Privacy Policy

Last updated: 3rd January 2023

Why and who?

digiLab cares about privacy and protecting all Personal Data handled by us.

This policy describes how and why we use your Personal Data, the lawful basis on which we use your Personal Data and what measures we take to protect it. It also provides information on how to exercise your rights in connection with our Processing of Personal Data.

digiLab Solutions Ltd Reg. No. (13292372) (digiLab, we, us, our) is the Controller of all Personal Data listed in this Privacy Policy (the Policy).

This Policy provides information on how we handle Personal Data when you communicate with us, use the Services, buy our products or visit our website, www.digilab.co.uk (together the Functions).

Data subjects and storage time:

The intended recipients of this Policy are the following groups, whose data we store in accordance with the criteria set out below.

  • Users of the Services: Personal data of the users will be stored during the period that they use the Service and to comply with legal obligations, such as handling alleged errors in the Service.
  • Potential customers: Personal data of potential customers will be stored during the period required to determine whether or not they wish to enter into an agreement.
  • Customers: Personal data of customers will be stored during the period it takes to deliver products and during the period necessary to comply with legal obligations, such as handling a reclamation.
  • Employees of potential customers: Personal data of employees at potential customers will be stored for the period required to determine whether the potential customer wants to enter into an agreement.
  • Employees of existing customers: Personal data of employees at an existing customer will be stored during the time required to provide the service and to fulfil legal obligations such as handling alleged errors in the service.

Definitions

Applicable Law refers to the legislation applicable to the Processing of Personal Data, including the UK GDPR, supplementary national legislation, as well as practices, guidelines and recommendations issued by the Commissioner or other relevant regulatory authority

Commissioner means the Information Commissioner's Office (the UK regulator for data protection issues).

Controller is the company/organisation that decides for what purposes and in what way personal data is to be processed and is responsible for the Processing of Personal Data in accordance with Applicable Law.

Data Subject is the living, natural person whose Personal Data is being processed.

Personal Data is all information relating, directly or indirectly, to an identifiable natural person.

Processing means any operation or set of operations which is performed on Personal data, such as storage, modification, reading, handover and similar.

Processor is the company/organisation that processes Personal Data on behalf of the Controller and can therefore only process the Personal Data according to the instructions of the Controller and the Applicable Law.

Services means consulting and advice related to or independent of our software.

UK GDPR means the retained EU law version of the General Data Protection Regulation ((EU) 2016/679). The definitions above shall apply in the Policy regardless of whether they are capitalised or not.

digiLab's role as a Controller

The information in this Policy covers Personal Data Processing for which digiLab is the Controller. As a Controller we are responsible for the Processing for which we decide the purpose of (the why) and the means of the Processing (what methods, what Personal Data and how long the Personal Data is stored). The Policy does not describe how we Process Personal Data in the role of a Processor (i.e. when we process Personal Data on behalf of our customers).

digiLab's Processing of Personal Data

We have a responsibility to describe and demonstrate how we fulfil the requirements that are imposed on us when we Process your Personal Data. This section aims to give you an understanding of what type of Personal Data we Process and the lawful basis on which we Process that Personal Data.

Legal basis

In order for us to be able to process your Personal Data, it is required that we have so-called legal basis for each process. In our business, we process your personal data mainly on the following grounds:

Performance of a contract - The Processing is necessary for the performance of a contract entered between us and the Data Subject, or to prepare for entering into an agreement with the Data Subject.

Legitimate interest - digiLab may process Personal Data if we have assessed that a legitimate interest overrides the interest of fundamental rights and freedoms of the Data Subject, and if the processing is necessary for the purpose in question.

Legal obligation - We are required by laws and regulations to process Personal Data as a result of our business.

Processing

The main purpose of the Processing undertaken by us is to provide, carry out and improve our services to you. There are several different reasons why we may need to collect, manage and save your data.

We mainly Process the following types of Personal Data:

  • Contact details to be able to confirm your identity, to verify your personal and contact details and to be able to communicate with you
  • Information on your usage of the service or product to improve our services provided to you
  • Payment information to be able to offer (for example direct debit and other payment options)

How do we collect your Personal Data?

We collect your Personal Data in a number of different ways.

We mainly collect your Personal Data:

  • By you providing your Personal Data to us when you use the Functions
  • By your employer providing your Personal Data to us
  • By social media such as Facebook or Instagram
  • Through third-party analysis technology such as cookies
  • Through credit rating agencies
  • Through information created from data analysis
  • Through generated information that has been obtained internally

Your rights

You are the one in control of your Personal Data and we always strive to ensure that you can exercise your rights as efficiently and smoothly as possible.

