Privacy Policy

Privacy and Cookies

Databasix UK Limited is the data controller (ICO registration number ZA149702) for personal data about clients, prospective clients, job applicants and our current and former employees, event/training attendees and newsletter subscribers.  Our registered address is 36 Roman Way, Bicester, Oxfordshire, OX26 6FJ.

We do not trade personal data for commercial purposes and will only disclose it if required by law, necessary to arrange your event/training attendance, or with your consent.

To contact us with a data protection query regarding the processing of your personal data, please use the contact us or email info@dbxuk.com.

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 services to you, and our legal obligations, the exception is for sending email marketing which we carry out on the basis of consent.  If you would like to know more, please read below:

  • Clients
  • Prospective Clients
  • Our Current and Former Employees
  • Event Attendees
  • E-Newsletter / Blogs / Social Media
  • E-Learning Course

Clients

As a client, we will hold the following information about you:

  • Name and contact information.
  • Demographic information such as postcode.
  • Information and documents relating to the service we are providing, including communications with you.
  • Billing and payment information.

We use your Personal Data to meet our contractual requirements to support us in providing a data protection service 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.

We currently use third-party online tools:

  • Quickbooks to manage your billing and payment details. Quickbook’s uses servers that are based in the US, therefore personal information is transferred outside of the EEA.  For more information please view Quickbook’s privacy policy.
  • Apptivo CRM to maintain contact details, project details and proposal details.  Apptivo CRM uses servers that are based in the US, therefore personal information is transferred outside of the EEA.  For more information please view Apptivo’s privacy policy.

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.

Prospective Clients

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. 

We currently use third-party online tools:

  • Apptivo CRM to maintain contact details, project details and proposal details.  Apptivo CRM uses servers that are based in the US, therefore personal information is transferred outside of the EEA.  For more information please view Apptivo’s privacy policy.

We will retain information about you for the duration of the enquiry, then one year.

Associates

As a subcontractor, we will hold the following information about you:

  • Your name, contact information.
  • Proof of your qualifications.
  • Bank details

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. 

We currently use third-party online tools:

  • Quickbooks to manage your billing and payment details. Quickbook’s uses servers that are based in the US, therefore personal information is transferred outside of the EEA.  For more information please view Quickbook’s privacy policy.

We will retain information about you:

  • 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.
  • 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.

Workshop Attendees

When you book onto a Databasix workshop, we ask for you to provide us with your name, email address, contact telephone number and payment details.  We process your details purely for the purpose of administering the workshop.

We currently use third-party online tools:

  • Eventbrite to manage your booking and payment details. Eventbrite uses servers that are based in the US, therefore personal information is transferred outside of the EEA.  For more information please view Eventbrite’s privacy policy.

We will retain information about your booking for 12-months, at which point we will delete your details.

E-Learning Course

When you buy our online 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. 

We currently use third-party online tools:

  • MailChimp to manage your registration. MailChimp uses servers that are based in the US, therefore personal information is transferred outside of the EEA.  For more information please view MailChimp’s privacy policy.

Your 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 your payment. We need to keep details of financial transactions for 6 years, after the end of the current financial year for tax purposes.

Contacting us via social media

We use a third-party provider, Social Booster to manage our social media interactions.  If you send us a private or direct message via social media the message will be stored by Social Booster for three months. It will not be shared with any other organisations.

Emailing us

We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government standards. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

Visitors to our Website

When you visit our website, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns.  We do this to find out things such as the number of visitors to various parts of the website.  The information is only processed in a way which does not identify anyone.

To opt-out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

Blogs

We use a third-party service, WordPress.com, to publish our blog.  These sites are hosted at https://www.dbxuk.com/blog/, which is run by WordPress. We use a standard WordPress service to collect anonymous information about users' activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. For more information about how WordPress.com processes data, please see WordPress.com privacy notice.

Cookies

Cookies are small text files that are placed on your computer by websites that you visit.  They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.  Unless you have set your browser to block cookies, this site will place the following cookies on your computer.

Cookie Name Purpose
_ga
_gid
_gat
Google Analytics Google Analytics gathers information allowing us to understand interactions with our websites and ultimately refine that experience to better serve you.
OptanonAlertBoxClosed
OptanonConsent
One Trust

These cookies are set by the cookie compliance solution from OneTrust, used by MailChimp.

_mcid Mailchimp

These cookies are strictly necessary to provide you with services available through our websites and to use some of its features, such as access to secure areas.

optimizelyEndUserId Mailchimp

Optimizely uses persistent visitor-level cookies and localStorage to uniquely identify visitors, track their actions, and deliver consistent experiences across page loads

Most web browsers allow some control of most cookies through the browser settings.  To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

 

Your Rights

As an individual whose personal data is processed by Databasix UK you have these rights

  • The right to be informed, which is what this privacy policy is for.
  • 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.

If, at any time, you want to verify, update or amend your personal data please email info@dbxuk.com

You also have the right to lodge a complaint about our processing with the UK’s Information Commissioner’s Office (hyperlink https://ico.org.uk/).   

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 23/02/2018.