Doctor Photo Ltd (Trading as DCTR) is committed to ensuring that your privacy is protected. Any information that you provide by which you can be identified when using this website, will only be used in accordance with this privacy statement.
Doctor Photo Ltd may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 1st March 2018
What we collect
We may collect the following information:
- Name, company name and job title
- contact information including telephone numbers, email address and your place of business address including postcode
- Details of who is responsible for payment of accounts
- other information relevant to customer surveys and/or offers
What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
- Internal record keeping including invoicing
- We may use the information to improve our products and services.
- We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
- From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, or mail. We may use the information to customise the website according to customer needs.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
Credit card and debit card payments are handled through our provider, Stripe. We, therefore, do not require or store your card or bank details if you make payment through Stripe.
Direct Debit payments are handled through our provider, GoCardless. We, therefore, do not require or store your bank or payment details if you make payment through GoCardless.
UK Law requires that we retain financial data, including personal data for a statutory period of at least 6 years.
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Controlling your personal information
You may choose to restrict the use of your personal information in the following ways:
- whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used for direct marketing purposes
- if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at firstname.lastname@example.org or email@example.com
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.
You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to Doctor Photo Ltd.
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.
Who we are & Important Information
This privacy notice aims to provide you with information on how we collect and process your personal data through your use of this website, including any data you may provide through this website when you subscribe to our newsletter or fill out the contact form.
This website is not intended for children, and we do not knowingly collect data relating to children.
You must read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you, so you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
Tom Durrant is the controller and responsible for your personal data. Our contact details are as follows:
Doctor Photo Ltd (DCTR)
103 Frimley Road
Phone: 01483 474737
For all data matters, please contact us and request to speak to our Data Protection Officer (DPO), Tom Durrant.
**Third-Party Links Outside of Our Control**
This website may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.
When you leave our website, we encourage you to read the privacy notice of every website you visit.
- You are licensed to use the Item to create one End Product for yourself or for one client (a “single application”), and the End Product can be distributed for Free.
**Personal Data We Collect About You**
Personal data, or personal information, means any information about an individual from which that person can be identified. You can find out more about personal data from the Information Commissioner's Office.
We may collect, use, and store different kinds of personal data about you, which we have grouped together as follows:
**Identity & Contact Data**
- Includes your name, email address, contact number (on some of our contact forms).
- We also collect, use, and share aggregated data such as statistical or demographic data for analytical purposes to improve our website. Aggregated data may be derived from your personal data, but it is not considered personal data in law as this data does not directly or indirectly reveal your identity.
- For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data, which will be used in accordance with this privacy notice.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data) from our website. Nor do we collect any information about criminal convictions and offenses from our website.
**If You Fail to Provide Personal Data**
Where we need to collect your personal data by law or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.
**How We Collect Your Personal Data**
We collect data directly from and about you. You may give us your identity and contact data by filling in forms or by corresponding with us by post, phone, email, or otherwise. This includes personal data you provide when you subscribe to our newsletter, fill out the contact form, or fill out the recruitment form.
**How We Use Your Personal Data**
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- This means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests.
- We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you by contacting us and requesting to speak to Tom Durrant.
**Comply with a Legal or Regulatory Obligation**
- This means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
**Purposes for Which We Will Use Your Personal Data**
We have set out below, in a table format, a description of all the ways we plan to use your personal data, with the legal bases we rely on to do so.
**Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us and request to speak to Tom Durrant if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.**
Purpose / Activity | Type of Data | Lawful Basis for Processing, including Basis of Legitimate Interest
To register you for our newsletters | Identity, Contact | Provide you with marketing and news relating to DCTR's services on a regular basis.
To respond to your enquiries | Identity, Contact | Respond to any enquiries you fill out on our contact form.
To process your recruitment application | Identity, Contact | Respond to any applications you submit on our recruitment form, which has an additional privacy notice applied to it.
You can ask us to stop sending you marketing messages at any time by contacting us or by following any opt-out links on our marketing emails.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a transaction with us.
**Change of Purpose**
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us and request to speak to Tom Durrant.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.
Internal staff members who are each subject to internal data policies
Our partner companies who have their own data protection policies
External third parties, such as:
Professional advisers providing consultancy services
HM Revenues & Customs, regulators, and other authorities based in the United Kingdom who require reporting of processing activities in certain circumstances.
Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We do not transfer your personal data outside of the European Economic Area.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data, and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law, we have to keep basic information about our customers, including contact, identity, financial, and transaction data for six years after they cease being customers for taxation purposes.
In some circumstances, you can ask us to delete your data: see Your legal rights below for further information.
In some circumstances, we may anonymize your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Your Legal Rights
Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:
The right to request a copy of the personal data which we hold about you;
The right to request that we correct any personal data if it is found to be inaccurate or out of date;
The right to request your personal data is erased where it is no longer necessary to retain such data;
The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;
The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller (known as the right to data portability), where applicable, such as where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means);
The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
The right to object to our processing of personal data, where applicable, such as where processing is based on our legitimate interests (or in performance of a task in the public interest/exercise of official authority); direct marketing or processing for the purposes of scientific/historical research and statistics).
If you wish to exercise any of the rights set out above, please contact us and request to speak to Tom Durrant.
No fee required - with some exceptions
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable admin fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What We May Need from You
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time Limit to Respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Changes to this Notice and Your Duty to Inform Us of Changes
Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current.
Queries, Requests, or Concerns
To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact us and request to speak to Tom Durrant.
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioner's Office on 03031231113 or by post at:
Information Commissioner's Office
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