Privacy policy


INTRODUCTION

UDL processes personal data to allow us to deliver services to our customers. In legal terms, UDL is the controller of the personal data you have provided to us. This notice explains what personal information we collect from you, how we collect it and what we use it for.

The General Data Protection Regulation (GDPR) seeks to protect and enhance the rights of data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU. It should be noted that GDPR does not apply to information already in the public domain.

Urquhart-Dykes & Lord LLP (T/A UDL Intellectual Property and hereinafter referred to as UDL) is pleased to provide the following Privacy Notice.


WHAT INFORMATION DO WE COLLECT?

UDL will only collect the personal data we need from you to deliver our services. The type of information we collect from you depends on our relationship with you.

Some personal data may be collected about you from the forms and surveys you complete, from records of our correspondence and phone calls with you or information you may provide through our contact email address — including, but not limited to:

  • First and last name
  • Company, home, postal or other physical addresses
  • Email addresses
  • Telephone numbers, fax numbers
  • Financial information, bank details
  • Recruitment enquiries, CVs
  • Title or position in a company or an organisation
  • Occupation

We may also collect details of your visits to our website and personally identifying information like Internet Protocol (IP) addresses. UDL may from time to time use such information to identify its visitors. UDL may also collect statistics about the behaviour of visitors to its website.


WHY DO WE COLLECT THIS INFORMATION AND WHAT IS IT USED FOR?

UDL uses the information collected from you to provide quotations, supply services you have requested from us and make telephone and/or email contact in connection with the services we provide to you. We may also occasionally contact you with details of products and services supplied by UDL if we believe they may be of interest to you. Your initial contact with us provides your consent to UDL maintaining a marketing dialogue with you until you either opt out (which you can do at any stage), or we decide to cease promoting our services.

UDL also acts on behalf of clients in the capacity of data processor. When working exclusively as a data processor, UDL will be acting on the instruction our client, and will work hard to ensure that the client is fully GDPR compliant.


HOW WILL WE COLLECT THIS INFORMATION?

Information will be collected from you personally when you enter into an agreement or contract with us. This may also be through forms that you may fill in to provide you with our services.

We may also collect information from you when you complete our enquiry form on our website. We may generate further personal data during the course of your contract with us. This could be in the form of general correspondence with you.


LEGAL BASIS FOR PROCESSING ANY PERSONAL DATA

The table below sets out the type of information we collect, the purpose of collecting this data and the legal basis for doing so:

What personal data we process

Our purpose for doing so

Legal basis

Contact details i.e. your name, address, email address, contact number

To support your contractual agreement and contractual relationship with us.

Performance of a contract

Financial information, including bank details

To make financial arrangements relating to the service we provide to you.

Performance of a contract

Information about any complaints made by you or which relate to you OR feedback and satisfaction

To resolve issues that you may experience with our services. To continually improve our services; general enquiry handling.

Legitimate interest

Information regarding your marketing preferences

Postal communications of a marketing nature-legitimate interest; email communication of a marketing nature-consent.

Legitimate interest or consent

Lawful and regulatory purposes

To comply with any lawful or regulatory obligation.

Legal obligation

Information you provide via our enquiry form on our website or via our contact email i.e. name, email

To assist you with any enquires you have on the services we provide.

Legitimate interest

Information provided for employment purposes i.e. CVs — this may be via our website or to a specific email address

To contact you in response to receiving your CV and advise whether we have vacancies available or not. This will also allow us to contact you if we have no current vacancies, but a suitable position comes up in the 6 months following receipt.

Legitimate interest

OUR LEGITIMATE INTERESTS

Certain information is processed as it is deemed to be in UDL’s business or commercial interest. When we rely on any legitimate interest, we will ensure that we take a balanced approach and have appropriate safeguards in line with your expectations. If we rely on any legitimate interest, we will tell you what it is.

