Privacy Notice

Last Updated 28/09/2018

 

Table of Contents

  • How we use your personal information
  • Data protection law and you
  • How we collect your information
  • Categories of People about whom we hold information
  • Categories of Personal Information we process
  • What we use your personal information for
  • Who we share your information with
  • How long we keep your information for
  • Your rights as an individual
  • Cookies
  • How to contact us

 

How we use your personal information

Your information will be held by Dovetail. This privacy notice is to let you know how we look after your personal information. This includes what you tell us about yourself, what we learn by having you as a customer, and the choices you give us about what communications we may send to you. This notice also tells you about your privacy rights and how the law protects you.

 

Data protection law and you

The General Data Protection Regulation (GDPR) exists to ensure that we process your information in a manner that is lawful, only if we have a proper reason to do so, and that we keep you informed of what we do with your information.

If we have a business reason to process your information, to offer you goods or services this is referred to as Legitimate Interest. We also have certain legal obligations where we must process your information and where neither of these apply we will ask your permission (consent) to collect the information and inform you how it will be used. We can also process your information under any contractual obligation if a formal contract exists.

 

How we collect your information

We collect your information from various sources, including our website, third parties that we engage with to offer services, paper forms, correspondence, telephone & email.

We collect your information when you contact us, apply for a service or enter a contract with Dovetail.

 

Categories of People about whom we hold information

We hold information about many different categories of person, to enable Dovetail to offer the full range of services to our customers. These types of people can be seen in the table below.

Type of PersonDefinition
CustomerA person that is receiving good or services from Dovetail
Business ContactA person that is a business contact e.g. IT Vendor or Contractor
EmployeeAn Employee of Dovetail

 

Categories of Personal Information we process

This explains what all the different categories of personal information mean, that are covered by data protection law.

We use many kinds of personal information to enable us to deliver our services. They are grouped together as follows so that you can see what we may know about you. We don’t use all this data in the same way. Some of it is useful for monitoring and improving our services, or for providing services to you. But some of it is private and sensitive and we treat it accordingly.

Type of InformationDefinition
ContactYour name, where you live or correspond from, and how to contact you
FinancialYour financial details such as bank details
TransactionalDetails about payments to and from your accounts with us
ContractualDetails about the products or services we provide to you
TechnicalDetails on the devices and technology you use
CommunicationsLetters and emails you write to us, and conversations between us
Documentary DataDetails about you that are stored in documents in different formats, or copies of them

 

What we use your personal information for

The core functions and activities are detailed below so you can see what we do with your information.

FunctionCore Activities
Recruitment·       Identify suitably qualified candidates to fulfil vacant roles
Job Management·       Project planning

·       Project execution

·       Financial management

Employee Management·       Remuneration

·       Training and development

·       Pensions

·       Benefits

·       Absence management

Support and Admin·       IT Support

·       Customer Services

·       Financial management

Vendor Management·       Vendor management

 

Who we share your information with

To enable Dovetail to offer services and abide by laws and regulations that apply, we have a need to share certain information with outside organisations. We will always do so in an appropriate manner, and ensure adequate measures are put in place to protect your information.

Below is a list of the types of organisation that we may share your personal information with, and examples of these organisations where appropriate.

Type of Third PartyReasonsExamples
Contractor·       Manage sub contracted workMedical Writers, Logistic Agencies, Project Managers
Vendor·       Provision and support of IT SystemsEstimation, project planning, email, file storage, pensions, mobile device management, certification

 

How long we keep your information for

We will keep your personal information as per our records retention policy. The reasons we keep your information for are:

  • To offer our goods and services to you
  • To respond to a question or complaint
  • To respond to a warranty or service query
  • To analyse the quality of the services we offer
  • To obey rules and legal obligations that apply to us about keeping records

We may also keep your data for longer than stated if we cannot delete it for legal, regulatory or technical reasons.

 

Your rights as an individual

Under the General Data Protection Regulation, you have certain rights as an individual. Details of your rights can be found below. In all cases see the How to Contact Us section at the bottom of this page to enact the relevant right.

 

Identification Requirements

For all the rights below and fraud prevention, the first check we must make is to satisfy ourselves that you are who you say you are. Dovetail will take necessary steps on a case by case basis to ensure we have obtained necessary identification before proceeding with any request.

 

Right to complain

You have a right to complain in relation to data privacy, if you are not happy with how we have processed your information. You also have the right to lodge a complaint with the regulator. In the UK the regulator is the Information Commissioner’s Office and you can report a concern with them here: https://ico.org.uk/concerns/

 

Right to Access

You have a right to request a copy of the information that we hold about you.

 

Right to Portability

You have a right to request a copy of your information in a format that can be taken to a supplier that is offering related services to Dovetail to enable you to switch to them as a service provider where applicable.

 

Right to Withdraw Consent

Where we have asked, and you have given consent, you have at any time the right to withdraw consent.

 

Right to Rectification

If your information is incorrect, you have a right to request that we correct this in our systems.

 

Right to Erasure

If Dovetail do not have a Legal Basis, obligation or purpose to keep your information, you will have a right to ask us to delete the information we hold about you.

 

Right to Object or Restrict Processing

If you believe the information we hold about you is incorrect, or we are making automated decisions using your information, you have the right to object to the processing until any concerns have been addressed.

 

Cookies

Cookies are small computer files that get sent down to your PC, tablet or mobile phone by websites when you visit them. They stay on your device and get sent back to the website they came from, when you go there again. Cookies store information about your visits to that website, such as your choices and other details. Some of this data does not contain personal details about you or your business, but it is still protected by this Privacy notice.

 

How to contact us

Dovetail can be contacted in relation to any of the above. You can also write to us at the details below.

DPO Email:             claire@dovetailstrategies.com

Telephone:             020 3176 6435

Address:                 414 Vox Studios, 1-45 Durham Street, London SE11 5JH