Access - You always have the right to receive information about the Processing of data that concerns you. We only provide information if we have been able to verify that it is you that are requesting the information.

Rectification - If you think that any of your Personal Data that we process is incorrect, let us know and we will fix it.

Erasure - Do you want us to completely forget about you? You have the right to be forgotten and request deletion of your Personal Data when the Processing is no longer necessary for the purpose for which it was collected. If we are required to retain your information under applicable law or a contract that we have entered with you, we will ensure that it is processed only for the specific purpose set forth in such applicable law or contract. We will thereafter erase the information as soon as possible.

Objections - Do you disagree with our assessment that a legitimate interest for Processing your Personal Data overrides your interest in protecting your privacy? Don't worry - in such case, we will review our legitimate interest assessment. Of course, we add your objection to the balance and make a new assessment to see if we can still justify our Processing of your Personal Data. If you object to direct marketing, we will immediately delete your personal information without making an assessment.

Restriction - You can also ask us to restrict our Processing of your Personal Data:

  • Whilst we are Processing a request from you for any of your other rights;
  • If, instead of requesting erasure, you want us to limit the Processing of Personal Data for a specific purpose. For example, if you do not want us to send advertising to you in the future, we still need to save your name in order to know that we should not contact you; or
  • In cases where we no longer need the information in relation to the purpose for which it was collected, provided that you do not have an interest in retaining it to make a legal claim.

Data portability - We may provide you with the data that you have submitted to us or that we have received from you in connection with a contract that we have entered with you. You will receive your information in a commonly used and machine-readable format that you can transfer to another personal data manager.

Withdraw consent - If you have given consent to one or several specific Processing(s) of your Personal Data, you have the right to withdraw your consent at any time and thus ask us to terminate the Processing immediately. Please note that you can only withdraw your consent for future Processing of Personal Data and not for Processing that has already taken place.

If you wish to exercise any of the rights set out above, please contact us at info@digilab.co.uk.

Transfer of personal data

In order to run our business, we may need help from others who will process Personal Data on our behalf, so- called Processors.

We process all our personal data within the UK or the EU/EEA.

We have entered into Data Processing Agreements (DPA) with all our Processors. The DPA sets out, among other things, how the Processor may process the Personal Data and what security measures are required for the Processing.

We may also need to disclose your personal information to certain designated authorities in order to fulfill obligations under applicable law or legally binding judgements.

Our processors

digiLab does not sell your Personal Data to third parties and of course we do not share your Personal Data with just anyone. However, in some cases we may need to share your Personal Data with selected third parties. If so, we make sure that the transfer happens in a secure way that protects your privacy. To follow are categories of recipients with whom we may share your data.

  • Advertising agencies and suppliers of print and advertising.
  • Suppliers of various HR systems or HR services.
  • IT suppliers for cloud storage, business systems and case/project management. In order to be able to carry out our assignments and services, we store your Personal Data in our business systems (a system that administers our customers and contacts).
  • Statistics to contribute to industry statistics and to improve the customer experience.

Security measures

digiLab has taken technical and organisational measures to ensure that your Personal Data is processed securely and protected from loss, abuse and unauthorised access. Organisational measures are measures that are implemented in work methods and routines within our organisation. Technical measures are measures implemented through technical solutions.

Organisational security measures:

  • Login and password management
  • Information security policy
  • Physical security (premises etc.)
  • Data protection impact assessments

Technical security measures:

  • Encryption
  • Access control levels
  • Firewalls
  • Two-step verification

If we don't keep our promise

If you think that we are not Processing your Personal Data correctly, even after you have notified us of this, you are always entitled to submit your complaint to the Commissioner. You can contact the Commissioner on 03031231113 or via https://ico.org.uk/make-a-complaint/data-protection-complaints/data-protection-complaints/

More information about our obligations and your rights can be found at https://www.gov.uk/government/publications/data-protection-rights-for-data-subjects/data-protection-rights-for- data-subjects.

Changes to this policy

We reserve the rights to make changes to this Policy. In the event that the change affects our obligations or your rights, we will inform you about the changes in advance so that you are given the opportunity to take a position on the updated policy.

Contact

We have appointed a Data Protection Officer who can answer questions about your rights and other questions about how we process your personal information.

Contact information for digiLab data protection representative:

  • Name: Helen Spalding
  • Email: helen@digilab.co.uk