Last Updated: 06/08/2019
We currently collect and process the following information:
Personal details such as name, title, and contact details provided through our online contact form, internal support systems, face-to-face meetings, or other communication methods such as emails or electronic messaging.
Profile data such as a username or password when using our internal support systems.
Image data such as a user profile image, or CCTV images when visiting our offices.
Technical data such as system access logs, web browser details, or IP addresses (a type of data used for identifying computers over the internet) when viewing our web applications.
Most of the personal information we process is provided to us directly by you for one of the following reasons:
General enquires and communications via our online contact from located at
As part of our day-to-day usage of electronic communications as part of recruitment, business networking, client support, and technical support for our web applications.
We also receive personal information indirectly, from the following sources in the following scenarios:
Recruitment agencies, awarding bodies, or prospective job applicants who contact us about opportunities across our business.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting Digital Balance via the contact details listed at the end of this Privacy Notice.
(b) We have a contractual obligation.
(c) We have a legal obligation.
(f) We have a legitimate interest.
We use the information that you have given us within our internal or client systems to; create and maintain user accounts, communicate effectively with our users, fulfil contractual obligations, provide system security through the recording of access logs, or as part of a security or data protection audit.
We may also use personal data for account management, responding to recruitment enquiries, and other administrative tasks.
We may share this information with our parent group – My Clever Group (), or with our sub-processors as outlined in the section below.
Here is an overview of sub-processors we use, and how we use them.
Rackspace () – Rackspace services are used for server hosting and provide technical support for internal and client web-based systems – including web and database hosting. Security monitoring and configuration, server backups, and other related tasks may be performed with or by Rackspace Ltd.
SendGrid () – Digital Balance uses SendGrid for email services across its internal and client sites. The service is integrated via various secure protocols and is used for automated processes such as sending registration emails, password resets, as well as email notifications.
CloudFlare () – CloudFlare provides a number of web based services used to enhance the speed, security, and reliability of our web applications. CloudFlare services include a global CDN (Content Delivery Network), along with WAF, DDoS protection, and SSL encryption security features.
Google Suite () – G Suite is a collection of secure web-based applications and services provided on the Google Cloud used for administration tasks via documents and spreadsheets, cloud file storage, and email communications.
Office365 () – Office365 is a set of Microsoft production tools for use in offline and online situations, or in combination with the OneDrive cloud storage platform. These tools are used for tasks such as word processing, spreadsheet creation and auditing, or internal and external scheduling and communications.
Your information is securely stored on both our on-site workplace storage solutions, as well as on our cloud storage solutions or hosting providers as outlined above.
Our on-site storage solutions are protected by physical and digital access control, and our data protection methods are regularly reviewed to ensure continued data safety.
The cloud hosting services we use employ enterprise level security protection measures, and are credited with industry standards including ISO 27002, ISO 27001, and the Privacy Shield Framework.
The duration for which we store personal data varies depending on what that data is used for.
We retain data according to the periods outlined in our client contracts, and within any consent agreements or opt-ins between us and our users.
For our online contact form and communications regarding recruitment we retain personal data for up to 12 months.
In certain cases, we may need to retain data for a certain period after our contractual obligations have ended, or after a request has been made for the data to be deleted. This is for situations relating to legitimate business interests, to conduct audits, to comply with (and demonstrate compliance with) legal obligations, or to resolve disputes and enforce our agreements. the contact information below if you wish to make a request.
General Enquiries
Contact: Digital Balance Ltd
Website:
Tel: 01782 667077
Address: Suite 3, Three Counties House, Festival Way, Stoke-on-Trent, England, ST1 5PX
Data Protection Enquiries and GDPR Requests
Contact: Data Protection Officer
Address: Suite 3, Three Counties House, Festival Way, Stoke-on-Trent, England, ST1 5PX
Under the GDPR, all users have the right to raise any concerns with the Information Commissioner’s Office (the data protection authority for the UK) should they wish to do so.
The Information Commissioner’s Office (UK)
Website:
Tel: 0303 123 1113
Address: Wycliffe House, Water Lane
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