Privacy Policy

Denfield Advertising Marketing Ltd is committed to ensuring personal data security and GDPR compliance for all our customers, staff and visitors. We take your privacy seriously and will only use your personal information to provide the Services you have requested from us, detailed in your Letter of Engagement and supporting Schedules. We will only use this information subject to your instructions, data protection law and our duty of confidentiality.

Our work for you may require us to pass your information to our third-party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing the Services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the Services and we have contracts in place that requires them to keep your information secure.

We may collect information via our website, email or phone call to process your enquiry and improve our services. Subject to your agreement, we may also use this information to share updates with you about any of our services that we believe may be of interest to you.

We will not sell or share your information with other companies without your explicit written consent.

Glossary of Terms

What is personal data? Personal data relates to any information about a natural person that makes you identifiable. For example:

  • Name and contact information
  • National Insurance numbers
  • Employee numbers
  • Credit History
  • Payroll and accounting data

What is sensitive personal data? Sensitive personal data refers to the above but includes genetic data and biometric data. For example:

  • Medical conditions
  • Religious or philosophical beliefs and political opinions
  • Racial or ethnic origin
  • Convictions
  • Biometric data

What is a Data Controller? For general data protection regulation purposes, the “data controller” means the person or organisation who owns the data and decides the purposes for which and the way in which any personal data is processed.

What is a Data Processor? A “data processor” is a person or organisation which processes personal data for the controller, such as segmenting data for a marketing campaign.

What is a Sub-Processor? A “data sub-processor” is a person or organisation acting on behalf of the “data processor” to fulfil a task for the controller, such as printing the direct mail material for the marketing campaign.

What is Data Processing? Data processing is any operation or set of operations performed upon personal data, or sets of it, be it by automated systems or not. Examples of data processing explicitly listed in the text of the GDPR are: collection, recording, organising, structuring, storing, adapting, altering, retrieving, consulting, using, disclosing by transmission, disseminating or making available, aligning or combining, restricting, erasure or destruction.

Data Security Controls

Preparations have been underway since March 2017 to ensure that our services comply with GDPR and to give you the peace of mind that your data is safe and secure.
We are committed to transparency, control and accountability.

Transparency Our Data Processing Agreement and Data Privacy Policies will remain the single consolidated place that maps out the ways in which we process personal data in accordance with the GDPR legislation.

Control We are ISO27001 accredited and undertake Privacy Impact Assessments (PIA) for each of our processing operations on a regular basis. We provide in-depth data security training to all Denfield employees. Service providers are required to sign our Data Processing Agreement (DPA) and are subject to regular spot checks to ensure GDPR compliance.

Accountability As part of our ISO27001 accreditation, we undertake quarterly risk assessments and are audited each year by the British Assessment Bureau, which includes updating our existing compliance program to ensure that we are adequately documenting our GDPR reviews and compliance procedures. We are also registered with the ICO: the UK GDPR regulators.

Data we collect about you

We use and process the information you provide to us to enable us to discharge the Services (as defined in our Letter of Engagement and supporting Schedules) and for other related purposes, including:

  • Updating and enhancing client records
  • Analysis for management purposes
  • Carrying out credit checks in relation to you
  • Statutory returns
  • Legal and regulatory compliance
  • Crime prevention

We collect information about you when you fill in any of the forms on our website, send in an enquiry, fill in a survey or provide feedback, etc. Website usage information is collected using cookies.

Cookies Cookies are text files put on your computer to collect standard internet log information and visitor behaviour information. This information is then used to track visitor use of the website and to create statistical reports on website activity. You can set your browser not to accept cookies and the below websites tell you how to remove cookies from your browser. Please note, in a few cases some of our website features may not function because of this. For more information, visit www.aboutcookies.org or www.allaboutcookies.org.

Analytics We use Google Analytics to store information about how visitors use our website so that we may make improvements and give visitors a better user experience.

