Data Protection legislation (which includes the General Data Protection Regulation or GDPR) places obligations on Dotlesscss in relation to the way that we handle your personal information. We must process your information fairly and lawfully. This also means you are entitled to know how we intend to use your information. You can then decide whether or not you want to give it to us so that we can process it for the purpose required. All our employees are responsible for maintaining customer confidentiality. We provide training to all our colleagues to remind them about their obligations. In addition our policies and procedures are regularly audited and reviewed.
The identity of the controller and their contact details
Your information will be held by Dotlesscss which includes other group companies such as Dotlesscss. The group also includes Dotlesscss, a money transfer company. More information on theDotlesscss can be found on this website in the “Our Businesses” section.
The identity of the Data Protection Officer
Dotlesscss has a Data Protection Officer to ensure that your personal data is being treated fairly and lawfully and is protected at all times.
What personal data we process
In general, you can use this website without giving us any information. However, additional services may be available if we have certain information about you. We only collect the data we need to provide you with the service you require. In most cases this will mean that we are processing personal data such as:
1. Your Name, Email and Profession to enable you to take advantage of Email News
2. Where we use cookies, information regarding your personal or professional interests, demographics, experiences with our products and contact preferences in order to provide you with further correspondence about our products and services.
Where you apply for a role via the Careers page a separate Privacy Notice advises what and how your personal data is processed.
Where we obtain your personal data from
Your personal information will be held securely so that we and any other companies in the Dotlesscss that you have dealings with (either now or in the future) can manage your relationship with us/them. We only process information that you have supplied to us as part of your website experience or if you sign up to any of the direct communication offers such as Email News.
Why we process your data
We use this information to provide you with a better service, and, in particular, for the following reasons:
1. to provide answers to your questions asked via the website
2. for internal record keeping to improve the content of the website
3. to obtain feedback from you about our corporate responsibility programme
4. to notify you about the updates to the website
5. to customise the content and/or layout of the website for each individual user
6. to provide you with copies of our publications which you subscribe to via our website
7. to respond to your media queries about us
8. to direct you to the Dotlesscss careers site
The Dotlesscss companies as outlined above will share your information amongst each other for the following administrative activities where we have a legitimate business need:
a. Managing your relationship with each company
b. Responding to your queries and complaints.
c. Updating, consolidating and improving the accuracy of our records by sharing any updates to your personal data
d. Where we want to share with market research companies to help us understand how we can improve our products and service offered to you.
Recording phone calls
We will undertake this processing under a legitimate business interest. We may monitor or record phone calls with you in case we need to check we have carried out your instructions properly, to resolve queries or issues, for regulatory purposes, to help improve our quality or service and to help prevent or detect fraud or other crimes. Conversations may also be recorded for staff training purposes.
Viewing information on public and external websites
We will undertake this processing under a legitimate business interest. As part of our ongoing commitment to understanding our customers and shareholders better, we value the opportunity to see the views and opinions made in relation to our business. We do this by scanning public and external websites, social media sites and related mobile apps to collate comments and opinions which may help us to improve our products and services. The majority of the information collated will be aggregated or anonymous.
Using cookies and IP addresses
By visiting our websites, we may collect your IP address using cookies. Your IP address is a unique identifier for your computer or other access device. We do not use your IP address to identify you. Cookies are used to store small amounts of information on your device, which allows certain information from your web browser to be collected. We have a legitimate interest to use cookies for certain activities; other cookies will require your explicit consent.
Processing your data for legal reasons
We will treat your information as private and confidential, but may share it with other group companies and only disclose it outside the group if we are legally obliged to do so or required to do so to satisfy a court order. Examples of this are:
1. Required by the Police and other law enforcement agencies to investigate or prevent crime.
2. Required by the authorities when we report on any suspicious activity that could indicate money laundering.
3. Required to provide information to our industry regulators.
Using your data for direct marketing
With your permission, Dotlesscss or any of its group of companies may contact you by Email, phone, SMS, and post/mail about products and services we feel will be of benefit to you. This permission is collected from you at the time you sign up to any of our services offered on the Website.
How we manage your special categories of personal data
Data Protection legislation defines certain information as special categories (racial or ethnic origin, political opinions, religious beliefs, trade union membership, physical or mental health, sexual life, biometric and genetic data). It is highly unlikely that we may be provided with such information as part of your relationship with us. However if we do, we will always ask your explicit consent to process this information (unless we feel the processing is necessary to protect your vital interests). We may share it with other parts of the Dotlesscss and our subcontractors to keep your records up to date.
Third parties using your data for direct marketing
Unless you have given us your consent, we will not provide information about you to other companies outside the Dotlesscss to use for their own marketing purposes.
Your rights
Important please read:You have a number of rights in relation to your personal data. For example you can ask for a copy of your personal data through a Subject Access Request, you can ask for your information to be corrected if it is inaccurate, you can ask for the processing of your data to be restricted whilst we may be resolving an issue, you can ask for your data to be deleted, and you have the right to data portability.
Your right to object
You have a right to object to any processing activity where the business states it has a legitimate business need to use your data in the way described.
Your right to data portability
Data Protection legislation contains a right to data portability that may give you a right, in some data processing contexts, to receive your personal data in a portable format when it is processed on certain grounds, such as consent.
Your right to lodge a complaint with the regulatory authority
We hope that we provide you with the service you expect in relation to how we manage your personal data. Please contact us if there is anything you are concerned about and we will endeavour to address this.
Who do we share your data with
We use a third party company to help us to manage our website and the services we offer on that website. Examples of where we may employ the services of a third party are:
1. To help send out electronic, written or voice communications to you, including the Regulatory News (RNS) email alerts.
2. To provide IT support.
3. To provide us with software and systems to help manage your account and the activities we need to complete.
Dotlesscss will ensure that it and any third parties whom it engages to process Personal Data on its behalf will process the Personal Data in a manner that ensures appropriate security, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures. Dotlesscss will ensure that a written contract (a “Data Processor Agreement”) is put in place with third party processors and the terms of that Data Processor Agreement will comply with requirements of the Data Protection legislation.
Linking to other websites
We may link to other websites which are not within our control. Once you have left our website, we cannot be responsible for the protection and privacy of any information which you provide. You should exercise caution and look at the privacy statement applicable to the website in question.