ICDDF Privacy Notice
Date: 9 March 2019 (revised)
ICDDF (International Communications Data & Digital Forensics) understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all our customers and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
1. Information About Us
Blue Lights Digital is a limited company registered in England under company number 09430671.
Registered address: The Officers’ Mess Business Centre, Royston Road, Duxford, Cambridge, CB22 4QH
VAT number: GB 213 9417 20
Data Protection Officer: Matt Service
Data Protection Help email address: ISMSadmin@bluelightsdigital.com
We are registered with and regulated by the Information Commissioners Office.
2. What Does This Notice Cover?
This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
4) What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 6, below.
5) What Are My Rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
- The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions.
- The right to access the personal data we hold about you.
- The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete.
- The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 12 to find out more.
- The right to restrict (i.e. prevent) the processing of your personal data.
- The right to object to us using your personal data for a particular purpose or purposes.
- The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
For more information about our use of your personal data or exercising your rights as outlined above, please see Parts 7 and 11 respectively.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
6) What Personal Data Do You Collect?
This site is a protected site designed to gather nominations for the Awards. The information you choose to share with us will vary and will mostly be describing a chain of events. We realise, however, that in the retelling, it may be possible for us to glean personal information about individuals by linking the data shared.
We anticipate that this information could include:
- Force/agency/business/company name;
- rank, title, position;
- contact information such as email addresses and telephone numbers;
- demographic information such as post code, preferences, and interests;
Through our GDPR compliant website Cookie Pop-up, we also save your consent data. Consents are automatically collected through a secured SSL-connection and all consents are stored as strongly encrypted keys. The consent state is stored on a user's browser as a persistent cookie with a JSON-formatted value that can also be read server side to evaluate the user's consent before setting cookies. A user’s choice is retained for 12 months after which the banner will automatically pop up to renew a user's consent.
7) How Do You Use My Personal Data?
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for one of the following purposes:
- Communicating with you. This may include responding to emails or calls from you;
- Supplying you with information by email and/or post that you have opted-in to (you may unsubscribe or opt-out at any time by unsubscribing on links supplied);
- Inviting you to events that have been arranged by your companies or organisations;
- Processing necessary for the performance of tasks carried out in the public interest or in the exercise of official authority vested in us by the authorised data controller.
With your permission and/or where permitted by law, we may also use your nominations for marketing purposes for the following year’s awards and may include contacting you by email, telephone, text message and/or post with information and news. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.
8) How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected.
Other personal data will be retained for a period of 2 years unless you request removal before this time.
9) How and Where Do You Store or Transfer My Personal Data?
We currently only store or transfer your personal data in the UK or within the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the GDPR or to equivalent standards by law.
Countries outside the UK and EEA are known as “third countries” and may not have data protection laws that are as strong as those in the UK and/or the EEA. This means that we would take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR.
Current Additional measures:
The security of your personal data is essential to us and we take important measures to protect it, including the following: Our data is held on cloud services which are architected to the NCSC Cloud security principles.
10) Do You Share My Personal Data?
We will not share the personal data we actively collect with any third parties for any other purposes, subject to one important exception.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
How do partner organisations use data when you use our website (Cookies)?
Doubleclick.net is a Google owned business that makes money from online advertisers and publishers. This can be done by: Ad-serving (Online publishers use Doubleclick to display adverts on their websites), Ad delivery (Doubleclick will let advertisers control how often an ad is shown to a browser, how long it is shown for and how often it will appear) or Behavioural targeting. For instance, an online publisher can set a Doubleclick cookie to show them what sections of their sites you are browsing. Doubleclick will then judge the type of adverts you might like to see from what you're browsing.
On its own, this data can tell Doubleclick how many times you have seen an ad and, for example, whether you need to see the UK or US version. It cannot find out any personal information about you. If it records your IP address, Doubleclick can make a good guess regarding your country and town/city.
11) How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us or details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”. You can also request changes to incorrect data or ask us to delete data.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 12. We require two forms of government accepted forms of identification such as passport, driving licence or utility bill. At least one must be photographic. To make your request as easy as possible for you, a Subject Data Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
12) How Do I Contact You?
To contact us about anything to do with your personal data and data protection, please use the following details. To help us to attend to your query swiftly, it would be helpful to reference “data protection” in the subject header.
Email address: ISMSadmin@bluelightsdigital.com
Postal Address: Blue Lights Digital – Data Protection Department, The Officers’ Mess Business Centre, Royston Road, Duxford, Cambridge, CB22 4QH.
13) Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be made available on our website in accordance with the law and best practice at the time of change.