Data Incite customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
- Contact details
- What information we collect, use, and why
- Lawful bases and data protection rights
- Where we get personal information from
- How long we keep information
- Who we share information with
- How to complain
Contact details
gsmith@dataincite.co.uk
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
- Names and contact details
- Occupation
- Financial data (including income and expenditure)
- Transaction data (including details about payments to and from you and details of products and services you have purchased)
- Information relating to compliments or complaints
- Video recordings
- Audio recordings (eg calls)
- Records of meetings and decisions
- Account access information
- Website user information
We collect or use the following personal information for the operation of client or customer accounts:
- Names and contact details
- Addresses
- Purchase or service history
- Marketing preferences
We collect or use the following personal information for information updates or marketing purposes:
- Names and contact details
- Addresses
- Profile information
- Marketing preferences
- Purchase or account history
- Website and app user journey information
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Payment details
- Account information
- Purchase or service history
- Call recordings
- Photographs
- Customer or client accounts and records
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
- Your right to rectification– You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
- Your right to erasure– You have the right to ask us to delete your personal information. You can read more about this right here.
- Your right to restriction of processing– You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
- Your right to object to processing– You have the right to object to the processing of your personal data. You can read more about this right here.
- Your right to data portability– You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
- Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Where a client has placed an enquiry or order, we use their information to ensure that they continue to be informed on what opportunities and choices are open to them to help grow their business, while making sure that we respect their choice to opt out of that communication if they wish.
Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Where a client has placed an enquiry or order, we use their information to ensure that they continue to be informed on what opportunities and choices are open to them to help grow their business, while making sure that we respect their choice to opt out of that communication if they wish.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Where we get personal information from
- Directly from you
- Publicly available sources
- Providers of marketing lists and other personal information
- Suppliers and service providers
How long we keep information
We retain personal information for as long as necessary to fulfill the purposes for which it was collected, and in accordance with legal requirements and legitimate business needs. Here is our retention schedule:
Website Users and Comments
- Comments and associated metadata are retained indefinitely to facilitate comment management and automated approval of follow-up comments
- For registered users, profile information is retained until the user requests deletion or the account is inactive for an extended period
- Users can view, edit, or delete their personal information at any time (except usernames)
- Website administrators have access to view and edit user information as needed for site management
Client and Customer Account Information
- Account information and service history: Retained for as long as the account is active, plus 7 years after the last interaction
- Financial records and transaction data: Minimum 7 years from the transaction date, in compliance with UK tax law requirements
- Client correspondence: Retained as needed for business continuity and relationship management
Marketing and Communications
- Marketing data and contact information: Retained until consent is withdrawn or the individual opts out
- Email marketing lists: Maintained until subscription cancellation or opt-out
- Marketing preference records: Kept for the duration of the marketing relationship
Complaints and Claims
- Complaint records: 6 years from resolution
- Legal claims and related documentation: 6 years from settlement
- Call recordings: 12 months from recording date unless relating to a contract and required as proof of agreement.
Business Operations
- Business contact information: Retained for ongoing business purposes
- Meeting records and decisions: 6 years from creation unless requested otherwise
- System logs and security records: Retained as needed for security and system maintenance
We review our data periodically to ensure we’re not keeping unnecessary information. While we have set these general retention periods, we may need to keep information for longer in some circumstances, such as ongoing legal proceedings or regulatory requirements.
You can request deletion of your personal information or wirthdraw consent at any time by contacting us. Note that some information may need to be retained for legal or business continuity purposes even after a deletion request.
Who we share information with
Data processors
Mailing provider
This data processor does the following activities for us: they send out mail on our behalf
Email provider
This data processor does the following activities for us: They provide email distribution services on our behalf
Others we share personal information with
- Organisations we’re legally obliged to share personal information with
- Suppliers and service providers
- Professional consultants
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact page or via email.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113