Google Analytics is a third-party information storage system that records information about the pages you visit, the length of time you were on specific pages and the website in general, how you arrived at the site and what you clicked on when you were there. These cookies do not store any personal information about you, e.g. name, address, etc. and we do not share the data. You can view their privacy policy at www.google.com/intl/en/policies/privacy/.

IP addresses An IP or Internet Protocol Address is a unique numerical address assigned to a computer as it logs on to the internet. We do not have access to any personal identifiable information and we would never seek this information. Your IP address is logged when visiting our site, but our analytic software only uses this information to track how many visitors we have from particular regions.

Internet Based Advertising We use LinkedIn, Facebook and Twitter advertising services, and, as such, there are tracking codes installed on our website so we can manage the effectiveness of these campaigns. We do not store any personal data within this type of tracking.

Profiling We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of extra information about you when it is available from external sources to help us do this effectively. We may also use your personal information to detect and cut fraud and credit risk.

Marketing If you have consented to receive marketing, we may choose to send you information about our services that may be of interest to you. You have a right at any time to stop us from contacting you for marketing purposes. To opt out, please email: privacy@denfield.co.uk , phone: 01926 881178 or write to: Data Processing Officer, Denfield Advertising Marketing Ltd., 22 New Street, Leamington Spa, Warwickshire, CV31 1HP.

Transferring your information outside of Europe As part of the services offered to you, the information that you give to us may be transferred to countries outside the European Union (“EU”). For example, some of our third-party providers may be located outside of the EU. Where this is the case, we will take steps to make sure the right security measures are taken so that your privacy rights continue to be protected as outlined in this policy. By submitting your personal data, you’re agreeing to this transfer, storing or processing. Where our third-party suppliers are in the US, we have ensured that their services fall under the “Privacy Shield”, whereby participating companies are deemed to have adequate protection and therefore facilitate the transfer of information from the EU to the US. If you use our services while you are outside the EU, your information may be transferred outside the EU to give you those services.

How long will we hold your data for?

Client Information We will hold your data for seven years in line with our regulatory requirements.

Data Processing All data supplied to us by clients for use in marketing campaigns or data insight projects is systematically destroyed 30 days following processing or anonymised and stored on an access-restricted encrypted server.

Access to your information, correction, portability and deletion

Subject Access Request This is your right to request a copy of the information that we hold about you.

Data Correction We want to make sure your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

Objections to Processing of Personal Data It is your right to lodge an objection to the processing of your personal data if you feel the “ground relating to your particular situation” apply. The only reasons we will be able to deny your request is if we can show compelling legitimate grounds for the processing, which override your interest, rights and freedoms, or the processing is for the establishment, exercise or defence of a legal claim.

Your Right to be Forgotten You may request for us to completely delete all information that we hold about you from all our systems.

If you would like to request any of the data options listed above for your personal information, please email: privacy@denfield.co.uk or write to: Data Processing Officer, Denfield Advertising Marketing Ltd., 22 New Street, Leamington Spa, Warwickshire, CV31 1HP.

Data Correction We want to make sure your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

Data Correction We want to make sure your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

Other websites

Where our website contains links to other websites. This privacy policy only applies to this website, so when you link to other websites you should read their own privacy policies.

Complaints

If you feel that your personal data has been processed in a way that does not meet the GDPR, you have a specific right to lodge a complaint with the relevant supervisory authority. The supervisory authority will then tell you of the progress and outcome of your complaint. The supervisory authority in the UK is the Information Commissioner’s Office.

Changes to our Privacy Policy

We keep our privacy policy under regular review and we will place any updates on this web page in line with the new GDPR guidelines.

How to contact us

Please contact us if you have any questions about our privacy policy or information we hold about you by emailing: privacy@denfield.co.uk or writing to: Data Processing Officer, Denfield Advertising Marketing Ltd., 22 New Street, Leamington Spa, Warwickshire, CV31 1HP.