Privacy Policy- Datum360

1. Important information and who we are

Datum360 Limited (a company registered in Scotland with company number SC354270 and for the purposes of this policy referred to as ‘we’/’our’) is committed to safeguarding the privacy of our website visitors and service users. In this policy we explain how we process and protect your personal data.

We also explain how you can update your personal data and communication preferences. By using this website you consent to the use of cookies in accordance with the terms of this policy.

Datum360 Limited is registered with the Information Commissioners Office (Registration: Z2704379).

Changes to this policy

We may change our privacy and cookies policy from time to time. If or when changes are made, we’ll include them here on our website. This version was last updated in March 2024.

2. Types of Data

We collect various types of data for various purposes, including to improve our service to you.

Personal Data

Personally identifiable information that can be used to contact you, or identify you. This information may include, but is not limited to:

Identity Data includes first name, last name, any previous names, marital status, title, and gender, country, nationality, identity card, driver’s licence number, national registration number, passport number, curriculum information, employer, occupation, client number, personal social media URL.
Contact Data includes billing address, delivery address, email address and telephone numbers.
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website.
Usage Data includes information about how you interact with and use our website, products and services.

Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We will not sell your data. We include details of any Usage Data we do need to share with Third-Party Service Providers in the Third-Party Service Providers section of this policy.

3. Information collection

We use different methods to collect data from and about you including through:

Your interactions with us. You may give us your personal data offline through paper forms, contracts or statements. You may also give use your personal data online through our Website, web applications, software and digital tools, filling online registration Forms; reporting non-compliance; contacting us; submitting job applications; clicking on social media buttons; providing feedback (e.g. on Forms, products, Applications, Website, customer service); answering to surveys and other activities or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

apply for our products or services on behalf of your business or on behalf of your employer;
subscribe to our service or publications;
request marketing to be sent to you;
apply to us for a job vacancy;
apply to us to be one of our suppliers; or
give us feedback or contact us.

Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.

Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:

Technical Data is collected from the following parties:
- analytics providers;
- advertising networks; and
- search information providers.
We also use Personal Data you provided to third parties, for example to service providers, or Personal Data that fall within the public domain such as commonly acknowledged Personal Data, Personal Data visible on your own website or blog or posted on your publicly accessible social media profile.
We may also receive Personal Data via third parties after mergers, acquisitions and any other transforming operation.
We collect Personal Data that is publicly available (e.g. information available on Internet, through results of the searches, social media results) or Personal Data received from third parties (e.g. Internet Service Providers) for direct marketing purposes and to attract new customers.

Children’s Privacy

Our Website is not intended for the use of anyone under the age of 13.

We do not knowingly collect Personal Data from anyone under the age of 13. If you are a parent, or guardian and you are aware that your child has provided us with Personal Data, please contact us.

4. Use of Data

Legal basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.
Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.
Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/Use	Type of data	Legal basis
To register your company or your employer as a new customer	(a) Identity (b) Contact	Performance of a contract with your company or your employer.
To process and deliver your order including: (a) Manage payments, fees and charges (b) Collect and recover money owed to us	(a) Identity (b) Contact (c) Transaction (d) Marketing and Communications	(a) Performance of a contract with you (b) Necessary for our legitimate interests (to recover debts due to us)
To manage our relationship with you and the provision of customer services which will include: (a) Notifying you about changes to our terms or privacy policy: or (b) Dealing with your requests, complaints and queries; or (c) To assess whether it would be feasible to sell products or provide services to a customer before entering into a contract; or (d) process customers’ written requests, customers’ orders of products and services and requests of cash-back; or (e) identify and contact customers for a discount; or (f) inform customers about consumers’ rights and additional services related to the product or the service purchased; or (g) inform customers about our promotional campaigns and events and send out related invitations; or (h) manage the access to our premises, the Website and Applications; or (i) organise and execute service interventions for customers and installers; or (j) inform customers of an approaching maintenance deadline	(a) Identity (b) Contact (c) Marketing and Communications (d) Usage	(a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests to keep our records updated and manage our relationship with you
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	(a) Identity (b) Contact (c) Technical	(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation
To deliver relevant website content and online advertisements to you and measure or understand the effectiveness of the advertising we serve to you	(a) Identity (b) Contact (c) Usage (d) Marketing and Communications (e) Technical	Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, customer relationships and experiences and to measure the effectiveness of our communications and marketing	(a) Technical (b) Usage	Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To send you relevant marketing communications and make personalised suggestions and recommendations to you about goods or services that may be of interest to you based on your Profile Data	(a) Identity (b) Contact (c) Technical (d) Usage (e) Marketing and Communications	Necessary for our legitimate interests (to carry out direct marketing, develop our products/services and grow our business)
For quality improvement of products and services	(a) Identity (b) Contact (c) Technical (d) Usage (e) Marketing and Communications	Necessary for our legitimate interests (to study how customers use our products/services and to help us improve and develop our products and services; carry out further surveys; develop analytical, risk, marketing and other models and to produce statistics. It also help us to develop global models and to perform analyses. Personal Data can also be used to assess, simplify and improve our processes.
For supplier administration	(a) Identity (b) Contact (d) Transaction (e) Technical (f) Profile	(a) Performance of a contract with you (b) Necessary for our legitimate interests (for running our business). We keep records of suppliers and service providers, to register and manage purchase orders, business expenses and invoices provided by suppliers or service providers, acting on the basis of performing a contract/ fulfilling legal obligation
For the purpose of recruiting talents	(a) Identity (b) Contact	(a) Performance of a contract with you (b) Necessary for our legitimate interests (to grow our business).
For bookkeeping and Accounting, including: (a) keeping records of transactions; or (b) issuing invoices related to sales and services provided; or (c) filling in tax declarations and related forms in order to fulfil tax obligations; or (d) elaborating statistics on the basis of transactions’ records (for example regarding the number of transactions occurred and in which area); or (e) being compliant with applicable legislation and with regulatory requirements both at national, European and international level.	(a) Transaction	Necessary for our legitimate interests (to conduct business)

Direct marketing

We do carry out direct marketing activities.

