Privacy Policy

PRIVACY & DATA PROTECTION POLICY

Document Direct Limited (“Document Direct”, “we” or “us”) is committed to protecting and respecting your privacy and adhering to all relevant Data Protection Legislation. In this Policy, “Data Protection Legislation” means all applicable legislation which relates to the protection of individuals with regards processing personal data, including the General Data Protection Regulation (EU) 2016/679. We protect any personal data that you provide us with & ensure it is stored securely.

Document Direct is registered with the Information Commissioner’s Office (ICO), reference number Z3248745.

The Data Protection Officer for Document Direct is Mr Martyn Best, Martyn.Best@DocumentDirect.co.uk.

This policy (and any other documents referred to in it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed or used by us.

THE INFORMATION WE COLLECT

We collect any information provided to us by you via our website, emails, telephone, text, letter, online and offline forms, online enquiry forms & subscribing to our newsletters. The information you give us can include your name, address, email address & phone number. It can also include personal details such as age, date of birth, family information & dietary requirements, and if you are a supplier to us we may have information such as your VAT number, details provided with any references or DBS checks and bank details to enable payments of any submitted and approved invoices. We may also store personal details provided to us such as those commonly found in a CV or record of experience.

If you are a client we have a specific Data Processing Agreement which will cover other detailed aspects of our obligations under UK-GDPR, and we can supply this upon request.

Please note that we do not store any other financially relevant information such as credit card numbers.

What information do we collect and how do we use it?

The personal data and sensitive personal data will be stored, processed, used and disclosed by us in the following ways:

• to provide our services to you and to facilitate any bona-fide engagement with you;
• to enable you to provide your services to us.
• to send your information to clients in order for them to assess your eligibility and suitability to act in the capacity of a Subcontractor for us in any engagements we have with them;
• to market our full range of typing, transcription and document production services, training, and managed service services to you;
• to enable us to develop and market other products and services, to improve our customer service and to make our services more valuable to you (including tailoring our website when you log on to enrich your personal online experience)
• to send you details of reports, promotions, offers, networking and client events and general information about the industry sectors which we think might be of interest to you;
• to answer your questions and enquiries
• to third parties where we have retained them to provide services that you or our clients or suppliers have requested, such as references, qualifications and criminal reference checking services, skill tests or services that would be viewed as complementary or related to the services we provide;
• to third parties who perform functions on our behalf and who also provide services to us, such as professional advisors, IT consultants carrying out testing and development work on our business systems, research and outsourcing partners.
• to regulatory or law enforcement agencies if we believe in good faith that we are required by law to disclose it in connection with the detection of crime, the collection of taxes or duties, in order to comply with any applicable law or order of a court of competent jurisdiction, or in connection with legal proceedings.

Our Lawful Basis for processing your information

The UK General Data Protection Regulation (GDPR) requires all organisations that process personal data to have a Lawful Basis for doing so. The Lawful Bases identified in the GDPR are:

• Consent of the data subject
• Performance of a contract with the data subject or to take steps to enter into a contract
• Compliance with a legal obligation
• To protect the vital interests of a data subject or another person
• Performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
• The legitimate interests of ourselves, or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.

We rely on the following as the lawful basis to collect and process your personal data:

• Legitimate interests
• Performance of a contract
• Compliance with a legal obligation

From time to time we may seek your consent in writing to process, use or disclose your information for any other purpose not listed above.

If we are processing special categories of data such as medical records, we are entitled by law to do so where it is necessary for the purposes of employment law and to support individuals with a particular disability or medical condition.  We may also obtain your consent to process this type of data.

On occasion, we may process data relating to criminal offences where it is necessary for the purpose of, or in connection with, any legal proceedings; obtaining legal advice; or establishing, exercising or defending legal rights. We may also request your specific consent to process this type of data.

We reserve the right to transfer your information to a third party in the event of a sale, merger or transfer of all or substantially all of the assets of our company provided that the third party agrees to adhere to the terms of this privacy policy and provided that the third party only uses your personal data for the purposes that you provided it to us, and which is explained in the policy.

Where will your information be held?

The personal information that you provide to will only be located in the UK.  Document Direct does not transfer any personal data to third countries or international organisations outside of the UK.

Your Rights

The UK GDPR gives you specific rights around your personal data.  For example, you have to be informed about the information we hold and what we use it for, you can ask for a copy of the personal information we hold about you, you can ask us to correct any inaccuracies with the personal data we hold, you can ask us to stop sending you direct mail, or emails, or in some circumstances ask us to stop processing your details.  Finally, if we do something irregular or improper with your personal data you can seek compensation for any distress you are caused or loss you have incurred.

