PRIVACY POLICY

This privacy notice tells you what to expect us to do with your personal information when you make contact with us or use one of our services.

We’ll tell you:

  • why we are able to process your information

  • what purpose we are processing it for

  • whether you have to provide it to us

  • how long we store it for

  • whether there are other recipients of your personal information

  • whether we intend to transfer it to another country, and

  • whether we do automated decision-making or profiling.

W Digital is the controller for the personal information we process, unless otherwise stated.

You can contact us by email at dataprotection@wdigital.co.uk or by post:

Our postal address:            

4th Floor, Fitzrovia House, 153-157 Cleveland Street, London. W1T 6QW

How we use your information

This privacy notice tells you what to expect when we collect personal information. It applies to information we collect about:

  • visitors to our website

  • people who use our services, e.g. who subscribe to our newsletter

  • job applicants and our current and former employees

Visitors to our website

When someone visits www.wdigital.co.uk we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website. We will not associate any data gathered from this site with any personally identifying information from any source. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Use of 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. 

Search engine

Our website search and decision notice search is powered by SquareSpace. 

E-newsletter

We use a third party provider, MailChimp, to deliver our e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please see MailChimp's privacy notice.

People who call us

When you call us we may collect personally identifiable information about you.

People who email us

Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and compliance.  Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.

People who use our services

We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person or their employer have requested and for other closely related purposes. 

Job applicants, current and former employees

When individuals apply to work at w digital, we will only use the information they supply to us to process their application and to monitor recruitment. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau we will not do so without informing them beforehand unless the disclosure is required by law.

Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, it will then be destroyed or deleted. We retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.

Once a person has taken up employment with w digital, we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment ends, we will retain the file in accordance with the requirements of our retention schedule and then delete it.

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

Your right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process. 

Your right to rectification

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies. 

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances. 

Your right to restriction of processing

You have the right to ask us to restrict the processing of your information in certain circumstances. 

Your right to object to processing

You have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests. 

Your right to data portability

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated. 

You are not required to pay any charge for exercising your rights. We have one month to respond to you.

Please contact us at dataprotection@wdigital.co.uk if you wish to make a request.

Links to other websites

Where we provide links to websites of other organisations, this privacy notice does not cover how that organisation processes personal information. We encourage you to read the privacy notices on the other websites you visit.

Complaints or queries

We take any complaints we receive about this very seriously. We encourage users to notify us if they think that our collection or use of information is unfair, misleading or inappropriate. 

Make an information request

Purpose and legal basis for processing

Our purpose for processing your personal data is so we can fulfil your information request to us.

The legal basis for this is article 6(1)(C) of the GDPR, which relates to processing necessary to comply with a legal obligation to which we are subject.

If any of the information you provide us in relation to information request contains special category data, such as health, religious or ethnic information the legal basis we rely on to process it is article 9(2)(g) of the GDPR, which also relates to our public task and the safeguarding of your fundamental rights. And Schedule 1 part 2(6) of the DPA2018 which relates to statutory and government purposes.

What we need and why we need it

We need information from you to respond to you and to locate the information you are looking for. This enables us to comply with our legal obligations under the legislation we are subject to:

  • General Data Protection Regulations (2016)

  • Data Protection Act (2018)

  • Freedom of Information Act (2000)

  • Environmental Information Regulations (2004)

  • Re-use of Public Sector Information Regulations

What we do with it

When we receive a request from you, we’ll set up an electronic case file containing the details of your request. This normally includes your contact details and any other information you have given us. We’ll also store on this case file a copy of the information that falls within the scope of your request.

If you are making a request about your personal data, or are acting on behalf of someone making such a request, then we’ll ask for information to satisfy us of your identity. If it’s relevant, we’ll also ask for information to show you have authority to act on someone else’s behalf.

We’ll use the information supplied to us to process your information request and check on the level of service we provide.

If the request is about information we have received from another organisation – regarding a complaint, for example – we’ll routinely consult the organisation/s concerned to seek their view on disclosure of the material.

We compile and publish statistics showing information such as the number of requests we receive, but not in a form that identifies anyone.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 23rd January 2019

How to contact us

If you want to request information about our privacy policy you can contact us at dataprotection@wdigital.co.uk.