Our legitimate interests include:

  • handling and investigating complaints to prevent reoccurrences
  • keeping our records up to date
  • helping us plan and improve the services we provide and to personalise our customers' services.
  • official communications
  • to ensure fair and equal access for all to our services
  • appending data from other sources


DISCLOSURE

UDL may, on occasion, pass your personal information to third parties exclusively to process work on your behalf, unless required to comply with a legal obligation. Such parties may include foreign attorneys, patent and trade mark agencies and official IP bodies, insurance companies, government bodies such as courts or local authority departments, or statutory organisations such as HMRC or the NCA. We may also disclose your information to companies who process information on our behalf such as an external mailing company (which sends out a newsletter), our archiving company, our confidential waste disposal company and providers of our information technology services and software.

We do not broker or pass on information gained from your engagement with the agency without your consent. However, we may disclose your personal information to meet legal obligations, regulations or valid governmental requests. We may also enforce our Terms and Conditions, including investigating potential violations of our Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues, or to protect against imminent harm to the rights, property or safety of UDL, its clients and/or the wider community.


INTERNATIONAL TRANSFERS OF PERSONAL DATA

UDL will not transfer your information outside of the European Economic Area without adequate safeguards in place. UDL does not transfer any personal data internationally. If UDL was to transfer any personal data internationally, this will be in line with our internal procedure and the terms in this privacy notice will be updated.


RETENTION POLICY

UDL will process personal data through the duration of any contract and will continue to store only the personal data needed for six years after the contract has expired (unless it pertains to information required by HMRC, for statutory purposes, or if it is required for longer in order to meet any legal obligations). Further information about our retention periods is available in our Retention Policy, which is available upon request in writing by contacting our Compliance Officer: dataco@udl.co.uk.


YOUR RIGHTS AS A DATA SUBJECT

At any point while UDL is in possession of or processing your personal data, all data subjects have the following rights:

Rights available

Description of right

The right in practice

Right of access

You have the right to obtain confirmation from UDL as to whether or not personal data concerning you is being processed and, where that is the case, access to that personal data.

UDL will provide a copy of all personal data belonging to you, or specific personal data if you so require it. This will not include the personal data of any other individuals, or information regarding UDL’s operations. We will redact where necessary for the purposes of confidentiality.

Right to rectification

You have the right to oblige UDL to rectify inaccurate personal data concerning you. Taking into account the purposes of the processing, you have the right to have incomplete personal data completed by providing a supplementary statement.

This will only apply to inaccurate personal data, i.e. information contained on an application form. This will not lead to any other information which you disagree with being rectified, merely personal data which is inaccurate.

Right to erasure (right to be forgotten)

You have the right (under certain circumstances, but not all) to oblige UDL to erase personal data concerning you. This will never include current contract details as necessary to fulfil our contractual obligations, or any information we are required to process under law.

The right to be forgotten only applies:

  • where the personal data is no longer necessary
  • if you withdraw consent
  • if we unlawfully held your personal data
  • if you successfully object to our processing
  • where you contend the accuracy of any personal data until it has been made accurate
  • where you have objected to any processing while we present our evidence
  • if we are processing anything unlawfully and you do not wish for it to be erased

If we have to follow a legal obligation to delete.

Right to restriction of processing

You have the right (under certain circumstances, but not all) to oblige UDL to restrict processing of your personal data. For example, you may request this if you are contesting the accuracy of personal data held about you.

This right only applies if we no longer need the personal data but you require the data to establish, exercise or defend a legal claim.

Right to data portability

You have the right (under certain circumstances, but not all) to oblige UDL to provide you with the personal data about you which you have provided, in a structured, commonly used and machine-readable format.

You also have the right to oblige UDL to transmit that data to another controller.

This right only applies to data collected by automated means (i.e. excluding paper files) and where the legal basis for us processing this data is consent or for the performance of a contract. If you wish to obtain your data for the purposes of data portability, then please contact our DCO.

Right to withdraw consent

If the lawful basis for processing is consent, you have the right to withdraw that consent. If you wish to withdraw your consent, contact us immediately.

Processing based on consent is likely to be limited to photographs at events or for equal opportunities monitoring.

Withdrawing consent will not affect the legality of any processing carried out before consent is withdrawn, e.g. leaflets distributed will not be recalled.

Right to object to direct marketing

Where your personal data are processed for direct marketing purposes, you have the right to object at any time to processing of your personal data for marketing, which includes profiling to the extent that it is related to such direct marketing.