How do I find out what information is held? Can I amend, modify or request my information to be deleted? Can I unsubscribe to your services?

As per above, you may request us to confirm what information we hold about you at any time and may request us to modify, update or delete such information. We may ask you to verify your identity and to provide more information regarding your request. Where we are legally permitted to do so, we may refuse your request and will provide you reasons for doing so. We will seek to act on your request in the timescale required by the applicable data protection laws.

You may request to unsubscribe from information alerts and marketing material at any time. If your details are to be used for marketing purposes your permission will be expressly sought in advance. If you wish to contact us with respect to the above matters please email us at martyn.best@documentdirect.co.uk.

How long will my information be held for?

We are required by law to hold your information for as long as is necessary to comply with our statutory and contractual obligations and in accordance with our legitimate interests as a data controller. We will use reasonable endeavours to ensure that your personal data is maintained and up to date.

Document Direct’s Data Retention and Destruction Policy, CPD 15, outlines when data will be disposed of.

Sending us information over the internet

Your information is held on servers hosted by us or our services provider.

How we collect and aggregate information about visitors to our websites

We also collect information about the way visitors use our website in order to improve our services. We do not use information gained in a way that any named individual can be identified, and only use it to understand our visitors better, and to determine trends, most popular pages, etc, for all the website’s users.

Links to other websites

Please note that clicking on links and banner advertisements and RSS feeds may result in your transfer to another website, where data privacy practices may be different to this privacy policy. It is your responsibility to check other website privacy policies to ensure that you are happy for your personal information to be used in accordance with those third parties privacy policies. We accept no responsibility for and have no control over third party websites, links, adverts or RSS feeds or information that is submitted or collected by third parties.

Changes to our Privacy Policy

Any changes to this privacy policy will be posted on this website so you are always aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. If at any time we decide to use personal data in a manner significantly different from that stated in this privacy policy, or otherwise disclosed to you at the time it was collected, we will notify you by email, and you will have a choice as to whether or not we use your information in the new manner.

What if you don’t agree with this policy?

If you do not agree to our processing of your data in the manner outlined below, please do not submit any personal data to us.

Who controls the data that you provide?

Document Direct Limited is registered as a Data Controller in the United Kingdom for the purposes of the Data Protection Act 2018. We ensure that the data you supply to us is processed fairly and lawfully, and with skill and care and used only for the purposes set out in this policy.

Registration

Document Direct Limited is registered with the Information Commissioner’s Office, reference number Z3248745.

Force24 Cookies & Tracking

Our organisation utilises Force24’s marketing automation platform.

Force24 cookies are first party cookies and are enabled at the point of cookie acceptance on this website. The cookies are named below:

• F24_autoID
• F24_personID

They allow us to understand our audience engagement thus allowing better optimisation of marketing activity.

f24_autoId – This is a temporary identifier on a local machine or phone browser that helps us track anonymous information to be later married up with f24_personid. If this is left anonymous it will be deleted after 6 months . Non-essential, first party, 10 years, persistent.

f24_personId – This is an ID generated per individual contact in the Force24 system to be able to track behaviour and form submissions into the Force24 system from outside sources per user. This is used for personalisation and ability to segment decisions for further communications. Non-essential, first party, 10 years, persistent.

The information stored by Force24 cookies remains anonymous until:

• Our website is visited via clicking from an email or SMS message, sent via the Force24 platform and cookies are accepted on the website.
• A user of the website completes a form containing email address from either our website or our Force24 landing pages.

The Force24 cookies will remain on a device for 10 years unless they are deleted.

Other Tracking

 We also use similar technologies including tracking pixels and link tracking to monitor your viewing activities

 Device & browser type and open statistics

All emails have a tracking pixel ( a tiny invisible image ) with a query string in the URL. Within the URL we have user details to identify who opened an email for statistical purposes.

Link Tracking

All links within emails and SMS messages sent from the Force24 platform contain a unique tracking reference, this reference help us identify who clicked an email for statistical purposes.

How to contact us

If you have any questions or want more details about how we use your personal data, please let us know. We’ve provided a few different ways for you to do this, so please pick the one you would prefer to use:

Email: Martyn.Best@DocumentDirect.co.uk

Telephone: +44 (0) 1926 821 900

Address: One Hamilton Square, Wirral CH41 6AU

You also have the right to complain to the Information Commissioner’s Office. You can use the relevant section of the Information Commissioner’s Office website to do this.