DDL GROUP PRIVACY NOTICE

Our pledge to you:

  • Is to hold your data securely;
  • Share where you agree;
  • Use your data to tailor the information we provide you and improve our services;
  • Put you in control by allowing you to update, delete and access your data;

1. WHO ARE WE?

This policy covers how we (DDL Group) collect, use, disclose, transfer and store your data.

DDL Group is the trading name of Database Direct Ltd.  We are a direct marketing services Company working with our Clients to provide data, analysis, telephony, digital, print and mailing services.

Our website ddlgroup.com  details of the services we offer, enables the website visitor to contact DDL Group and provides our Clients with a portal into some of the specific services undertaken on their behalf.

This privacy policy covers how we handle consumer data within DDL Group and on this website.

2. WHAT PERSONAL INFORMATION WILL DDL Group COLLECT ABOUT ME?

This privacy notice tells you:

  • The information we collect (personal or not)
  • Why we collect it
  • How long we store it
  • Our legal basis for processing your personal data
  • Who if anyone we disclose your personal data to
  • Your rights and how you can see, update or delete your personal data
  • To make it easy to understand what data we collect about you we have grouped this policy into how you and others get information from us/ interact with us
  • Our digital services. This includes our website and apps, managed by us.
  • Services we use to communicate like social media 
  • Contact us directly, via email, phone, letter 
  • Meet us in person at events or at our premises

3. WHEN YOU USE OUR DIGITAL SERVICES

WEBSITE ANALYTICS

We may use website log files, cookies, digital analytics (Google) and heat mapping software, to gather information about how visitors use our website (ddlgroup.com).

We do not collect or store your personal information (e.g. your name or address) in our website analytics.  However, we can recognise that behaviours belong to a single person.  The information collected helps us investigate whether each website meets its users' needs as well as to evaluate how each website can be improved. We store information about what pages you visit, how long you are on the site, how you got here and what you clicked on. 

If we were ever to obtain your personal data via the routes in this policy, we may combine website analytics data with your personal data.  For more information please see the section on Data and Profiling.

Website log files collect your IP address, when you visited the site and the pages you visited. IP address is a numeric code assigned to a device based on your geographical location.  If for example you are in Chester your IP address will be the same as other users accessing the internet from Chester.

Cookies are small text files which are delivered onto your computer by websites that you visit. Our use of cookies is integral to both the current visitor experience and how we shape and grow our web-based services in the future. 

When enabled heat mapping software will record mouse clicks, mouse movements, scrolling activity.  It logs that you entered text but not the information entered. This software uses Cookies.

DIGITAL ANALYTICS

Digital analytics tools such as Google Analytics may be used to record anonymous user's interaction with the DDL Group website. You may opt out of our use of Analytics by visiting the Google Analytics opt-out page.

4. WHEN YOU PROVIDE PERSONAL DATA

REQUEST INFORMATION BY POST

Occasionally you may request to receive information by post. In order to do this, we need your name, company name and postal address and the information requested. Our legal basis for processing is contract and we will retain your personal data for two years after the request.

However, if you consent to future marketing we will continue to process your data on that basis. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.

REQUEST INFORMATION BY EMAIL

Occasionally you may request to receive information by email. To provide this information, we request contact details including but not limited to - your name, company name, email address, country, and postcode. Our legal basis for processing is contract and we will retain your personal data for two years after the request.

However, if you consent to future marketing we will continue to process your data on that basis. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.

REQUEST INFORMATION BY TELEPHONE

Occasionally you may request to receive information by telephone. To provide this information, we request contact details including but not limited to - your name, company name, telephone number, country, and postcode. Our legal basis for processing is contract and we will retain your personal data for two years after the request.

However, if you consent to future marketing we will continue to process your data on that basis. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.

REQUEST INFORMATION BY SMS

Occasionally you may request to receive information by SMS. To provide this information, we request contact details including but not limited to - your name, company name, mobile telephone number, country, and postcode. Our legal basis for processing is contract and we will retain your personal data for two years after the request.

However, if you consent to future marketing we will continue to process your data on that basis. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.

GIVE US FEEDBACK (UNPROMPTED) OR USING WEB CHAT ON OUR WEBSITE

You do not need to include your name or contact details in order to provide us with general feedback or information about any technical problems on this site or when using web chat. You will however need to include an email address if you want us to reply to you. For some enquiries, we may request additional contact details will be required should you require additional information or feedback via post, telephone, email or SMS

We will only use any personal information provided to deal with your request and will not share it with other organisations.  This data is stored for two years after we respond to your feedback, in case you ask for more detail or have other feedback you'd like to make.