Third-party marketing

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

Cookies

For more information about the cookies we use and how to change your cookie preferences, please see Cookies Policy - Datum360.

5. Data Security, Integrity and Retention

We will retain your personal data only for as long as necessary for the purposes set out in this Privacy and Cookies Policy. We will retain and use your Personal Data to any extent necessary to comply with our legal obligations (for example, if we are to retain your data to comply with applicable laws), resolve disputes, and or enforce our legal agreements and policies.

We have reasonable security policies and procedures in place to protect personal information from unauthorised loss, misuse, alteration, or destruction. Security cannot be absolutely guaranteed against all threats. To the best of our ability, access to your personal information is limited to those who have a need to know. Those individuals who have access to the data are required to maintain the confidentiality of such information.

6. Data retention

We also make reasonable efforts to retain personal information only for so long as:

the information is necessary to comply with an individual's request
is necessary to comply with legal, regulatory, internal business or policy requirements
until that person asks that the information be deleted

The period for which data is retained will depend on the specific nature and circumstances under which the information was collected; however, subject to requirements of the reasons listed above, personal information will not be retained for more than 26 months.

Please also see information about our Third-Party Service Providers for information about specific Retention of Data periods.

7. Transfer of Data

Your information, including Personal Data, may be transferred to and maintained on computers, or servers outside of your County, or other governmental jurisdiction where the data protection laws may differ to your own.

If you are located outside of the United Kingdom, please note that we transfer the information, including Personal Data to the United Kingdom and process it there.

Whenever we transfer your personal data out of the UK to service providers, we ensure a similar degree of protection is afforded to it by ensuring that the following safeguards are in place:

We will only transfer your personal data to countries that have been deemed by the UK to provide an adequate level of protection for personal data, namely, the member states of the European Union.
We may use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK, namely the International Data Transfer Agreement or The International Data Transfer Addendum to the European Commission’s standard contractual clauses for international data transfers.

8. Disclosure of Data

We may share your personal data where necessary with the parties set out below for the purposes set out in the table above.

Under certain circumstances, we may be required to disclose your Personal Data if required to do so by law, or in response to requests by public authorities e.g. a court, or a government agency.

Third-Party Service Providers

We may use Third-Party Service Providers to facilitate our services or to provide the services on our behalf, which may include assisting us in analysing how our service is used.

Third-Party Service Providers will only have access to the specific personal data to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

We asses all Third-Party Service Providers for GDPR compliance and security measures.

We may use Third- Party Service Providers to monitor and analyse the use of our service, as follows:

Google Analytics – is a web analytics service offered by Google that tracks and reports website traffic. Google uses data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualise and personalise the ads on their own advertising network. We retain Google Analytics data for 26 months. We use this data to monitor and improve our website and services.

You can opt-out of having your activity made available Google Analytics by installing the Google Analytics opt-out browser add-on

For more information about Google privacy policy and principle visit: https://policies.google.com/pr... – We use MailChimp to send newsletters, events information, product announcements and other information and that may be of interest to you via email. We also use MailChimp for sign up forms for newsletter subscriptions and events.

By joining our mailing lists, you acknowledge that this information provided will be transferred to MailChimp for processing in accordance with their privacy policy. You can manage your list preferences or unsubscribe from these emails at any time by using the links in the email footer, or by contacting us at: GDPR@datum360.com

For more information about MailChimp’s Privacy Policy, visit: https://mailchimp.com/legal/privacy/

HubSpot – We use HubSpot to manage Personal Data for our Services

For more information about HubSpot’s Privacy Policy, visit: https://legal.hubspot.com/priv... Decision-Making Method(s)

We use MailChimp and, or HubSpot for carrying out certain kinds of decision-making and/or profiling. If at any point you wish to query any action that we take on this basis or wish to request ‘human intervention’ (i.e. have someone review the action themselves, rather than relying only on the automated method), GDPR gives you the right to do so. Please contact us to find out more using the contact information at the end of this policy.

The following automated decision-making method(s) may be used:

To send marketing information to you by email using the data you provide about your preferences that you have indicated are of interest on a sign-up form
To send marketing information to you by email that may be relevant to you using data you have provided about your job role, location, or industry

9. Links to other websites

Our Service may contain links to other websites that are not operated by us. If you click on a third-party link, you will be directed to that third party’s website. We have no control over and assume no responsibility for the content, privacy practices or any third-party sites or services.

10. Your legal rights

You have a number of rights under data protection laws in relation to your personal data.

You have the right to:

Request access to your personal data (commonly known as a "subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data (see the table in section 4 for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
- If you want us to establish the data's accuracy;
- Where our use of the data is unlawful but you do not want us to erase it;
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

11. Contact us

If you have any questions about this Privacy and Cookies Policy, please contact us by email or post

By email: GDPR@datum360.com

By post: Datum360, Fusion Hive, North Shore Road, Stockton on Tees, TS18 2NB. UK

12. Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Privacy Policy