Last Updated: February 1st, 2024
1. Introduction
At Doccla UK Limited ("Doccla", "we", "our", or "us"), protecting your privacy is a priority. This Privacy Policy explains how we collect, use, and share your personal data when you interact with our website, communicate with us, or engage with our business operations.
2. Who We Are
For the purposes of data protection laws, Doccla is the Data Controller when processing personal data for website operations, marketing, communications, and other general business activities.
3. What Personal Data We Collect
We collect and process the following types of personal data:
- Identity Data: Your name, job title, employer details.
- Contact Data: Your email address, phone number, and postal address.
- Technical Data: Your IP address, browser type, device details, and data collected via cookies (see our Cookie Policy for more information).
- Usage Data: Information about how you interact with our website, emails, and services.
- Marketing & Communication Data: Your preferences, feedback, and survey responses.
- Business & Contractual Data: Details related to contracts, partnerships, and service interactions.
4. How We Use Your Personal Data
We process personal data for the following purposes:
- To operate and improve our website and online services.
- To communicate with you, respond to inquiries, and provide customer support.
- To send marketing communications (where legally permitted and based on your preferences).
- To improve our services through analytics, research, and product development.
- To comply with legal and regulatory obligations.
5. Legal Basis for Processing
We process personal data under the following legal bases:
- Legitimate Interests: For business operations, service improvements, and non-intrusive marketing.
- Consent: Where required for marketing communications (you can withdraw at any time).
- Contractual Necessity: To fulfil service agreements and business contracts.
- Legal Obligations: Compliance with laws and regulations.
6. How Long We Keep Your Data
We keep personal data only as long as necessary for the purposes outlined in this policy, in accordance with legal and regulatory requirements. Retention periods vary based on the nature of the data and our obligations.
7. Sharing Your Personal Data
We may share your personal data with:
- Service providers: Companies that help us with website hosting, IT security, analytics, and communication.
- Business partners: For contractual and operational purposes.
- Legal authorities: When required by law.
- Third parties: In connection with mergers, acquisitions, or business transactions.
8. International Data Transfers
If we are required to transfer your data outside the UK or EEA, we implement appropriate safeguards, such as Standard Contractual Clauses (SCCs), to ensure compliance with data protection laws.
9. Your Rights
Under GDPR, you have the right to:
- Access: Request a copy of your personal data.
- Correction: Update inaccurate data.
- Erasure: Request deletion of your data where applicable.
- Restriction: Limit how we process your data.
- Objection: Object to processing based on legitimate interests or direct marketing.
- Data Portability: Request your data in a portable format.
- Withdraw Consent: If processing is based on consent, you can withdraw it anytime.
To exercise your rights, contact our Data Protection Officer (DPO) at dpo@doccla.com.
10. Cookies
We use cookies to enhance website functionality and gather analytics. For more details, see our Cookie Policy.
11. Data Security
We implement strict security measures to protect your personal data, including:
- ISO 27001, Cyber Essentials Plus, and NHS DSPT certifications.
- Encryption to protect data during storage and transmission.
- Access controls to restrict data access to authorised personnel only.
- Secure IT infrastructure with monitoring and threat detection.
- Staff training to ensure compliance with data protection best practices.
If you have any questions or concerns about data security, contact our DPO at dpo@doccla.com.
12. Updates to this Policy
We may update this policy periodically. Any significant changes will be communicated via our website or other appropriate means.
13. Contact Us
For any privacy-related questions, contact our Data Protection Officer at dpo@doccla.com.