Databasix UK understands that your privacy is important to you and that you are about how your personal data is used. We respect and value the privacy of our clients, prospective clients, job applicants and our current and former employees, event/training attendees, newsletter subscribers, and everyone who visits our website, www.dbxuk.com (“Our Site”). We will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
Information about us
Databasix UK Limited is the data controller (ICO registration number ZA149702), a limited company registered in England under 08771007. Our registered address is 36 Roman Way, Bicester, Oxfordshire, OX26 6FJ.
What Is Personal Data?
Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
Details of our processing
We believe that all these purposes are justified on the basis of our legitimate interests in running and promoting the business, our contractual requirements to deliver the agreed products and services to you, and our legal obligations, the exception is for sending email marketing and collecting non-essential cookies which we rely on the basis of consent. If you would like to know more, please read below:
- Prospective Clients
- Employee & Associates
- Event Attendees (Webinar/Workshops)
- E-Newsletter / Blogs / Social Media
- E-Learning & Online Training Courses
- Website Visitors
As a client, we will hold the following information about you:
- Contact data: name, title, email address, telephone number(s)
- Organisation data: name, address, email address and telephone number.
- Financial data: billing and payment information.
- Profile information: Documents relating to the product(s) and service(s) we are providing, including all communications with you.
We use your Personal Data to meet our contractual requirements to support us in providing our data protection services to you. We also use your Personal Data as required by law, such as for tax purposes. We also use your information to invoice you, and to keep track of payments that you make.
As a prospective client, we will hold the following information about you:
- Your name and contact information.
- Information about your business activities.
- Information and documents relating to the service we are providing, including communications with you.
If you make an enquiry to us via email, phone or the contact us page on our website, we will use this information to follow-up on this enquiry to see if we can help you.
Employees & Associates
As a employee, associate or subcontractor, we will hold the following information about you:
- Contact Details.
- Financial Details, including Bank Account
- Work History & Education Information
- Photo for social media and website
All of the information you provide during the recruitment process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. The information you provide will be held securely by us whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. Upon successful appointment you will receive an employee privacy notice that sets out, in more detail, our processing of your personal data.
Event Attendees (Webinars/Workshops)
When you book onto a Databasix in person workshop or virtual webinar, we ask for you to provide us with your name, email address, contact telephone number and payment details (for workshops). We process your details purely for the purpose of administering the workshop/webinar.
E-Learning and Online Training Courses
When you buy either a e-learning or online training course, we ask you for you to provide us with your email address, name and telephone number. We process your details purely for the purpose of enrolling you onto the course.
How long will you keep my personal data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods:
- Prospective clients: we will retain information about you for the duration of the enquiry, then one year.
- Clients: We will retain information about you for the duration of our relationship with you, then 2 years. We will retain financial records for 6 years, following the end of the current financial year. We need to keep details of financial transactions for 6 years, after the end of the current financial year for tax purposes.
- Employees/Associates: if you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment.
- Unsuccessful candidates: if you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.
- Event attendees, e-learning and online training: We will retain information about your booking/registration for 12-months, at which point we will delete your details.
How and where do you store or transfer my personal data?
We do store some of your personal data in countries outside of the UK. These are known as “third countries”. We will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation as follows:
- We will only store or transfer personal data in or to countries that are deemed to provide an adequate level of protection for personal data. For further information about adequacy decisions and adequacy regulations, please refer to the Information Commissioner’s Office.
- We will use specific approved contracts which ensure the same levels of personal data protection that apply under the Data Protection Legislation. For further information, please refer to the Information Commissioner’s Office.
The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:
- limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality;
- procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so;
Do you share my personal data?
We may sometimes contract with the following third parties to supply certain products and services.
- Your GDPR Toolbox account registration details are shared with our business partner Safe4 who host the secure Vault (on UK-based Servers) for the purpose of creating your account and granting your access permissions to your Toolbox contents.
- Your e-learning registration details are shared with our business partner Promote Training who host the Learning Management System (on UK-based Servers), for the purpose of enrolling you on to the course and providing you with access to the course contents. We do not share you details with any other 3rd party.
- We use PayPal to process the GDPR Toolbox, online training courses and the eLearning course payment(s).
- We use a third-party provider, Buffer to manage our social media interactions. If you send us a private or direct message via social media the message will be stored by Buffer for three months. It will not be shared with any other organisations.
All Cookies used by and on Our Site are used in accordance with current Cookie Law.
Before Cookies are placed on your computer or device, you will be shown a pop-up requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of Our Site may not function fully or as intended. Our Site uses analytics services provided by Google. Website analytics refers to a set of tools used to collect and analyse anonymous usage information, enabling us to better understand how Our Site is used. This, in turn, enables us to improve Our Site and the products and services offered through it.
The analytics service(s) used by Our Site use(s) Cookies to gather the required information. You do not have to allow us to use these Cookies, however whilst our use of them does not pose any risk to your privacy or your safe use of Our Site, it does enable us to continually improve Our Site, making it a better and more useful experience for you.
The following cookies may be placed on your computer or device:
In addition to the controls that we provide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third-party Cookies. By default, most internet browsers accept Cookies, but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.
You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings.
It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.
- As an individual whose personal data is processed by Databasix UK you have these rights.
- The right to access what data we hold about you.
- The right to object to direct marketing – either use the unsubscribe option or contact us directly.
- The right to object to processing carried out on the basis of legitimate interests.
- The right to erasure (in some circumstances).
- The right to data portability.
- The right to have your data rectified if it is inaccurate.
- The right to have your data restricted or blocked from processing.
You also have the right to lodge a complaint about our processing with the UK’s Information Commissioner’s Office.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 18/02/2021.