Privacy Policy

introduction we appreciate your trust in sharing your data with us and are committed to protecting it we strictly adhere to the regulations outlined by data protection laws and the uk general data protection regulation this document outlines how we collect, use, and protect your data, and explains your rights and how to exercise them who we are tru digital services ltd is the parent company of tru digital protection, as well as its associated websites tru digital services ltd (“the company”) is the data controller for all the organisations within the company that are covered by this notice tru digital services ltd determines what data is collected, how it will be used, and how it will be protected for the avoidance of doubt, any data shared by an active customer with the company will be processed as a data processor our registered office address is tru digital services limited 5 brayford square, london, e1 0sg united kingdom tru digital services ltd is registered with companies house (crn 16210598 ) and is also registered with the information commissioner's office (ico reg zb887707 ) if you have questions about how we process personal data or want to exercise your data subject rights, please email us at dpo\@trudigital co uk mailto\ dpo\@trudigital co uk personal information is any personally identifiable information, such as your email address, name, home or work address, telephone number, bank details, or online identifier, which can directly or indirectly identify you, as defined in article 4 (1) of the uk general data protection regulation we refer to it as “personal information” throughout this document why do we collect your personal information? we collect your data for one or more of the following purposes to manage communications between parties where necessary, fulfil the contract or take steps before agreeing with clients, suppliers, or other relevant parties to process payments to provide information that has been requested or may be relevant to ensure the safe and efficient operation of the website, including performance monitoring to provide dashboards that enable monitoring of trends, performance analysis, and informed decision making for marketing and advertising purposes, including communication with customers who have purchased similar products and services for training purposes to provide human resources functions and services to conduct pre screening and right to work checks carry out disclosure and barring service checks to inform recruitment decisions to conduct surveys and solicit customer feedback lawful basis for processing data we only collect and use your personal information when permitted by law most commonly, we use it where the data subject has provided consent for the processing activity the processing is necessary for the performance of a contract the processing is necessary for compliance with a legal obligation to which the controller is subject the processing is required to protect the vital interests of data subjects and those of other individuals the processing is necessary for our legitimate interest where legitimate interest is identified as a lawful basis, we will undertake a legitimate interest assessment, which is a three part test covering the purpose of the test is to identify legitimate interests necessity test – to consider if the processing is necessary for the purpose identified balancing test – considering the individual’s interests, rights, or freedoms and whether these override the legitimate interests identified what information do we collect, and where from? we collect personal information from our clients, customers, suppliers, and partners we may also collect your personal information for purposes such as marketing and reporting these instances may include, but are not limited to, registering on or using our website, providing information on the website, requesting product information, calling us (your call may be recorded), emailing us, interacting with us on social media or google workspace, or using any of our services personal information the personal information that we may collect, store, and use about you, as defined in article 4 (1) of the uk general data protection regulation, which may include name current and previous addresses telephone number job title, role, current and previous employers, employment location and qualifications right to work security clearances email address chat conversations on the website (hubspot) and google workspace ip addresses and geographical location transactional information about the services you use and how you interact with them, e g , services viewed, page response times, download errors, length of visit, scrolling, clicks, and mouse hovers browser type browser language operating system device type time zone communication preferences payment information (we do not store card data and are pci dss compliant) training information we may use technologies, such as tracking pixels, to collect some of the above information from emails we send to you this helps us focus our marketing on your requirements and provide you with more relevant emails it also lets us identify your lack of engagement with our marketing emails special category personal data we do not process special categories of personal data as defined in article 9 (1) of the uk general data protection regulation, which the uk general data protection regulation singles out as personal data, which is more sensitive third parties we may also collect information from third parties, such as those listed below, which is not exhaustive hubspot, google workspace, xero , archbee , google analytics stripe payment processing redactable ; where data relating to criminal activities is concerned, the lawful purpose will be dealt with under article 10 of the uk general data protection regulation and section 10 of the data protection act 2018 all collected data is stored within the european union; no data is knowingly transmitted outside the european union, and all necessary measures have been taken to ensure that data remains within the european union how long do we retain information? your data will be retained for as long as reasonably necessary