Corporate Privacy Notice

This explains how S.Dodgson uses and protects any information that you give to S.Dodgson when you use this website. S.Dodgson is committed to ensuring that your privacy is protected. Should you provide information by which you can be identified when using this website or by any other means, then you can be assured that it will only be used in accordance with this privacy statement.

We will never sell your personal data and will only share it with organisations we work with when it is necessary, and the privacy and security of your data is assured.

Definitions:
• Personal data is information that can identify a living individual, such as a name and address.
• Sensitive data is information that would not be widely known and very personal to you, such as political beliefs and gender identification.
What we collect?
We only collect and use personal information if we need it to deliver a service or meet a requirement. In cases where personal information is not needed, we will either not ask you for any information or anonymise the information if we already have it (for example: for us to respond to a ‘contact us’ message we will require your contact details but not your gender).

We may collect the following information (but not limited to):
• Your contact details such as name, email address, contact number or telephone number.
• Information you provide us when submitting a job application (CV) for a vacancy.
• Information you provide us when enquiring about a service.

Data Use
We only use your information where we have a legitimate reason or consent to do so. We will only use this data for the purpose in which it was collected for, such as (but not limited to):
• To process an agreement, we have with you.
• Use your information for insurance purposes.
• To comply with legal obligations.
• Pursue our legitimate interests.
• Believe that the use of your information in the public interest.
• To defend, exercise or establish our legal rights.

What we do with your data?
We require this information to understand your needs and provide you with a service but not limited to, the following reasons:
• We may use this information for internal record keeping.
• We may use the information to improve our services.
• We may forward this information on to other departments internally, dependent on the type of submission this may be, to resolve, respond and/or action.
• We may use this information to deliver and/or manage service to support you.

Fair Processing
Personal data provided to us will be used for the purpose or purposes outlined in any fair processing notice in a transparent manner at the time of collection or registration where appropriate, in accordance with any preferences you express. If asked by the police, or any other authorised regulatory or government authority investigating suspected illegal activities, we may need to provide your personal data.

• We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
• Individuals have the right to be informed about the collection and use of their personal data.
• Individuals have the right to access their personal data and supplementary information.
• Individuals of the right to have inaccurate personal data rectified or completed if it is incomplete.
• Individuals have the right to have personal data erased; this is not absolute right and only applies in certain circumstances.
• Individuals have the right to request the restriction or suppression of their personal data, this is not an absolute right and only applies in certain circumstances.
• Individuals have the right to data portability, which allows individuals to obtain and reuse their personal data for their own purposes across different services.
• Individuals have the right to object to processing based on legitimate interest or the performance of a task public interest/exercise of an official authority (including profiling); direct marketing (including profiling); and processing for purposes of scientific/historical research and statistics.
• Individuals have the right to request not to have automated decision making and profiling.

Exemptions about your rights?
You have the right to ask for all the information we have about you and the services you receive from us. This applies to all personal information that we hold. However, we cannot let you see any parts of your record that contain:
• information about other people
• where data could cause serious harm to your or someone else’s physical or mental wellbeing
• if we think that giving you the information may stop us from preventing or detecting a crime

But note that we cannot delete your information where (but not limited to):
• it is required by law
• it is used for public health purposes
• it is necessary for legal claims

If you execute your rights and restrict the use of the information, it cannot be used unless (but not limited to):
• Data is securely stored only
• Data is used to handle legal claims and protect others, with your consent

When you ask us to stop using your personal information for any service provided, and it is approved, it may cause delays or prevent us delivering the service to you.

Who we share your personal information with?
We may need to share information with third parties in order to carry out our contractual and legal obligations. For example: Insurance companies, our clients and law enforcement. Third party processors who handle some, or all, of the above-mentioned information is based on our guidelines and only on our instruction.

In order to fulfil our statutory responsibilities, we are required to share personal data to law enforcement or clients e.g. claim against us within our clients location.
We may share your personal data internally with relevant departments for to fulfil the above stated legal purposes. For the same reason, we may also engage the services of other agencies.

S.Dodgson will take steps to ensure any disclosures of personal data are necessary and proportionate, as required by law. Whenever we share your personal information, sharing options will be evaluated to ensure that your data is shared in the most secure manner. Employees, contractors and other third parties who handle personal data will only process your personal information in line with our direct instructions.

Keeping your information?
We will only use and store your information for as long as it is required for the purposes it was collected for. How long it will be stored for depends on the information in question, what it is being used for and, sometimes, statutory legal requirements.

How we secure your data?
Information system and data security is imperative to us to ensure that we are keeping our customers, employees and contractors safe.

We operate a thorough process for assessing, managing and protecting new and existing systems, which ensures that they are up to date and secure against threats.

We utilise extensive IT solutions including firewalls, antivirus, antimalware software and encryption which means that your data is protected by multiple layers of security.

Our staff complete mandatory information security and data protection training on employment which is refreshed annually to reinforce responsibilities and requirements set out in our information security policies.

Storage of information

S.Dodgson are based in the UK and we store most of our data within the European Union (EU). Some of our service providers may transfer data outside the European Economic Area but we will only allow this if your data is adequately protected.

Subject access rights?
If you would like further information on your rights or wish to exercise them, please contact us. What date range of the information you wish to access

What to do if you are not happy?
In the first instance you can ask for further information about our use of your personal information or complain about its use in the first instance, by contacting our Data Protection Officer at:
S.Dodgson, 61-63 Wellington Road North, Stockport, Cheshire SK4 1HS. Email dataprotection@sdodgson.co.uk

If you have any concerns regarding our processing of your personal information or are not satisfied with our handling of any request by you in relation to your rights, you also have the right to make a complaint to the Information Commissioner’s Office.

Changes to this privacy notice
We will amend this privacy notice periodically to ensure it remains up to date and reflects how and why we use your personal data and new legal requirements.

Please visit our website to keep up to date with any changes. The current version will always be posted on our website.

This privacy notice was last updated April 2021