Our Privacy Policy

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Privacy Notice – Intelligent Data Collection Ltd - GDPR

Intelligent Data Collection Ltd (IDC) is aware of its obligations under the General Data Protection Regulation (GDPR) and is committed to processing your data securely and transparently. This privacy notice sets out, in line with GDPR, the types of personal data that we collect and process about our clients and website visitors. It also sets out how we use that information, how long we keep it for and other relevant information about your data.

Who we are

Intelligent Data are the market-leading supplier in the transport data collection sector, providing our clients with evidence-based data collection, monitoring and compliance services. Our in-depth knowledge of transport planning, safety and government compliance ensure that Intelligent Data is able to specify, understand and provide best value services and active intelligence to all our customers. IDC depending on the nature of the contract may under certain circumstances be a data processor when working with clients and their controller activities. Our contact details are as follows:

The Data Manager
Intelligent Data Collection Ltd
Unit 2 Cordwallis House
Cordwallis Street
Maidenhead
Berks
SL6 7BE

info@intelligent-data-collection.com

Tel: 0845 0038747

Company Registered no: 6319363

Data protection principles

In relation to your personal data, we will:

• process it fairly, lawfully and in a clear, transparent way
• collect your data only for specified and specific purposes
• Only collect the minimum information we need to meet the purpose only use it in the way that we have told you about
• ensure it is correct and up to date
• keep your data for only as long as we need it
• process securely, reducing the risk of it being lost or stolen

What data we collect about you

Personal data means any information capable of identifying an individual. It does not include anonymized data. We may process certain types of personal data about you as follows:

• Identity Data includes your first name, last name and title and under certain circumstances, we process pseudonymised image data on behalf of clients.
• Contact Data includes email address and telephone number.
• Profile Data includes feedback and survey responses.
• Marketing and Communications Data includes your preferences in receiving marketing communications from us and your communication preferences.

Where we are required to collect personal data by law, or under the terms of the contract between us and you, if you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver the Services to you). If you don’t provide us with the requested data, we may have to cancel your order of the Services. If we do, we will notify you at that time.

Why we process your data

There are 6 lawful reasons for processing personal data, which are:

• You give consent for us to process your data
• It is necessary to fulfil a contractual obligation with you
• There is a regulatory obligation on us to do so
• It is in the legitimate interest of the company to do so
• It is in the public interest to do so
• It is in your vital interest to do so.

You can see all the personal data types we process, and our lawful reasons for processing each type here

We collect personal data about you through a variety of different methods including:

Direct Interactions: You may provide data when filling in forms on the website, by communicating with us by post, phone, email, or otherwise, including when you:

• subscribe to our Service;
• request resources or marketing be sent to you;
• Give us feedback.

Third parties or publicly available sources: We may receive personal data about you from various third parties and public sources as set out below:

• Analytics providers such as Google based outside the EU;
• Identity and Contact Data from publicly available sources such as LinkedIn.

Sensitive/Special categories of data

We do not need your consent if we use special categories of personal data in order to carry out our legal obligations. However, we may ask for your consent to allow us to process certain particularly sensitive data. If this occurs, you will be made fully aware of the reasons for the processing. As with all cases of seeking consent from you, you will have full control over your decision to give or withhold consent and there will be no consequences where consent is withheld. Consent, once given, may be withdrawn at any time. There will be no consequences where consent is withdrawn.

In the normal course of business, we do not collect sensitive data.

It is not our intent to process data from anyone under the age of 16. If you are aware of anyone having submitted data to us relating to an individual under the age of 16, please let us know at info@intelligent-data-collection.com and will immediately stop processing and delete any personal data relating to that individual. If we become aware of having been provided data relating to an individual under the age of 16 (without parental consent) we will immediately stop processing and delete any personal data relating to that individual.

Sharing your data

Your data will be shared within the Company where it is necessary for staff to undertake their duties in provision of the Services to you.

We also share some of your data with the following third parties:

Survey Monkey
Sage 200 Accounting

Where we are acting as a data processor, we share some of your data with the following third parties: Datacorp Traffic Pvt Ltd

We may also share your data with third parties as part of a Company sale or restructure, or for other reasons to comply with a legal obligation upon us.

Protecting your data

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such. We have implemented access controls to our information technology, such as firewalls and ID verification. We use encryption for all outbound mail containing personal data. We are in the process of complying with Cyber Security Essentials Guidelines. GDPR training has been given to those staff that handle personal data, along with CPD.

Where we share your data with third parties, we provide written instructions to them to ensure that your data are held securely and in line with GDPR requirements. Third parties must implement appropriate technical and organisational measures to ensure the security of your data. You can link to their specific Data Privacy Polices here:

• InfusionSoft Data Privacy Policy
• Survey Monkey Data Privacy Policy
• Sage Data Privacy Notice

• Datacorp Privacy Policy

Where we do share your data outside the European Economic Area, we adopt EU approved contractual clauses.

How long we keep your data for

In line with data protection principles, we only keep your data for as long as necessary. Retention periods can vary depending on why we need your data, and are listed here

Your rights in relation to your data

• the right to be informed. This means that we must tell you how we use your data, and this is the purpose of this privacy notice.
• the right of access. You have the right to access the data that we hold on you. To do so, you should make a subject access request. You can read more about this in our Subject Access Request policy which is available from here
• the right for any inaccuracies to be corrected. If any data that we hold about you is incomplete or inaccurate, you can require us to correct it.
• the right to have information deleted. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue processing it.
• the right to restrict the processing of the data. For example, if you believe the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct.
• the right to portability. You may transfer the data that we hold on you for your own purposes.
• the right to object to the inclusion of any information. You have the right to object to the way we use your data where we are using it for our legitimate interests.
• the right to regulate any automated decision-making and profiling of personal data. You have a right not to be subject to automated decision making in way that adversely affects you.

Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases we may continue to use the data where so permitted by having a legitimate reason for doing so.

If you wish to exercise any of the rights explained above, please contact our Data Manager:

info@intelligent-data-collection.com

Tel: 0845 0038747

How to complain

We strive to meet the highest standards when collecting and using personal information. Complaints are taken very seriously, and data subjects are encouraged to bring any issues to our attention.

To do this either e-mail or write to:

The Data Manager

Unit 2 Cordwallis House
Cordwallis Street
Maidenhead
Berkshire
SL6 7BE
Tel: 0845 0038747

info@intelligent-data-collection.com

The supervisory authority in the UK for data protection matters is the Information Commissioner’s Office (ICO). If you think your data protection rights have been abused or breached in any way by us, you are able to make a complaint to the ICO at https://ico.org.uk/concerns/.

Or by post, telephone or email:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113

Email: casework@ico.org.uk

Version number: 001
Issue date: 21/06/2018
Review date: 21/12/2018