to achieve the purposes for which it was collected, including meeting any legal, regulatory, tax, accounting, or reporting obligations in the event of a complaint or if there is a reasonable belief of potential litigation regarding our relationship with you, your data may be retained for a longer duration to determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the data; the potential risk of harm from unauthorised use or disclosure of the data; the purposes for which we process the data and whether those purposes can be achieved through other means; and the applicable legal, regulatory, tax, accounting, or other requirements security of personal information we take our responsibility to protect your privacy very seriously and will ensure that your data is secure in accordance with our obligations under data protection laws we have implemented technical and organisational measures to safeguard personal information and prevent unauthorised access, alteration, or disclosure of your data we maintain a robust access control policy that restricts access to your personal data only to those employees, contractors, and third parties who have a legitimate business need to know the processing of your personal data will only occur in accordance with our instructions we have policies and procedures in place to handle any potential data security breaches we will notify data subjects, third parties, and any applicable regulators where required by law unfortunately, the transmission of information via the internet is not completely secure, so we cannot guarantee the security of your information when it is transmitted to our website or from third party websites any transmission is at your own risk however, we use strict procedures and security features to prevent unauthorised access the site may, from time to time, include links to and from the websites of our partner networks, advertisers, and affiliates if you follow a link to any of these websites, we cannot accept any responsibility or liability, and you will need to agree to the relevant company’s privacy notice please ensure you accept such policies before submitting your data we recognise that the information you provide may be confidential we do not sell, rent, distribute, or otherwise make personal information commercially available to any third party; however, we may share information within the company, our service providers, and our customers for the purposes outlined in this privacy notice we will keep your information confidential and protect it in accordance with our privacy notice and all applicable laws childrens information we do not knowingly collect information about children if we have collected personal information regarding a child, please contact us immediately so we can remove and/or assess and review this information without unnecessary delay your rights in this section, we have summarised your rights under the uk general data protection regulation some of these rights are complex, and not all details have been included in our summaries therefore, you should refer to the relevant laws and guidance from regulatory authorities to thoroughly explain these rights the uk general data protection regulation requires us to respond to your request within one calendar month of receiving your verified request, unless our assessment determines that your request is complex in nature your main rights under the uk general data protection regulation, unless restricted by law, are right to object to the processing of your personal information right to request access to your personal information right to request to be informed right to request rectification of your personal information right to request erasure of your personal information right to request restricting the processing of your personal information right to make a portability request of your personal data; this right only applies to information you gave us rights under automation and profiling if you have any questions regarding these rights, please do not hesitate to contact us https //trudigitalprotection com/reach out consent if you have consented to the processing of your information, the highest standard of security measures will be employed to protect any personal information as required by data protection laws where personal data is transferred outside the european union to a country that lacks an adequate level of protection, we will ensure that appropriate safeguards are implemented before the transfer these may include united kingdom international transfer agreements (uk itas) the data protection (adequacy (united states of america) regulations 2023 eu us data privacy framework and data bridge accreditation an exception in article 49 of the uk general data protection regulation for further information regarding transfers and safeguarding measures, please do not hesitate to contact us https //trudigitalprotection com/reach out right to complain we take any complaints about our collection and use of personal information very seriously if you think that our collection or use of personal information is unfair, misleading, or inappropriate, or if you have any other concerns about our data processing, please let us know in the first instance to complain, please contact us by email at dpo\@trudigital co uk mailto\ dpo\@trudigital co uk suppose you are dissatisfied with how we handle your data or with any complaint you have made regarding our data management practices in that case, you have the right to escalate your complaint to the information commissioner’s office, which is our supervisory authority for data protection in the uk you can find its contact information at https //ico org uk/global/contact us/ https //ico org uk/global/contact us/ european union representation currently, we are concentrating our efforts on the united kingdom policy review and amendments we regularly review this policy, which was last updated on 1 march 2025 we reserve the right to update this privacy notice at any time and will provide you with a new one when we implement any substantial changes additionally, we may notify you from time to time in other ways regarding the processing of your personal information