment Practices

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.

 

Environmental Practice

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.

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