COBA Digital Marketing Ltd takes data privacy seriously, and as such we’ll be open with you about what data we collect and how we use it. We collect and use personal data for a range of reasons during the course of our business operations, including data needed to fulfil our contractual obligations as outlined in the rest of this policy. Should you have any questions about this policy or how we use data, please contact us on 01452 226 411 or at info@cobadigital.com

Why we collect your information and what it is used for

We collect personal information about you in order to carry our activities as a business in the context of providing services to your organisation as requested and for contacting you in response to queries and requests for information. Our legal reasons for processing data are based on our legitimate interests, fulfilling a contractual obligation or legal obligation where applicable.

Data we collect

We collect some personal information about you in the context of delivering business related services. Details include:

  • Your name
  • Business or personal telephone numbers
  • Business or personal email address
  • Business or personal mobile numbers
  • Business or personal address

Where your data will be stored

Data maintained by us will be stored in a secure UK data centre based in Nottingham. Only direct employees with the adequate data protection training will have access to your data.

Who we share data with

We use Cloud applications to manage and run our business. Different parts of your data will be stored in different locations based on the nature of the activity. Below is a summary of the systems we use, the purpose for the system and where to find more information about their data policies.


Third Party System

Purpose

Data Stored

More Info

xero.com

Accounts and Invoicing.

Email, Name, Business Name, Business Address, Phone Numbers, Bank Details (for suppliers)

https://www.xero.com/uk/about/security/

monday.com

Project management, support and issue tracking.

Email, Name, Business Name, Details about your projects

https://monday.com/security/

cp.cobadigital.com

Web hosting.

Email, Name, Address, Business Name, Phone Numbers

We sometimes also share name and address information with third parties, for things like domain registration in the course of fulfilling our contractual obligations with your organisation.

Data is only shared with third parties if required and is never shared or sold to other organisations for the purposes of marketing, profiling or other uses.

Our website

Any data sent to us via this website will pass through our own systems which are located in Nottingham (UK). No personal data is stored on the website, with any contact details submitted removed once they have been transmitted to us.

Online payments which can be submitted through this website are dealt directly with our payment provider (STRIPE). No credit card or personal information is stored on this website.

Cookies

Automatic Collection of non-personal Information (Cookies, Log files and IP Addresses)

“Cookies” are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. The Interactive Advertising Bureau (IAB) is an industry body which provides in-depth information about cookies. For further information, you may wish to visit www.aboutcookies.org. You can set your browser not to accept cookies and the IAB website provides instructions on how to do so.

When you visit our website, we automatically log your IP address (the unique address which identifies your computer on the internet) which is automatically recognised by our web server. We use IP addresses to help us administer our Web Site and to collect broad demographic information for statistical use. We do not link IP addresses to personally identifiable information. We may automatically collect non-personal information about you such as the type of internet browsers you use or the site from which you linked to our web site. You cannot be identified from this information and it is only used to assist us in providing an effective service on our web site. Session based information about your visit may also be stored automatically within your own browsing history using html-5 local storage.

Security

We have taken into account Information Security risk and have implemented appropriate procedures and technical controls to help keep your data safe. We won’t go into specifics here but are happy to share what we do with our customers. If you do have any questions regarding our approach to security, please get in touch with your account manager in the first instance.

Social Media

We use Linkedin, Facebook, Instagram, Snapchat, YouTube, Vimeo and Twitter to promote our organisation. Whilst we are not responsible for data privacy of these social media channels we wanted to let you know that we may engage with you and your organisation on these platforms. Your privacy for the social media channels we use can be found on their respective websites.

Your rights

Under data protection law, you as an individual have specific rights which are highlighted below:

Your Rights

How we demonstrate our commitment to upholding these rights

The right to be informed – we have to tell you all about our use of your data and your data rights

We have produced this privacy statement which we present to you at point of our first contact and is available in our website

The right of access – you have the right to access any of your personal information that we hold, and verify that we are processing it lawfully

You can get in touch with us using the contact details on this form if you would like to know how we manage your information and if you would like to see the information we hold about you

The right of rectification – you have the right to have any inaccurate or incomplete information about you rectified

If you spot something wrong, please let us know – we won’t be able to get in touch with you if we don’t have your correct contact details

The right to erasure – you can request that your personal data is deleted, if there is no compelling reason for it to be kept

We’d love to keep in touch forever, as your organisation will always need quality digital marketing. We’ll only ever contact you because you have asked us to.  We do however appreciate that you may not want to keep in touch with us forever.   We’ll remove your details after 5 years if we don’t hear from you. Under some circumstances, we may not be able to remove your data, for example for legal reasons. If that’s the case, we’ll let you know.

The right to restricted processing – you can request that your data is still stored, but no longer processed

For us, we’ll only keep your data if you’re an active customer and in line with our other legal requirements and our data retention policy. We don’t carry out automated decisioning, and you can contact us at any time to ask to be removed from any contact or processing. If you work directly for one of our business customers, you’ll need to speak with your employer about how they are processing your data. If you do as to restrict our processing of your data, we’ll probably ask why, so we can improve our service.

The right to data portability – you can request a copy of your data in a digital format so it can be sent to another organisation

You may wish to have a copy of your data. Likely if you work for one of our customers, you’ll need to request a copy of the data through them. If you don’t currently work for one of our customers and have attended an event or contacted us via telephone or website, we can provide a copy of your personal data in a suitable format, likely to be either a CSV file or PDF. We’ll need to verify you are the owner of that data first of course.

The right to object – you can object to your data being processed in certain ways

We don’t process your data in any way other than described in this privacy statement, as such it isn’t likely that you would want to object, or we won’t be able to help you improve and maintain the high service standards you have come to expect from COBA Digital Marketing Ltd.

The right to object to automated decision making and profiling

Just so you know, we don’t use automated decision making and we won’t profile you in any way.

What to do in case of an issue

Whilst we strive to always protect the privacy of your data, there may come a time when things don’t go quite right with the data we hold about you or the way in which we use it. If that happens, you can get in touch with the ICO who will be able to help.

Changes to our Privacy Policy

We regularly review our Privacy Policy and will clearly mark any updates on our website. This Policy was last reviewed on May 21st 2018.