DATA PRIVACY NOTICE
Didactic Services Ltd. respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you.
For your ease of reference, this privacy notice is divided into the following sections:
1. Important information and who we are
2. The data we collect about you
3. How your personal data is collected
4. How we use your personal data
5. Disclosures of your personal data
6. Data security
7. Data retention
8. Your legal rights
9. Glossary
1. Important Information and who we are
Purpose of this privacy notice
This privacy notice aims to give you information on how Didactic Services Ltd. collects and processes your personal data.
Controller
Didactic Services Ltd. is the controller and responsible for your personal data (collectively referred to as "we", "us" or "our" in this privacy notice).
We have appointed a data protection officer (“DPO”) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your rights in relation to your personal information, please contact the DPO using the details set out below.
Contact details
Full name of legal entity: Didactic Services Ltd. (Company Number: 07272600)
Name or title of DPO: Sameer Ali
Email address: [email protected]
Postal address: Didactic Services Ltd. Room 0.6, Applied Automation Centre, 55 Caswell Road, Brackmills Industrial Estate, Northampton, NN4 7PY
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to the privacy notice and your duty to inform us of changes
We may change this privacy notice from time to time by updating this page in order to reflect changes in the law and/or our privacy practices. We advise you to check this privacy notice for changes whenever you visit our website – www.didacticservices.co.uk
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
2. The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
· Identity Data includes first name, last name, title.
· Contact Data includes billing address, delivery address, email address, social media details, and telephone numbers.
· Financial Data includes bank account and payment card details.
· Transaction Data includes details about payments to and from you, any meeting records where you have met with us and other details of products and services you have purchased from us.
· Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.
This list of personal data is not exhaustive and further information may be requested from you when Didactic Services Ltd. considers it fair and necessary to do so.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a product you have with us but we will notify you if this is the case at the time.
3. How is your personal data collected?
We use different methods to collect data from and about you including through:
· Direct interactions.
You may give us personal data such as Identity, Contact, Financial, Transaction, Profile, Marketing and Communications Data by filling in forms or by corresponding with us by post, phone, email, through our website and social media, meeting face to face at our offices or otherwise. This includes personal data you provide when you:
· Meet employees face to face;
· enquire about our products;
· provide your business card;
· complete lead capture forms at events we also attend;
· visit our offices and/or sign the electronic visitor system;
· request marketing to be sent to you; or
· give us some feedback.
· Automated technologies or interactions.
As you interact with our websites and with emails received from us, we may automatically collect Technical and Usage Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.
· Internal databases. We may collect personal data from our own internal databases. This includes, but is not limited to, personal data already stored within our email and electronic storage systems/databases.
· Third parties or publicly available sources. We may receive and share personal data about you with various third parties and public sources as set out below:
· Identity, Contact and Marketing and Communications Data from the following sources:
(a) publicly available sources
(b) industry information resources
(c) our other customers and prospective customers of Didactic Services Ltd.
4. How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
· Where we need to perform the contract we are about to enter into or have entered into with you.
· Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
· Where we need to comply with a legal or regulatory obligation.
Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you if you are an individual or consumer via email or text message. You have the right to withdraw consent to marketing at any time by emailing: [email protected]
Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.
| Purpose/Activity | Type of data | Lawful basis for processing including basis of legitimate interest |
| To register you as a new customer whether online or otherwise and manage our relationships with prospective customers | (a) Identity (b) Contact | (a) Performance of a contract with you (b) Necessary for our legitimate interests (maintaining and nurturing relationships with customers and prospects). |
| To process and deliver your order including: (a) Manage payments, fees and charges (b) Collect and recover money owed to us (c) Liaising with our suppliers in respect of your order | (a) Identity (b) Contact (c) Financial (d) Transaction (e) Marketing and Communications | (a) Performance of a contract with you |
| To manage our relationship with you which will include: (a) General communication relating to your order/future orders (b) Granting Access Management (b) Notifying you about changes to our terms or privacy policy (c) Asking you to leave a review or take a survey | (a) Identity (b) Contact (c) Financial (d) Transaction (e) Profile (f) Marketing and Communications | (a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (maintaining and nurturing relationships with customers and prospects). |
| To enable you to provide feedback on our services, enable us to deal with any complaints and improve our service offering | (a) Identity (b) Contact (c) Transaction (d) Profile (e) Usage (f) Marketing and Communications | (a) Performance of a contract with you (b) Necessary for our legitimate interests (maintaining and nurturing relationships with customers and prospects). |
| To ensure we meet with our certification and health and safety requirements | (a) Identity (b) Contact (c) Technical (d) Transaction (e) Profile | (a) Necessary to comply with a legal obligation. |
| For management and auditing of our business operations including accounting | (a) Identity (b) Contact (c) Transaction (d) Technical | (a) Necessary to comply with a legal obligation. |
| To share information, as needed, with business partners, service providers or as part of providing and administering our products or operating our business | (a) Identity (b) Contact (c) Transaction (d) Marketing and Communications | (a) Performance of a contract with you (b) Necessary for our legitimate interests (maintaining and nurturing relationships with customers and prospects). |
| To carry out checks at Credit Reference and Fraud Prevention Agencies pre-application, at application, and periodically after that | (a) Identity (b) Contact (c) Transaction | (a) Necessary to comply with a legal obligation. |
| To use data analytics to improve our website, products, marketing, customer relationships and experiences | (a) Technical (b) Usage | (a) Necessary for our legitimate interests (maintaining and nurturing relationships with customers and prospects). |
| To make suggestions and recommendations to you via direct email marketing about goods or services that we offer and which may be of interest to you | (a) Identity (b) Contact (c) Technical (d) Usage (e) Profile (f) Marketing and Communications | (a) Necessary for our legitimate interests (maintaining and nurturing relationships with customers and prospects). (b) With your consent where the personal data being processed relates to that of an individual. |
| To make automated decisions on whether to inform you of products which may be of interest to you | (a) Technical (b) Usage (c) Contact | (a) Performance of a contract with you (b) Necessary for our legitimate interests (maintaining and nurturing relationships with customers and prospects). |
| To discover prospective customers and build our business through lead and event management | (a) Identity (b) Contact (c) Marketing and Communications | (a) Necessary for our legitimate interests (maintaining and nurturing relationships with customers and prospects). |
Marketing
We strive to provide you with choices regarding certain personal data uses, particularly around marketing.
Promotional offers from us
We may use your Identity, Contact, Technical, Usage, Profile and Marketing and Communications Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing). In certain situations, we may also use automated decision making to offer the most relevant products to you.
You will receive marketing communications from us if you have requested information from us or purchased goods from us and, in each case, you have not exercised your right to object to receive that marketing.
Object to marketing
You can ask us to stop sending you marketing messages at any time by clicking on and following the unsubscribe link in the email.
Where you exercise your right to object to your personal data being used to receive these marketing messages, this will not apply to personal data provided to us as a result of an order you have made.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. Disclosures of your personal data
We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.
· Official Partners.
· External Third Parties such as the following:
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6. Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
7. Data retention
How long will you use my personal data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
8. Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data.
You have the right to:
Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please email [email protected].
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
9. Glossary
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.