Privacy Notice

Duck Island Limited is committed to protecting and respecting your personal information in compliance with the EU General Data Protection Regulation (the “GDPR”) and all other applicable privacy law. We will ensure that any personal data we hold is secure and processed in a lawful and professional manner.

This Privacy Notice (the “Notice”) sets out how we will collect, store and process your personal data; whether you provide it to us when you use our website, when you request information from us or when you interact with us in person, through correspondence or by phone. The Notice also explains your rights in relation to your personal data.

This Notice applies to anyone whose personal data we hold (including customers, visitors to our website, etc.) but does not apply to:

  • Our employees (handling of their personal data is governed by our employee documentation); or,
  • Services we provide as a processor, which will be governed by a written agreement with the third party controller and their own privacy policy. Use of the term “services” in this Notice shall be taken to include the provision of goods and services.

From time to time, we may make amendments to this Notice. The latest applicable version will always be found published on our website.

By using any of our services, including our website, and by providing us with any personal information, you do so on the understanding that we will use your personal information as set out in this Notice. Please do not send us any personal information if you do not want that information to be used in this way.

 

About Us

In this Notice we use the terms “we”, “us”, and “our” (and other similar terms) to refer to Duck Island Limited; we act as a controller responsible for your personal data.

We are a company registered in England and Wales under company registration number 04830850 of 47-57 Marylebone Lane, London, WIU 2NT.

 

Information we collect

Personal data means any information about you from which you can be identified. The personal data we collect depends on the nature of the services we are providing but will typically include your name, address, phone number and email address, in addition to your company’s name and contact information.

We may also collect feedback, comments and questions received from you in service-related communication and activities, such as meetings, phone calls, documents, and emails. We may collect details of your visits to our website including your IP address, login information and other analytical information. We may also handle personal identifying data from CCTV footage collected by us and/or our buildings’ landlords.

If you provide us with personal information about another person, you must ensure that:

  • You have the authority to give us that information; and,
  • All personal data disclosed is complete, accurate and up to date.

If you are a business you must ensure that the disclosure is made in accordance with all applicable data protection or privacy law.

 

How we use your information

At Duck Island Limited we are committed to protecting and respecting your privacy and in general we will only use your personal information:

  • To provide and improve our services to you;
  • To market our services;
  • To manage our business and our relationship with you;
  • To provide telephone support (including recording conversations for quality and monitoring purposes);
  • To allow the billing of services provided and to obtain payment;
  • To compile anonymous statistics, for example, website usage statistics;
  • To comply with any legal, professional or regulatory obligations imposed on us (e.g. customs, tax clearance and security screening);
  • To process and respond to enquiries or complaints;
  • To prevent or detect fraud or other crime;
  • To alert you to new features, special events, and service offerings; and,
  • For other legitimate business purposes.

We do not use your personal data for automated decision making.

If you would rather we did not process your data for any of these purposes, please send an email to customerservices@duckisland.co.uk, however we have to advise that this may prevent us from providing our services to you. If you agree to us providing you with third party marketing information, you can always opt out at a later date.

 

Legal Grounds for processing your information

We rely on the following legal reasons for processing your personal data:

  • Contractual necessity: We will process your personal data when it is necessary to perform a contract you have entered into, or in order to take steps at your request prior to entry into a contract.
  • Legal obligation: We will process your personal data when it is necessary to comply with a legal or regulatory obligation.
  • Legitimate interests. We will process your personal data when we, or a third party, have a legitimate interest in processing it (e.g. responding to complaints, ensuring our business policies are adhered to, marketing our services to you or improving our business by monitoring and recording information relating to our services). We only process for this reason if the legitimate interest is not overridden by your own interests or fundamental rights or freedoms. Please contact us if you would like more information on our, or a third party’s, legitimate interests and the balancing test we use to ensure processing is lawful.
  • Consent: in some circumstances, we may ask for your consent to process your data for certain purposes, including certain direct marketing. When we ask you for your consent, we will explain what those purposes are and explain your right to withdraw it at any time.

We will only use your personal data for the purpose, or purposes, for which we have obtained it. If we reasonably consider that we need to use it for another reason we will only do so if that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will inform you and explain the legal basis which allows us to do so.

More than one lawful basis may apply in some situations. Please contact us if you would like further information on the lawful basis for any specific data processing activity.

 

How and why we share your information

We will only share your personal data when:

  • You specifically request it, or it is necessary for us to provide our services and fulfil our contractual obligations to you and/or our customers;
  • We are under a legal or regulatory duty to disclose your information;
  • As a result of any changes in business ownership or organisation; or,
  • In the course of providing our services to you we believe it is in your best interests to use the products or services of a third party.

