Privacy & Cookie Policy

Section 3: Marketing

Where you are an individual, we always ask for consent before we send your marketing information. Where you have bought services from us before, we may send you marketing messages about similar services or products we think would be of interest to you.

If you work for a business customer (existing or prospective) we market on a business-to-business basis – but we make sure we only ever send marketing communications to work contact details. We always include a link in our emails so you can unsubscribe at any time. We will also remove your details from our systems if our customer informs us, you no longer work for them.

Where you have bought services from us before, we may send you marketing messages about similar services or products we think would be of interest to you. We’ll stop doing this if you indicate you do not want to receive these types of messages, e.g., you unsubscribe via the link in the email.

 

Section 4: Who we share your information with

We share (or may share) your personal data with:

·       Our staff: Doc’s Fitted Furniture employees (or other types of workers) who have contracts containing confidentiality and data protection obligations.

·       Our customers (existing and prospective): where we correspond or administer our services. Our customer is the controller they receive from us (which means they make decisions about how they use that information. Where we act as the processor for our customer, we only use personal data in the way they expressly authorise us to in writing or in our contract with them). If you have any questions about how they use the information they receive, you should ask to see their privacy information.

·       Users: the personal data that a User can view, access, edit, download, delete or interact with depends on their account permissions. Users must accept our terms of use before they can access our services (which set out what they can and cannot do).

·       Our supply chain: other organisations we engage to help us provide our services and website (which includes third party cloud server providers IT infrastructure, security, marketing support, website analytics, payment providers, and identity verification support. We ensure these organisations only have access to the information required to provide the support we use them for and have a contract with them that contains confidentiality and data protection obligations.

·       Regulatory authorities: such as HM Revenue & Customs

·       Our professional advisers: such as our accountants or legal advisors where we require specialist advice to help us conduct our business.

·       Any actual or potential buyer of our business.

If we were asked to provide personal data in response to a court order or legal request (e.g. from the police), we would seek legal advice before disclosing any information and carefully consider the impact on your rights when providing a response. Where Doc’s Fitted Furniture acts as the processor for that information, we will also check before the controller before any information is released (unless the law does not allow us to do so).

 

Section 5: Where your information is located or transferred to

Doc's Fitted Furniture will only transfer personal data outside the UK where we have a valid legal mechanism in place (to make sure that your personal data is guaranteed a level of protection, regardless of where in the world it is located, e.g., by only sending it to territories approved by or under contracts approved by UK Secretary of State).

We use cloud servers for our infrastructure with servers located in the United Kingdom.

 

Section 6: How we keep your information safe

We have security measures to prevent your personal data from being accidentally or illegally lost, used or accessed by those who do not have permission. These measures include:

·       access controls and user authentication (including multi-factor authentication)

·       internal IT and network security

·       regular testing and review of our security measures

·       staff policies and training

·       incident and breach reporting processes

·       business continuity and disaster recovery processes

If there is an incident which has affected your personal data and we are the controller, we will notify the regulator and keep you informed (where required under data protection law). Where we act as the processor for the affected personal data, we notify the controller and support them with investigating and responding to the incident.

 

Section 7: How long we keep your information?

Where we are the controller, we usually keep information for 7 years from the date our contract with our customer ends before we convert it into anonymised information, unless we are required by law to keep it for longer. Sometimes we need to keep it longer to investigate complicated errors or defend ourselves from legal claims.

We keep the contact details of people who have subscribed to our mailing lists until we receive a request to remove their details or unsubscribe them.

The longest we keep information about how visitors browse and interact with our website is 2 years.

 

Section 8: Your legal rights

Under UK law, you have specific rights in relation to your personal data. If you are located outside the UK, you may have different or additional legal rights. If you want to exercise any of these rights, please email info@docsfittedfurniture.co.uk.

We do not respond directly to requests which relate to personal data where we are the processor. In this situation, we forward your request to our customer and await their instruction before we take any action.

UK data protection law grants the following legal rights:

·       the right of access (obtaining a copy of your personal data)

·       the right to rectification (correcting your personal data)

·       The right to erasure (deleting your personal data)

·       The right to restrict processing (to stop use of your personal data for a time limited period)

·       The right to data portability (to move your personal data to another organisation)

·       The right to object (to object to our use of your personal data)

·       The right to complain to the ICO (you can find further details of how to do this on their website) - note: if you are located outside the UK, you can also complain to the regulator responsible for data protection compliance in the country you are located.

There are some limited exemptions to these rights, so they may not apply in every scenario and Doc’s Fitted Furniture may decline your request (but we would explain our decision in writing if this was the case). Doc’s Fitted Furniture will also not action a request where we have been unable to confirm your identity (this is one of our security processes to make sure we keep information safe) or if we feel the request is unfounded or excessive.

 

Section 9: Cookies and similar technologies

Our website uses cookies and similar technologies.

Cookies are small text files that are downloaded to your device. Cookies contain uniquely generated references which are used to distinguish you from other users. They allow information gathered on one webpage to be stored until it is needed for use on another, allowing our website to provide you with a personalised experience (like remembering your favourites) and provide us with statistics about how you interact with our website.

Cookies are not harmful to your devices (like a virus or malicious code) but some individuals prefer not to share their information (for example, to avoid targeted advertising).

We mention similar technologies because there are other technologies which perform similar functions (e.g. beacons and pixels) and their use is regulated by the same laws that apply to cookies.

Different types of cookies

Session vs. persistent cookies: cookies have a limited lifespan. Cookies which only last a short time or end when you close your browser are called session cookies. Cookies which remain on your device for longer are called persistent cookies (these are the type of cookies allow websites to remember your details when you log back onto them).

First party vs third party cookies: cookies placed on your device by the website owner are called first party cookies. When the website owner uses other businesses’ technology to help them manage and monitor their website, the cookies added by the other business are called third party cookies.

Categories of cookies: cookies can be grouped by what they help the website or website owner do (the Purpose).

·       Necessary cookies are cookies which help the website to run properly (when they are strictly necessary cookies it means their only function is to help the website work).

·       Performance cookies help a website owner understand and analyse how website visitors use their website.

·       Analytical cookies are used to understand how visitors interact with the website. These cookies help provide information on metrics the number of visitors, bounce rate, etc.

·       Marketing cookies tailor online adverts to reflect the content you have previously browse and help inform companies about your interests so they can show you relevant adverts.

What does Doc’s Fitted Furniture use cookies for?

We use cookies to:

·       to track how visitors use our website, to improve our service and user experience

·       to record whether you have seen specific messages we display on our website

·       to keep you signed into our website, to improve our service and user experience

·       where we post content and links to content, we use cookies to capture and analyse information such as number of views and shares