PCN IT Solutions

Privacy Policy

Effective date: 29 September 2026

PCN Computer Services ("PCN", "we", "us") operates PCN Costings as a private internal business application. This policy explains how information is handled when authorised PCN personnel use the application.

Information we process

• Supplier invoice and purchasing information, including supplier names, invoice references, dates, descriptions, quantities, service references and financial values.
• Customer and transaction information obtained from PCN's QuickBooks Online account, including customer names, invoice references, dates, descriptions and financial values.
• Telecommunications service and billing information used for cost reconciliation, including service identifiers, product descriptions, recurring charges and customer/site mappings.
• Operational information entered by authorised users, including cost classifications, customer mappings and review decisions.
• Security and technical information required to operate, monitor and protect the application and its integrations.

How and why we use information

We use this information to understand PCN's recurring and one-off costs, reconcile supplier charges against customer revenue, analyse service and customer profitability, support billing checks, maintain accurate business records and protect the application. We do not sell information from the application or use it for advertising.

Lawful basis

Where UK data protection law applies, processing is carried out because it is necessary for PCN's legitimate interests in operating and securing its business, managing supplier and customer services, controlling costs and maintaining accurate records. Information may also be processed where necessary to perform a contract or comply with legal obligations, including accounting and tax requirements.

Sources and service providers

Information is obtained from authorised PCN users, supplier invoices and systems, Microsoft 365, PCN's QuickBooks Online account and other service providers used by PCN. The application uses Microsoft for business data and integration services, Intuit for QuickBooks Online connectivity, Supabase for database and backend services, Vercel for application hosting, and supplier platforms where required for cost data. These providers process information on our behalf or under their own applicable terms and may process data internationally using their contractual data-protection safeguards.

Access and security

Access is restricted to authorised PCN personnel. Connections use encryption in transit, integration credentials are kept server-side, and QuickBooks access credentials are encrypted before storage. Users must not disclose information from the application to unauthorised people.

Retention

Business, supplier and transaction records are retained in line with PCN's operational, contractual, accounting and legal retention requirements. Security and audit information is retained for as long as reasonably required for accountability and protection of the service. Information is deleted or anonymised when no longer required, subject to any legal obligation to retain it.

Cookies

The application may use essential security or session cookies required for access and operation. It does not use advertising cookies.

Your rights

Depending on the circumstances, individuals may have rights to request access to, correction or deletion of their personal information, to restrict or object to processing, and to data portability. Some rights may be limited where PCN must retain business or accounting records.

Contact and complaints

Questions or requests can be sent to itsupport@pcncomputers.co.uk or made by telephone on 01823 271342. You may also complain to the UK Information Commissioner's Office through ico.org.uk.

Changes to this policy

We may update this policy when the application or our legal obligations change. The effective date above will be updated when material changes are made.