Privacy Policy

Privacy Notice

At Smarter Data Protection Ltd, we are passionate about protecting your data and your rights as an individual. When you share your information with us, we take our responsibility seriously and work hard to maintain your privacy; ensuring your data and you feel safe, secure and satisfied. We are committed to being transparent and so our Privacy Policy shows what data we collect, how we collect it and how it is processed. It outlines how to access and manage your information and how to get in touch if you have any questions.

Introduction

We understand that your privacy is important to you and that you care about how your information is used and shared. We respect and value the privacy of everyone who uses our services and will only collect and use information in ways that are useful and consistent with your rights and our obligations under the law.

Our Privacy Policy exists to provide you with key information about:

  • What data we collect from you and why
  • How we use or process that data
  • How you can access and take ownership of your data
  • How and where you can make a complaint if you’re unhappy

Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of our Privacy Policy is deemed to occur upon your first use of our Site. You will be required to read and accept this Privacy Policy when signing up for any of SDP’s services.

If you do not accept and agree with this Privacy Policy, you must stop using our Site immediately.

Who is Smarter Data Protection Ltd?

Smarter Data Protection Ltd (SDP) is a limited company registered in England under 11024613. Our registered and trading address is Construction House, Comet Way, Southend on Sea, Essex, England, SS2 6GD.

Our Data Protection Officer (DPO) is responsible for handling our compliance with data protection law and for effectively handling all queries from data subjects about their personal data.

For all data related matters, including subject access requests, please contact:

Chief Data Protection Officer
(Top Floor)
Construction House
Comet Way
Southend on Sea
Essex, SS2 6GD
Tel: 01702 596002
Email: [email protected]

What data do we collect?

To make our practices as clear as possible below, we’ve provided a breakdown of specific data practices by service. As we develop and add new products or services that require us to collect or handle data differently, we’ll update this section of our Privacy Policy to reflect those changes.

We will never collect or process special category data, or data relating to criminal convictions or offences, from you. Our website is not intended for children and we do not knowingly collect data relating to children.

The personal data we would like to collect from you is as follows:

When youYou provideViaLawful basis for collection
Contact us by phone, email or via our websiteFirst name
Surname
Job title/function
Telephone number
Email address
-Telephone
-Email
-Website
Performance of a contract
Sign up to our trainingFirst name
Surname
Job title/function
Business sector
Email address
Dietary/access requirements
Payment details
-Telephone
-Email
-Website
-Eventbrite
Performance of a contract
Become a Smarter Data Protection Network memberFirst name
Surname
Job title/function
Business sector
Telephone number
Email address
-Website form
-Email
Consent
Access Data Protection Consultancy servicesFirst name
Surname
Job title/function
Telephone number
Email address
-Telephone
-Email
-Website
Performance of a contract
Become a Smarter Data PartnerFirst name
Surname
Job title/function
Business sector
Telephone number
Email address
-Website form
-Email
Consent
Join the Data Protection App Pilot SchemeFirst name
Surname
Job title/function
Business sector
Telephone number
Email address
-Website form
-Email
Consent
Unsubscribe
(non-contact list)
First name
Surname
-Telephone
-Email
-Website
Legal obligation

If you choose not to provide your data, then we may not be able to offer key services to you.

What happens to your data?

General correspondence

  • We will use this data to respond to your enquiry in a satisfactory way.
  • Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with internal policy and procedure. Email monitoring or blocking software may also be used.
  • Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.
  • This information will be stored in emails and in our Contacts Database if you use our Contact Us form on our website.

Smarter Data Protection Network

  • We use this information to be able to communicate with you effectively. We contact SDP Members with:
    • Helpful hints, tips and tools for GDPR compliance
    • Exclusive offers and discounts on our products and services
    • Information about new products and services
    • Regular updates on GDPR
    • Information about the company and its activities
  • This information will be stored in a third-party email marketing service provider.
  • Information may also be included in emails and documents.

Data Protection Training

  • This information will be used to provide you with the information and training you have requested.
  • We will use your contact numbers to carry out follow-up checks for any further requirements or needs whilst you attend our training.
  • Your information will help us to arrange catering, enable adequate access and to complete attendance registers.
  • It will be used to process payments to fulfil your purchase requests and to comply with accounting and taxation purposes.

Data Protection Consultancy Service

  • This information will be used by our team to provide consultancy services.
  • In the course of providing these services, we may encounter wider information relating to employees, suppliers and customers.
  • All information will be managed according to any Data Protection Agreement (DPA) and Non-Disclosure Agreement (NDA) that is in place.
  • Information will also be used to process payments and to comply with accounting and taxation purposes.

