Your trust and confidence in The Digital Asset Lab Ltd is important to us and we are committed to safeguarding your personal data and will only ask you for information we really need from you. We will look after it in the same way we would want ours looking after, keeping it secure. We will only share it with others where we need their help to deliver our service to you. Be assured that we will never share your information in any other circumstances – nor will we sell it on elsewhere. We sell, support and manage Digital Asset Management (DAM) solutions.
Here are more details ….
We are registered with the Information Commissioner’s Office, our registration number is ZA380076 and if you would like to get in touch about anything in this policy or about your personal data then please contact our Data Protection Officer at Email: [email protected] or by mail to The Digital Asset Lab Ltd., 86-90 Paul Street, London EC2A 4NE. All GDPR related communications must be in writing.
1. The data we collect
We are either a Data Controller or Data Processor on behalf of our clients who contract us to purchase or manage Digital Asset Management systems both you or they may pass on PII data to us.
As a Data Controller we collect a variety of data in order to deliver our services and we will manage your personal data transparently, fairly and securely, but it will be the minimum we need to provide an outstanding service to you. In our role of Data Processor we will manage your data securely.
We may ask you to provide us the following information (data) depending on if you are a direct personal client or a business client and if you contact us by mail, phone, email or via our web site.
Business Name / Job Title
Telephone – Land line / Mobile
IP address (see note below)
IP address – If you contact us via our web site contact form or download form, then we will record your IP Address simply because our web site security uses IP addresses to monitor web activity and logins, counter any phishing, denial of service (DOS) attacks or data hacking attempts which is part of our security measures to protect your data. If you don’t want your IP Address recorded, use our email address – [email protected]
While we do not hold personal data any longer than we need to. The duration will depend on your relationship with us, and whether it is ongoing. If you become a client of ours, we will retain the data for 7 years after you cease to be a client to ensure we can meet our legal obligations such as tax legislation purposes. After this time we will securely archive photographs indefinitely along with relevant contract details which will be required for legal obligations. This is due to requests for replacement images being made many years after being taken.
2. Which third parties do we share Personal Data with?
Our accountants, Registered with the ACCA (EEA)
Google for email and other administrative solutions (US)
MediaFiler – Software supplier & their support team (EEA)
Secure online payment provider – PayPal (EEA)
Secure and encrypted file delivery services (EEA)
Email marketing provider (EEA)
Our website contact form – via our website host (EEA)
Apart from item 2, data is not transferred outside the European Economic Area (EEA) and item 2, Google, data is transferred outside of the European Economic Area to United States under the protection of EU/US Privacy Shield.
There are also certain situations in which we may share access to your personal data without your explicit consent; for example, if required by law, to protect the life of an individual or to comply with any valid legal process, government request, rule or regulation.
We may transfer personal data to a country outside of the EEA if necessary eg if a third party we utilise could have servers located outside of the EEA. If this is the case, we will either obtain your consent or otherwise ensure that the transfer is legal and your data is secure by following the EU’s guidelines and adequate decision has been taken with regard to the third country or international organisation:
In accordance with GDPR Article 45(3).
Appropriate safeguards have been taken, in accordance with GDPR Article 46.
One of the conditions in GDPR article 49(1) is met.
3. Why do we share your Personal Data with the above?
1: Accountants – to comply with our legal obligations
2 & 7: Google / contact form – to communicate with and provide a service to our clients and administer our business.
3 – 5: To provide an secure service to our client and meet contractual obligations.
7: Provide occasional information to clients, such as significant changes to our security police in future.
4. How do we keep your personal data secure?
We keep your data secure following industry best practice, following ICO checklists, using Secure Socket Layer (SSL) technology when information is submitted to us over the internet, storing image data and data securely, using secure encrypted file transfer services for sensitive material, secure disposal of PII and other measures. In the unlikely event of a criminal breach of our security we will inform the relevant regulatory body within 72 hours.
6. You have the following rights
– the right to be informed about the collection and use of your personal data
– the right of access to your personal data and any supplementary information
– the right to have any errors in your personal data rectified
– the right to have your personal data erased
– the right to block or suppressing the processing of your personal data
– the right to move, copy or transfer your personal data that you have provided to us, from one IT environment to another or to you.
– the right to object to processing of your personal data in certain circumstances, and
– rights related to automated decision-making (i.e. where no humans are involved) and profiling (i.e. where certain personal data is processed to evaluate an individual).
7. Who to contact
You should contact the Data Controller. If you know or think that The Digital Asset Lab is the Data Controller, then please contact the Data Protection Officer via Email: [email protected] or by mail to The Digital Asset Lab Ltd., 86-90 Paul Street, London EC2A 4NE. All GDPR related communications must be in writing, we will help you.
Last updated May 2018