Privacy Notice

Your Privacy is important to us and we want you to know that we, at Decision Time Ltd, respect the personal data you entrust to our Company.

The following Privacy Statement outlines our various data processing activities in accordance with current Data Protection Legislation, 1998 Data Protection Act and the EU General Data Protection Regulation (25th May 2018).

Decision Time is a software company. Decision Time’s cloud-based software provides our users with meetings, risks and performance management solutions.

This new privacy notice will be published on our website on 25th May 2018

This privacy notice covers:

  • Types of personal information we collect

  • The legal basis for processing

  • Why we use your personal information

  • What personal information we use

  • How we use your personal information

  • Your rights under data protection legislation

  • Sharing personal information with third parties

  • How long we may keep your information

  • Changes to our privacy notice

Types of personal information we collect

Decision Time generally collects, uses and discloses Personal Information about the following types of individuals:

  • Visitors to our websites, offices or events

  • Subscribers to Decision Time’s newsletters, white papers or similar types of information

  • Prospective or potential customers of Decision Time or their employees

  • Job applicants and our current and former employees

  • Decision Time’s customers, including employees and contractors of our customers.

Visitors to our websites

When someone visits our websites we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. This information may include your IP address, referral address, and technical information such as browser type and operating system. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make any attempt to find out the identities of those visiting our website. Google will store and use this information. Google’s privacy policy is available at:

https://policies.google.com/privacy/update?hl=en-GB&gl=uk

Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Our website uses cookies to provide you with a service you have requested. You may not be able to use the website effectively without these cookies.

Analytics cookies are used to understand how users engage with our website, improve performance and monitor statistics to provide the most relevant and useful content to you.

Cookies also allow you to share content directly to your social networking sites.

Refusing Cookies

Most web browsers allow some control of most cookies through the browser settings. To find out how you can refuse cookies, please visit the browser developer’s website. To opt out of being tracked by Google Analytics across all websites, visit http://tools.google.com/dlpage/gaoptout.

The legal basis for processing

Our legal basis for collecting and processing the Personal Information described above is

‘for the purposes of legitimate interests’

  • in providing our services to our customers

  • in networking and growing our business

It should be noted that in some circumstances this legal basis may vary, however, we always operate in full compliance with Data Protection Law and will only process data with a fair and reasonable legal basis for doing so.

Why we use your personal information

Where you are using our Services on behalf of our Customer, we process this personal data for the following purposes:

  • to provide you with the service activated and registered for

  • the verification of your identity where required

  • for the ongoing administration of the service

  • to allow us to improve the products and services we offer to customers

  • to enable us to comply with our legal and regulatory obligations

  • to offer new products and services to you which are relevant and appropriate, and only to the extent that would be reasonably expected.

Marketing

Like many other business we market our products and services directly to people. We try and make sure what we send to people is relevant to them. The majority of our marketing is conducted under a legitimate interest’s basis by contacting individuals who work in specific sectors based on information we have been told about their job role or we can infer from their job title. If you receive something electronically or in the post and you would prefer not to then please let us know.

Photography and videography may be used by Decision Time for the purpose of promoting our business activities.

  • To be used on Decision Time’s website

  • To be used on Decision Time promotional material (i.e. newsletters, brochures, etc)

  • To be used on Decision Time social media sites (i.e. LinkedIn, Twitter, etc)

  • To be used in local/regional & national newspapers & publications

Photography and videography data will only be processed and used with explicit consent of individuals.

Recruitment

If you apply online for a job or placement you may need to provide information about your education, employment, religious and/or racial background, and state of health. Your application will constitute your express consent to our use of this information to assess your application and to allow us to carry out any monitoring activities which may be required of us under applicable law as an employer.

How we process your personal information

We use your personal information, and some of our employees have access to such information, only to the extent required to carry out the services for you and on behalf of the Customer.

We have introduced appropriate technical and organisational measures to protect the confidentiality, integrity and availability of your personal information during storage, processing and transit.

We operate an ISO27001 compliant security programme to help protect your data at all times.

Decision Time only processes your personal information in the EU.

Some of our supporting services (for example Amazon AWS), might use cloud platforms that operate from Third Countries outside of the EEA. Where this is the case, we ensure that adequate safeguards are established to protect your data.

Your rights under Data Protection Law

Right to Access
You have the right of access to your personal information that we process and details about that processing.

Right to Rectification
You have the right to request that information is corrected if it’s inaccurate.  

Right to Erasure (Right to be Forgotten)
You have the right to request that your information is removed; depending on the circumstances, we may or may not be obliged to action this request.

Right to Object
You have the right to object to the processing of your information; depending on the circumstances, we may or may not be obliged to action this request.

Right to Restriction of Processing
You have the right to request that we restrict the extent of our processing activities; depending on the circumstances, we may or may not be obliged to action this request.

Right to Data Portability
You have the right to receive the personal data which you have provided to us in a structured, commonly used and machine readable format suitable for transferring to another controller.

Right to lodge a complaint with a supervisory authority
If you think we have infringed your privacy rights, you can lodge a complaint with the relevant supervisory authority. You can lodge your complaint in particular in the country where you live, your place of work or place where you believe we infringed your right(s).

Contact Details for Data Protection requests

You can exercise your rights by sending an e-mail to data@decisiontime.co.uk. Please state clearly in the subject that your request concerns a privacy matter, and provide a clear description of your requirements.

Note: We may need to request additional information to verify your identity before we action your request.

Where Decision Time is processing Personal Information on behalf of our Customer, the Customer will be the Data Controller and all requests for invoking of the above rights should be forwarded through the Data Controller to Decision Time.

Sharing personal information with third parties

We use a range of trusted service providers to help deliver our services. All of our suppliers are subject to appropriate safeguards, operating in accordance with our specific instructions and limitations, and in full compliance with Data Protection Law.

These service providers include:

CRM Providers - to manage our service delivery with Customers and prospective Customers
Email Providers - to send out our email notifications

Hosting Providers - to securely host our software
Security Providers - to protect our systems from attack
Support Portal - so that Customers and their employees can easily ask for help

HR Providers - to manage our recruitment and employment obligations

We will only disclose Personal Information to other parties in the following limited circumstances

  • where we are legally obliged to do so, e.g. to law enforcement and regulatory authorities

  • where there is a duty to disclose in the public interest

  • where disclosure is necessary to protect our interest e.g. to prevent or detect crime & fraud

  • where you give us permission to do so.

How long we may keep your personal information

We will only retain information for as long as is necessary to deliver the service safely and securely. We may need to retain some records to maintain compliance with other applicable legislation.

Changes to our Privacy Notice

This Notice will be reviewed regularly and any changes we may make to our Privacy Notice in the future will be notified and made available to you using the Website. We reserve the right to modify this Privacy Notice at any time.