Smarter Data Partner Scheme

  • This information will be used by our team to provide partner support services.
  • In the course of providing these services, we may encounter wider information relating to your employees, suppliers and customers.
  • All information will be managed according to any Data Protection Agreement (DPA) and Non-Disclosure Agreement (NDA) that is in place.
  • Information may also be used to process payments and to comply with accounting and taxation purposes.

Why do we collect your data?

Where we have an obligation as a provider of SDP products and services (for the ‘performance of a contract’)

  • To provide you with the product or service that you have requested.

Where we have your permission (‘consent’)

  • To provide you with news about exciting offers and deals that we think will be interesting to you. We will only contact you in the ways you have given us permission to do so.

Where we have a justifiable reason (‘legitimate interests’)

  • To process your data in the legitimate interest of our business in order that we may provide you with the best service or product.
  • To send you information regarding new products and services where we can demonstrate a relationship with you and you have not told us that you do not want to receive these.
  • To maintain our list of people who have asked not to receive direct communication from us.
  • To help keep our website safe and secure.
  • To allow our internal business processes to function- for example transacting with our partners, carrying out audits, producing management information and dealing with complaints.
  • To undertake market research.
  • To request feedback on our performance.
  • To help prevent fraud and maintain security.
  • To assist in training, quality assurance and compliance.

Where we must do something by law (‘legal obligation’)

  • This means processing your personal data where it is necessary for compliance with a legal or regulatory obligation.

In exceptional circumstances (‘vital interests’)

  • We may use your information in rare situations where vital interests of yourself or another person needs protecting.

Who do we share your data with?

  • Smarter Data Protection Ltd will never share or sell your data to any other company for commercial gain. We only ever “share” or transfer your data as part of our own, core processing activities. So, for example, by using a card payment processing provider to take payment for goods or services.
  • 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.

Cookies

  • A cookie is a small text file that is saved to the hard drive of your computer when you use a website. For more information on how we use cookies and how they affect your browsing experience, please see our Cookies Policy.

How do we keep your data secure?

Your privacy is important to us, so we take all reasonable and proportionate steps to protect your personal information by:

  • Putting appropriate security measures in place, to prevent your personal data from being accidentally lost, used, altered, disclosed or accessed in an unauthorised way.
  • Limiting access to your personal data on a ‘need to know’ only basis.
  • Ensuring our staff are trusted and trained in data protection compliance and confidentiality.
  • Following due process to deal with any suspected personal data breach.
  • Only transferring your data outside of the European Economic Area (EEA) when the third-party provider participates in and has certified its compliance with the EU-US Privacy Shield Framework.
  • Only retaining your personal information for as long as necessary to fulfil the purpose we collected it for.

How long do we keep it?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for satisfying any legal, accounting or reporting requirements. We will keep records to enable us to respond to enquiries as outlined below:

General enquiries1 Year
Customer consultancy data6 Years
Partner Scheme data6 Years
Data Protection Training data
-Transactional data
2 Years
6 years
SDP NetworkUntil you ask to be removed or we no longer run the network

Your rights

We fully support your rights and we always seek to willingly and cheerfully uphold them. However, if you ever feel this is not the case please contact our dedicated Data Protection Officer, to discuss the matter further.

At any point you can exercise your:

  • Right of access – contact us for a copy of the data we hold about you.
  • Right of rectification – let us know if the data we hold is out of date or inaccurate and we’ll update it.
  • Right to be forgotten – if you no longer want to use our services, please contact us and we’ll delete all related data.
  • Right to restrict processing – we only ever collect data we need and actively ensure we’re never collecting anything over and above need. You can opt in and out of SDP’s individual services by contacting us.
  • Right of portability – we will support reasonable requests to transfer your data to another organisation should you require it.
  • Right to object to automated decision making and profiling- we do not currently use any automated profiling of any description. In the event you’re unhappy with the way we’re processing your data please contact our Data Protection Officer.

In the event we refuse to your rights in any way we will provide you with a reason why. You will then have the right to complain to the supervisory authority as outlined below.

Contact us

To exercise all relevant rights, queries or complaints in relation to this privacy policy or any other data protection matter between you and us, please in the first instance, contact our Data Protection Officer:

Chief DPO
Smarter Data Protection Ltd
(Top Floor)
Construction House
Comet Way
Southend on Sea
Essex SS2 6GD
Tel: 01702 596002
Email: [email protected]rdataprotection.com

If this does not resolve your compliant to your satisfaction, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the United Kingdom’s Supervisory Authority.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Tel: 0303 123 1113
Email: Contact

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