 

Who exactly we share your data with will depend on the nature of the service we are providing but can include:

  • Distributors, agents, sub-contractors and other associated organisations with the purpose of providing services to you on our behalf (We will make sure they commit themselves to adhere to this Notice and applicable data protection legislation by signing a Data Processing Agreement);
  • External service suppliers who provide support services (including IT, security, data storage, marketing, etc.);
  • Carefully selected third parties whose products and services we feel you may be interested in;
  • Analytics and search engine providers who assist in improving our website;
  • HM Revenue & Customs, regulators and other authorities; and,
  • Any other third party you may instruct us to share your data with.

 

International transfers

 

Duck Island Limited will not typically transfer the personal data of EU residents outside of the European Economic Area (“EEA”).

 

Storage and retention of your personal data

Your information may be held at our offices or with our external service providers as outlined above. Duck Island Limited takes all appropriate technical, administrative, and physical security measures to protect your information from loss, misuse, unauthorized access, disclosure, alteration, and destruction.

 

How long we retain your personal data for will vary but will be determined in accordance will the following criteria:

  • The length of time necessary to provide the services for which you have contracted;
  • Any time limits for establishing or defending legal claims or responding to complaints;
  • Any period necessary to comply with our legal obligations; and,
  • Any period for retention that is recommended by regulators or professional bodies.

This means that we may retain your personal data for a reasonable period of time after your last interaction with us. Typically we may keep your personal data for 10 years for sales records purposes. When the personal data that we have collected is no longer required, we will delete it in a secure manner.

Please contact us if you would like further information on the retention period for your personal data.

 

Your rights to your personal data

You have the right to obtain confirmation from us as to whether we are processing your personal data and, if we are, to request a copy of the personal data we hold about you. This is known as a ‘data subject request’.

You also have the right to ask that we update any information we hold about you that may be incorrect. It is important that the information we hold about you is accurate and up to date. If any of your personal information changes please let us know.

In certain circumstances you have the right to request that we restrict the way in which we process your data, or that we erase all personal information that we hold about you.

You have the right to object to certain types of processing.

We will try our best to comply with any request to restrict, object or erase your personal data, however processing of some data may still be required for legitimate business purposes or to comply with legal obligations. Please note that if you want us to restrict or stop processing your data this may prevent us from providing our services to you.

You have the right to request that we send a copy of your personal data, that you have provided to us, to another organisation for your own purposes (e.g. if you wish to change service provider). This data must be provided in a structured and usable format. This right only applies to personal data processed by way of consent or in pursuant to our contract with you. If you wish us to transfer your personal data please let us know.

You will not have to pay a fee to access your personal data or to exercise any of your other rights. However we may charge a reasonable fee should your request be clearly unfounded, repetitive or excessive. In order to prevent unauthorised access to information we may ask for proof of identity. We will do our best to respond to your request within one month, however if that is not possible due to the number or complexity of requests we will notify you and keep you updated.

Any query about your privacy rights should be sent to customerservices@duckisland.co.uk.

 

Cookies

We use cookies (small files which remember a user’s electronic device) to help improve our website, and improve our services to you, in a variety of different ways.

A cookie is a small text file created by your browser and stored on the hard drive of your computer if you agree. There are two main types: Session and Non-session Cookies. Non-session Cookies are a means of websites remembering information that would otherwise be lost when your browser is closed (as is the case for session cookies). Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a better experience when you browse our website and also allows us to improve our site.

We use the following non-session cookies:

Analytical/performance cookies. These anonymous cookies allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

You can find more information about the individual cookies we use and the purposes for which we use them in the table below:

Cookie Name Purpose More information
__utma, __utmz,
_ga
Google Analytics These cookies are generated by Google Analytics for the purposes of analysing our website visitor statistics (e.g. how many visitors we have received, and which pages were most popular). The cookies are used purely for the assessment of the site’s performance and do not contain any personalised information.

They can be deleted at any point without impacting your experience of the site.

Google Analytics
PHPSESSID Website session cookie This session cookie is used to determine if a user is logged into the site or not. It contains no personal information and is automatically destroyed as soon as the browser is closed.

You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including session cookies) this may impede your usage of the site.

 

Your Concerns

If you wish to raise a concern about how we have handled your personal data please contact us at customerservices@duckisland.co.uk. We are happy to discuss your views about our website and this Notice.

You have the right to raise a concern at any time with the Information Commissioner’s Office (“ICO”) who is the UK supervisory authority for data protection issues. For more information on submitting a concern, or the data protection regime in general, please visit the ICO’s website at https://ico.org.uk/concerns/handling/.