This right will apply instantaneously in most instances.

Rights in relation to automated decision-making and profiling

UDL does not perform any automated decision-making based on personal data that produces legal effects or similarly significantly affects you.

Unlikely to occur in practice; UDL does not carry out any automated decision-making based on profiling. Where profiling is carried out without automated decision-making, we will inform you if it crosses a certain threshold.

In the event that UDL refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge. We can confirm, at your request, what information we hold about you and how it is processed.

For more information about any of your rights, please visit: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/


TO ACCESS WHAT PERSONAL DATA IS HELD, IDENTIFICATION WILL BE REQUIRED

UDL will accept the following forms of ID when information on your personal data is requested: a copy of your national ID card, driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If we are dissatisfied with the quality, further information may be sought before personal data can be released.

All requests should be made in writing to the Data Compliance Officer at dataco@udl.co.uk or by writing to us at the address below. UDL has a full Subject Access Request Policy, which is available upon request in writing from the DCO.


AUTOMATED DECISION-MAKING AND PROFILING

UDL do not make any decisions about you using automated means and we do not envisage this changing in the near future nor do we carry out any profiling. If the situation does change, we will notify you in writing.


REQUIRED INFORMATION

The provision of some items of personal data is a condition of your contract with us. Mandatory information is however kept to a minimum wherever possible. If you don’t want to provide this information to us it's likely that we won’t be able to provide you with our services.


Cookies

CONTENT MANAGEMENT SYSTEM (CMS)

Our website is built in a CMS. Cookies are essential to determine whether a user is a guest or an admin. Cookies set by our CMS: CRAFT_CSRF_TOKEN, HCCSESH.

HOTJAR

We use Hotjar in order to better understand our users’ needs and to optimise this service and experience. Hotjar is a technology service that helps us better understand our users' experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behaviour and their devices (in particular device's IP address (captured and stored only in anonymised form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), preferred language used to display our website). Hotjar stores this information in a pseudonymised user profile. Neither Hotjar nor we will ever use this information to identify individual users or to match it with further data on an individual user. For further details, please see Hotjar’s privacy policy by clicking on this link.

You can opt-out to the creation of a user profile, Hotjar’s storing of data about your usage of our site and Hotjar’s use of tracking cookies on other websites by following this opt-out link.


GOOGLE ANALYTICS

We use Google Analytics to analyse the use of this website. It helps us see how many people are using our site, and helps us improve the site by analysing the way people navigate through it.

Google will store this information. View Google's privacy policy.

We want to provide online services that are easy to use, useful and reliable. This can involve placing cookies on your computer or other device. Google Cookies cannot be used to identify you personally.

These pieces of information are used to improve services for you through, for example:

  • enabling a service to recognise your device so you don't have to give the same information several times during one task
  • recognising that you may already have given a username and password so you don't need to do it for every web page requested
  • measuring how many people are using services, so they can be made easier to use and there's enough capacity to ensure they are fast

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


POLICY AMENDMENTS

We may update this privacy policy from time to time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes.


ADDITIONAL PROCESSING

Where we capture information for purposes outside of this privacy notice, we will provide you with appropriate privacy statements explaining why we will be processing this information and the purposes we need this for.


COMPLAINTS

In the event that you wish to make a compliant about how your personal data is being processed by UDL or its partners, you have the right to complain to our Data Compliance Officer who will escalate your complaint to an available Partner. We aim to respond to complaints within 30 days, however, you can escalate your complaint to our governing body and/or the ICO at any time.

Email: dataco@udl.co.uk

Address: Data Compliance Officer, UDL Intellectual Property, Arena Point, Merrion Way, Leeds, LS2 8PA

Phone: 0113 245 2388

If you are not satisfied with the response you receive, you have the right to lodge a complaint with the supervisory authority. In the United Kingdom this is:

Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Email: casework@ico.org.uk

Phone: 0303 123 1113


REGULATORY BODIES

IP Reg: https://ipreg.org.uk/public/what-to-do-when-things-go-wrong/

Information Commissioner’s Office:https://ico.org.uk/make-a-complaint/

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