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
- 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 Person||Definition|
|Customer||A person that is receiving good or services from Dovetail|
|Business Contact||A person that is a business contact e.g. IT Vendor or Contractor|
|Employee||An 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 Information||Definition|
|Contact||Your name, where you live or correspond from, and how to contact you|
|Financial||Your financial details such as bank details|
|Transactional||Details about payments to and from your accounts with us|
|Contractual||Details about the products or services we provide to you|
|Technical||Details on the devices and technology you use|
|Communications||Letters and emails you write to us, and conversations between us|
|Documentary Data||Details 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.
|Recruitment||· Identify suitably qualified candidates to fulfil vacant roles|
· Project planning
· Project execution
· Financial management
· Training and development
· 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 Party||Reasons||Examples|
|Contractor||· Manage sub contracted work||Medical Writers, Logistic Agencies, Project Managers|
|Vendor||· Provision and support of IT Systems||Estimation, 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.
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 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: firstname.lastname@example.org
Telephone: 020 3176 6435
Address: 20 Marsden Road, London SE15 4EE