Deepform Ltd ("we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data when you visit our website (www.deepform.fun) or engage with our services.
We are registered in England and Wales under company number 12345678, with our registered office at 2 St James' Gate, Newcastle upon Tyne, NE1 4AD, United Kingdom.
1. Information We Collect
We may collect and process the following categories of personal data:
1.1 Information you provide to us:
- Contact information (name, email address, phone number, postal address)
- Company information (company name, job title, industry)
- Communications (emails, letters, telephone calls, messages sent through our website, social media communications)
- Marketing preferences
- Feedback and survey responses
- Any other information you choose to provide to us
1.2 Information we collect automatically:
- Technical data (IP address, browser type and version, operating system)
- Usage data (information about how you use our website and services)
- Location data (general location derived from IP address)
- Cookie data (as described in our Cookie Policy)
2. How We Use Your Information
We use your personal data for the following purposes:
2.1 To provide our services:
- To respond to your inquiries and requests
- To provide you with the services you have engaged us for
- To manage our relationship with you
- To fulfill our contractual obligations
2.2 To improve our services:
- To analyze how visitors use our website
- To improve our website, services, and customer experience
- To understand the effectiveness of our marketing
- To develop new products and services
2.3 For marketing purposes:
- To send you marketing communications about our services (where you have consented to this)
- To provide you with information about events, news, and insights related to digital transformation
- To manage your marketing preferences
2.4 For legal and administrative purposes:
- To comply with our legal obligations
- To enforce our terms and conditions
- To protect our rights, property, and safety (or those of others)
- To prevent and detect fraud and other unlawful activities
3. Legal Basis for Processing
We process your personal data on the following legal grounds:
- Consent: Where you have given us clear consent to process your personal data for specific purposes.
- Contract: Where processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract.
- Legal obligation: Where processing is necessary to comply with our legal obligations.
- Legitimate interests: Where processing is necessary for our legitimate interests or those of a third party, provided those interests are not overridden by your own rights and interests.
4. Data Retention
We will retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, 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
- The purposes for which we process the data
- Whether we can achieve those purposes through other means
- The applicable legal requirements
5. Data Sharing
We may share your personal data with the following categories of recipients:
- Service providers: Third parties who provide services on our behalf, such as hosting, IT, analytics, marketing, and communication services.
- Professional advisers: Including lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance, and accounting services.
- Regulatory authorities: Government authorities, regulators, and other third parties where required by law or regulation.
- Business partners: When we have your consent to do so, we may share your information with selected partners for joint marketing activities or service delivery.
- Business transaction participants: Third parties in connection with any reorganization, merger, sale, joint venture, assignment, transfer, or other disposition of all or any portion of our business, assets, or stock.
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.
6. International Transfers
We primarily process your personal data within the United Kingdom and the European Economic Area (EEA). However, some of our service providers may be based outside these regions, which means your personal data may be transferred to other countries.
When transferring personal data to countries outside the UK and EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- Transferring data to countries that have been deemed to provide an adequate level of protection for personal data by the UK Government or European Commission.
- Using specific contracts approved by the UK Government or European Commission which give personal data the same protection it has in the UK and Europe.
- Where data is transferred to the US, ensuring the recipient is part of an approved certification mechanism or another appropriate safeguard.
7. Data Security
We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. These measures include:
- Encryption of personal data in transit and at rest
- Secure access controls and authentication systems
- Regular security assessments and penetration testing
- Staff training on data protection and security
- Business continuity and disaster recovery plans
We also have 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.
8. Your Rights
Under UK and EU data protection law, you have the following rights in relation to your personal data:
- Access: You can request a copy of the personal data we hold about you.
- Rectification: You can ask us to correct any inaccurate or incomplete personal data we hold about you.
- Erasure: In certain circumstances, you can ask us to delete your personal data.
- Restriction: You can ask us to restrict the processing of your personal data in certain circumstances.
- Data portability: You can request the transfer of your personal data to you or to a third party in a structured, commonly used, machine-readable format.
- Objection: You can object to the processing of your personal data in certain circumstances, including for direct marketing purposes.
- Automated decisions: You can ask not to be subject to a decision based solely on automated processing.
- Withdraw consent: Where we process your data based on consent, you can withdraw your consent at any time.
To exercise any of these rights, please contact us using the details provided in the "Contact Us" section below. 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).
9. Complaints
If you have any concerns or complaints about our handling of your personal data, please contact us first using the details provided below, and we will do our best to resolve your concern.
You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk), or other competent supervisory authority of an EU member state if the complaint relates to our activities in the EU.
10. Third-Party Links
Our 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. We encourage you to read the privacy policy of every website you visit.
11. Children's Privacy
Our website is not intended for children under 16 years of age. We do not knowingly collect personal data from children under 16. If you are a parent or guardian and believe that your child has provided us with personal data, please contact us, and we will take steps to delete such information.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. The updated version will be indicated by an updated "Last Updated" date at the top of this Privacy Policy. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your personal data.
13. Contact Us
If you have any questions about this Privacy Policy, or if you want to exercise your rights, please contact us using the following details:
Deepform Ltd
Attention: Data Protection Officer
2 St James' Gate
Newcastle upon Tyne
NE1 4AD
United Kingdom
Email: [email protected]
Phone: +44 800 840 5509