We reserve, however the right to use non-personal information for business, research and marketing purposes. Uses include:

  • An internal report listing technical problems on the website and solutions
  • Marketing literature using quotes drawn from feedback about the site

Our legal basis for processing this data is legitimate interest.

WHEN YOU CREATE A SECURE FTP ACCOUNT

When you wish to send us data or other digital files or when we wish to send you data or other digital files we will do this using the DDL Group secure FTP facility. This requires you to register with the facility. We collect your name, email address, a telephone number and a password to create an account. When you login, we will track your usage of the facility. We may use this data and other data we hold about you to tailor your experience in the account and any communications we send. We may also use it improve our service to you and others.  

If you ask us to close your account, we will delete the data within a month. If there is no activity on your account for two years, we will contact you to confirm it is still required before closing it and deleting the data.

However, if you consent to receive marketing we will continue to process your data on that basis.  We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent, we will delete your data within a month.

5. WHEN YOU USE OTHER SERVICES (LIKE LINKEDIN) TO INTERACT WITH US

When you use a social media platform, details about how your personal information is held, is described within the relevant social media policy, such as LinkedIn or Twitter.  

FORMS ON SOCIAL MEDIA

If you send us a private or direct message via social media the message will be stored for up to 2 years and then confidentially destroyed. It will not be shared by any other organisations.

Our legal basis for processing this information is contract and we do so to fulfil a service to you.  

6. WHEN YOU CONTACT US DIRECTLY

WHEN YOU PHONE US

We do not collect caller line identification information when you call us. We will only collect personal information that you consent to provide to us in order to deliver a service. Our legal basis for processing is contract and we will retain your personal data for two years after the contact.

However, if you consent to future marketing we will continue to process your data on that basis. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.

WHEN YOU EMAIL US

We will only collect your name and email address and any other personal information that you provide to us in order to deliver a service. Our legal basis for processing is contract and we will retain your personal data for two years after the contact.

However, if you consent to future marketing we will continue to process your data on that basis. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.

WHEN YOU WRITE TO US

We will only collect your name and address and any other personal information that you provide to us in order to deliver a service. Our legal basis for processing is contract and we will retain your personal data for two years after the contact.

However, if you consent to future marketing we will continue to process your data on that basis. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.

7. WHEN WE MEET IN PERSON

AT OUR PREMISES

DDL Group will collect personal information from you at our premises that is required to ensure our health & safety obligations to you as a visitor are met and that ensure the security of the building is not compromised by your visit. Once the visit has passed, we will destroy this data confidentially within 3 months.

WIFI

DDL Group do not currently provide Wi-Fi services for our visitors at our premises. If this were to change in the future you will need to accept our terms and conditions. We will request your name and email address. This information is held only while you are using Wi-Fi and is deleted within 3 months.

 

PROVIDE FEEDBACK OR MAKE A COMPLAINT

If you want to provide feedback or make a complaint, you can so anonymously, or provide personal data so we can respond to you. How this is processed by DDL Group is defined in our Complaints Policy

If you do provide personal data, we will request your full name and address. We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive through our Non Conformance System, but not in a form which identifies anyone.

By giving us your personal data you consent to us processing it.  We retain personal data obtained from complaints for five years and then confidentially destroy it.

8. WHEN YOU USE THE SERVICES OF DDL GROUP

When you first ask DDL Group to provide any of its services on your behalf you will be asked to complete the DDL Group New Client Form. This will ask for personal details including contact name, Company name, address, telephone and email address plus other details required in order to provide services to you. Our legal basis for processing is contract and we will retain your personal data for two years after the latest service we provide for you.

However, if you consent to future marketing we will continue to process your data on that basis. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.

9. WHEN WE CONTACT YOU

EMAIL

If we are providing you with services, we may email you regarding a contract or service or in response to a request, you have made. A copy of the email sent to you will be stored for no more than 2 years after the email has been sent and then confidentially deleted.

We only send emails to you promoting DDL Group where we have your consent. We will occasionally obtain your contact details from a third party but this will be on the basis the third party has confirmed to us you have given you consent for your details to be passed to us for the purpose of emailing you.

However, if we have contacted you via email before May 2018, and you have not asked us to stop, we will continue to contact you. The legal basis for this is legitimate interest. 

If we have no contact from you we will store your details for three months and then confidentially delete the information. Where you have subsequently contact us, we store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent, we will delete your data within a month.

