If you have any concerns regarding our data protection policy you do have the right to raise a complaint with the Information Commissioners Office.
What kind of personal data do we collect?
Customer Data: In order to provide the best possible service we need to process certain information about you. We only ask for details that will genuinely help us to help you, such as your name, and contact details (and of course you may choose to share other relevant information with us). If you are a Cloud Dolphin customer, we need to collect and use information about you, or individuals at your organisation in the course of providing you services such as: Data-backup, Disaster Recovery or any other service we may need to provide.
Supplier Data: We need a small amount of information from our suppliers such as contact details of relevant individuals in your organisation so that we can communicate with you. We may also need other information such as your bank details so that we can pay for the services you provide (if this is part of the contractual arrangements between us).
Website Users: To the extent that you access our website we will also collect certain data from you: Name, email address, company name, and phone number if online forms are submitted. If you pay for any services via our website we will also collect some sensitive personal data that will be processed to the Cloud Dolphin Ltd bank account using Stripe payment software. We also collect a limited amount of data from our website users which we use to help us improve your experience when using our website and to help us manage the services we provide. This includes information such as how you use our website, the frequency with which you access our website, and the times that our website is most popular.
Depending on the type of personal data in question and the grounds on which we may be processing it, should you decline to provide us with such data, we may not be able to fulfil our contractual requirements or, in extreme cases, may not be able to continue with our relationship.
How do we collect your personal data?
Customer Data: There are two main ways in which we collect your personal data:
- Directly from you
- From third parties
Supplier Data: We collect your personal data during the course of our work with you
Website Users: We collect your data automatically via cookies when you visit our website, in line with cookie settings in your browser. We will also collect data from you when you contact us via the website, for example by using the chat function or filling in our online form.
How do we use your personal data?
Customer Data: The main reason for using your personal details is to help us provide the service you requested as part of our agreement. By gaining more accurate information about you and your business requirements will enable us to tailor a more bespoke package. The other reason for using information about Customers is to ensure that the contractual arrangements between us can properly be implemented so that any business relationship can run smoothly.
Supplier Data: The main reasons for using your personal data are to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly, and to comply with legal requirements.
Website Data: Data collected via our website will only be used to contact you or for the purposes of managing your account should the relationship continue. If you make a payment online, your data will only be used to receive payment for any services you wish to purchase from Cloud Dolphin Ltd.
Who do we share your personal data with?
Customer Data: To provide you with the products and services you request we may share your data with associated third parties, which may include parties outside of the EU. Any data shared will not be used for marketing purposes or any other purpose other than providing you with our services.
Supplier Data: Unless you specify otherwise, we may share your information with any of our associated third parties such as our service providers and organisations to whom we provide services.
Website Users: Unless you specify otherwise, we may share your information with providers of web analytics services, marketing automation platforms and social media services to make sure any advertising you receive is targeted to you. Online payments will only be shared with the parties involved in processing the payment.
How do we safeguard your personal data?
We care about protecting your information. That’s why we put in place appropriate measures that are designed to prevent unauthorised access to, and misuse of, your personal data.
How long do we keep your personal data for?
If we have not had meaningful contact with you (or, where appropriate, the company you are working for or with) for a period of two years, we reserve the right to delete your personal data from our systems unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any anticipated litigation).
How can you access, amend or take back the personal data that you have given to us?
Even if we already hold your personal data, you still have various rights in relation to it. To get in touch about these, please contact us. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of any applicable laws. Please note that we may keep a record of your communications to help us resolve any issues which you raise.
Right to object: If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with you if certain limited conditions apply.
Right to withdraw consent: Where we have obtained your consent to process your personal data for certain activities, or consent to market to you, you may withdraw your consent at any time.
Data Subject Access Requests (DSAR): You have the right to ask us to confirm what information we hold about you at any time, and you may ask us to modify, update or delete such information. At this point we may comply with your request or, additionally do one of the following:
- We may ask you to verify your identity, or ask for more information about your request; and
- Where we are legally permitted to do so, we may decline your request, but we will explain why if we do so.
Right to erasure: In certain situations (for example, where we have processed your data unlawfully), you have the right to request us to “erase” your personal data. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases) and will only disagree with you if certain limited conditions apply. If we do agree to your request, we will delete your data but will generally assume that you would prefer us to keep a note of your name on our register of individuals who would prefer not to be contacted. That way, we will minimise the chances of you being contacted in the future where your data are collected in unconnected circumstances. If you would prefer us not to do this, you are free to say so.
Right of data portability: If you wish, you have the right to transfer your data from us to another data controller. We will help with this – either by directly transferring your data for you, or by providing you with a copy in a commonly used machine-readable format.
Right to lodge a complaint with a supervisory authority: You also have the right to lodge a complaint with your local supervisory authority.
If your interests or requirements change, you can unsubscribe from part or all of our marketing content (for example newsletters) by clicking the unsubscribe link in the email.
Who is responsible for processing your personal data on the Cloud Dolphin Ltd websites?
Cloud Dolphin Ltd controls the processing of personal data through its websites, however some third parties may be used for certain processes for example website traffic analysis and online payments.
What are cookies and how do we use them?
If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings. We also provide information about this in our Marketing preferences page on our website.
How to reject cookies?
If you don’t want to receive cookies that are not strictly necessary to perform basic features of our site, you may choose to opt-out by changing your browser settings
Most web browsers will accept cookies but if you would rather we didn’t collect data in this way you can choose to accept all or some, or reject cookies in your browser’s privacy settings. However, rejecting all cookies means that you may not be able to take full advantage of all our website’s features. Each browser is different, so check the “Help” menu of your browser to learn how to change your cookie preferences.
- Google Analytics
Customer Data Backup
All data held by Cloud Dolphin Ltd could be stored encrypted, on computer hard discs, external hard discs and server hard discs which will be stored securely in data centres and will not leave the country of it’s source.
Any data held by Cloud Dolphin Ltd on behalf of customers within our data backup service will be held in the knowledge that it was ethically sourced by the customer and the individual/source of the personal data has been made aware of how such data has been used, stored and shared.
By using a third party, outsourced IT provider and document storage provider you must have an appropriate processing agreement (or similar protections) in place with your data subjects.
Phone: 0303 123 1113
Or post: Information Commissioner’s Office