Terms & Conditions

Privacy Statement

J2 Software (“J2”, “we”, “our”, or “us”) is committed to protecting your privacy and processing personal information responsibly, securely, and transparently.

As a Managed Security Services Provider (MSSP), we understand the importance of confidentiality, integrity, and information security. This Privacy Statement explains how we collect, use, disclose, store, and protect personal information when you visit our website, contact us, use our services, or otherwise interact with us.

This Privacy Statement applies to J2 Software’s operations in the United Kingdom and South Africa and is intended to comply with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the UK Data Protection Act 2018, the Protection of Personal Information Act, 2013 (POPIA), and other applicable privacy laws where we provide services.

Who We Are

J2 Software is a provider of managed cybersecurity and digital resilience services, including:

• Managed Detection and Response (MDR)
• Security Operations Centre (SOC) services
• Microsoft 365 security monitoring
• Email security
• DMARC management
• Endpoint and device security
• Data Loss Prevention (DLP)
• Backup and recovery
• Encryption services
• Internet security
• Cybersecurity consulting and advisory services

Depending on the circumstances, J2 Software may act as:

• a Data Controller (or Responsible Party under POPIA) when processing personal information for our own business purposes; or
• a Data Processor (or Operator under POPIA) when processing information on behalf of our customers under contract.

Information We Collect

The personal information we collect depends on how you interact with us.

This may include:

Information you provide

• Name
• Business email address
• Telephone number
• Company name
• Job title
• Contact preferences
• Enquiries submitted through our website
• Information provided during meetings, demonstrations or sales discussions

Information collected automatically

When you use our website, we may collect:

• IP address
• Browser type
• Device information
• Operating system
• Pages visited
• Date and time of access
• Website usage statistics
• Security logs

Where appropriate, cookies and similar technologies may also collect information to improve website functionality and user experience.

Information Processed During Service Delivery

Where organisations engage J2 Software to deliver managed security services, we may process personal information contained within customer systems.

Examples include:

• user accounts
• authentication records
• email metadata
• security logs
• endpoint telemetry
• audit records
• incident reports
• backup data
• device identifiers
• IP addresses

In these situations, J2 Software generally acts as a Data Processor on behalf of the customer, who remains responsible for determining the purposes and lawful basis of processing.

How We Use Personal Information

We may process personal information to:

• provide our services;
• respond to enquiries;
• deliver demonstrations and quotations;
• manage customer relationships;
• administer contracts;
• deliver technical support;
• detect, investigate and respond to cybersecurity threats;
• maintain the security of our own systems;
• improve our services;
• comply with legal obligations;
• protect our legal rights;
• prevent fraud and misuse of our services.

Lawful Basis for Processing

Where UK GDPR applies, we process personal information on one or more of the following lawful bases:

• performance of a contract;
• compliance with legal obligations;
• legitimate business interests;
• consent, where required;
• protection of vital interests where applicable.

Sharing Personal Information

We do not sell personal information.

We may share information with:

• trusted technology providers;
• cloud hosting providers;
• cybersecurity platform vendors;
• professional advisers;
• auditors;
• regulatory authorities where required by law;
• law enforcement agencies where legally required.

All third parties receiving personal information are required to maintain appropriate confidentiality and security safeguards.

International Transfers

Because J2 Software operates internationally, personal information may be processed in the United Kingdom, South Africa, or other countries where our approved service providers operate.

Where personal information is transferred internationally, we implement appropriate safeguards to protect that information in accordance with applicable data protection laws.

Security

Information security is fundamental to our business.

We maintain appropriate technical and organisational measures designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

These measures include, where appropriate:

• access controls;
• multi-factor authentication;
• encryption;
• monitoring and logging;
• security incident management;
• personnel confidentiality obligations;
• supplier security assessments;
• security awareness training;
• role-based access controls.

While no system can guarantee absolute security, we continually review and improve our security controls.

Data Retention

We retain personal information only for as long as necessary to:

• provide our services;
• fulfil contractual obligations;
• comply with legal requirements;
• maintain business records;
• support cybersecurity investigations;
• resolve disputes;
• protect our legitimate interests.

Retention periods vary depending on the type of information and the purpose for which it was collected.

Your Rights

Depending on your location and applicable law, you may have rights to:

• access your personal information;
• request correction of inaccurate information;
• request deletion of personal information;
• restrict certain processing;
• object to processing;
• request data portability where applicable;
• withdraw consent where processing relies on consent;
• lodge a complaint with the relevant supervisory authority.

Where J2 Software acts solely as a processor on behalf of a customer, requests relating to customer data should generally be directed to that customer.

Cookies

Our website uses cookies and similar technologies to improve functionality, understand website usage and enhance user experience.

Further information is available in our Cookie Policy.

Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices or content of external websites.

We encourage you to review their privacy notices before providing personal information.

Children’s Privacy

Our website and services are intended for business use.

We do not knowingly collect personal information from children.

Changes to this Privacy Statement

We may update this Privacy Statement from time to time to reflect changes in our services, legal obligations or business practices.

The latest version will always be published on our website.

Contact Us

If you have any questions regarding this Privacy Statement or the way J2 Software processes personal information, please contact us.

Privacy enquiries

Email: privacy@j2mssp.com

General enquiries may also be submitted through the contact details published on our website.

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