POST

If we are providing you with services, we may contact you via post regarding a contract or service or in response to a request, you have made. A digital copy of the communication sent to you will be stored for no more than 2 years after the mailing has been sent and then confidentially deleted.

Occasionally we send marketing material by post. 

We only communicate to you via post where we have your prior consent. Our legal basis for processing this data is legitimate interest. We will occasionally obtain your contact details from a third party but this will be on the basis the third party has confirmed to us you have given you consent for your details to be passed to us for the purpose of us mailing you.

If you subscribed to regular information via post before May 2018, you haven't asked us to stop and we believe the information is in your interest we will continue to contact you. The legal basis for this is legitimate interest. 

If we have no contact from you we will store your details for three months and then confidentially delete the information. Where you have subsequently contact us, we store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent, we will delete your data within a month.

TELEPHONE

If we are providing you with services, we may contact you via telephone regarding a contract or service or in response to a request, you have made. We may record telephone conversations, this recording will be stored for no more than 3 months after the telephone call has been sent and then confidentially deleted.

Occasionally we may contact you via telephone for the purpose of promoting the services of DDL Group. 

We only communicate to you via telephone where we have your prior consent. Our legal basis for processing this data is consent. We will occasionally obtain your contact details from a third party but this will be on the basis the third party has confirmed to us you have given you consent for your details to be passed to us for the purpose of telephoning you.

If you subscribed to regular information via post before May 2018, you haven't asked us to stop and we believe the information is in your interest we will continue to contact you. The legal basis for this is legitimate interest. 

We may record telephone conversations, this recording will be stored for no more than one month after the telephone call has been sent and then confidentially deleted

10. DATA AND PROFILING

We want to provide the best possible service to you. To achieve this we, where possible, join anonymous and personal data you have provided.

We may use this information to improve our service to you and to tailor the information we provide in future.  We may also use it to understand the success of our marketing and make improvements to our services overall.  Personal data is stored for as long as the purpose intended (see section: 'When you provide personal data').

Profiling is defined as under the General Data Protection Regulations as the automated processing of personal data to evaluate certain things about an individual.  Profiling can be part of an automated decision-making-process. Automated decision-making is making a decision solely by automated means without any human involvement. 

We may use these techniques to make the information in our emails, mailings or website more relevant to you. We therefore process this data in your legitimate interest.  If you do not want us to use your data in this way, please contact us using one of the contact details at the end of this privacy policy.

11. YOUR RIGHTS

Under the General Data Protection Regulations, you have rights as an individual which you can exercise in relation to the information we hold about you.

Read more about your individual rights on the Information Commissioner's Office website.

DDL Group is registered with the Information Commissioners Office, registration number Z5085715

12. ACCESS TO PERSONAL INFORMATION

DDL Group tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a 'right of access' request under the General Data Protection Regulations. If we do hold information about you we will:

  • Give you a description of it;
  • Tell you why we are holding it;
  • Tell you who it could be disclosed to; and
  • Let you have a copy of the information in an intelligible form.

13. LINKS TO OTHER WEBSITES

This privacy policy does not cover any links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

14. CHANGES TO THIS PRIVACY POLICY

We keep our privacy notice under regular review. This privacy notice was last updated on 24 April 2018.

Since this policy is under regular review, you may wish to check it each time you submit personal information. If you do not agree to these changes, please do not continue to use the DDL Group website to submit personal information. If material changes are made to the Privacy Policy, for instance affecting how we would like to use your personal information, we will provide a more prominent notice.

You can access this policy at any time through the link at the bottom of our website.

15. HOW TO CONTACT US

DDL Group tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of DDL Group’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

Email the data officer at data.officer@ddlgroup.com 

Telephone the data officer on: 0151 357 7700

Or write to:

The Data Officer
DDL GROUP
Unit 2
Rosscliffe Road
Ellesmere Port
Cheshire
CH65 3AS

 

ABOUT US

DDL Group offer a solution for every organization irrespective of size, and thanks to our leading edge technology, enviable experience and dedicated highly trained staff, you can expect campaign success time after time. We are committed to each of our clients, their businesses and their marketing ideas.

CONTACT US

Head Office, Network Building, 2 Rosscliffe Road,  ELLESMERE PORT, CH65 3AS
T:0151 357 7700 F:0151 357 2813

Network Centre, Highland Avenue,
DUNOON, PA23 8PQ
T:01369 706789 F:01369 703113

info@ddlgroup.com www.ddlgroup.com

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