Privacy Policy
Who we are
We are Dynamica Labs (UK) Ltd, a provider of certain consulting and development services in relation to Microsoft’s Dynamics 365 Customer Relationship Management applications. This privacy policy sets out the types of personal information we collect about you when you use our website and we provide services to you, how we use and store that personal information, who we share it with, and what rights you may have in respect of your personal information.
Dynamica Labs (UK) Ltd is the controller and responsible for your personal information (we refer to Dynamica Labs (UK) Ltd as “we”, “us” or “our” in this privacy policy). Where we instruct our suppliers, clients and other third parties to use your personal information, these data processors will process your information on our behalf and only on our instructions and for the purposes set out in this privacy policy. If you have any questions about this privacy policy or our privacy practices, please email us at info@dynamicalabs.com or call us at +44 20 3880 0965.
Personal information we collect about you
Personal information (or personal data) means any information about you from which you can be identified. It does not include information where your identity has been removed (this is anonymous data).
We may collect and use the following personal information about you:
- Identity Data including your first and last names;
- Contact Data including your email address and telephone number;
- Business Information including information voluntarily provided to us in the course of the contractual or client relationship between you or your organisation and us;
- Technical Data including internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our website;
- Usage Data including information about how you use our website and products and/or services, namely information about services you viewed or searched for, page response times, length of visits and page interaction information (such as scrolling, clicks and mouse-overs). To learn more about our use of cookies or similar technology please read our Cookies Policy; and
- Marketing and Communications Data including your preferences in receiving marketing from us and our third-party partners, and your communication preferences.
If you provide information to us about any person other than yourself, such as your employees, advisers or your suppliers, you must ensure that they understand how their information will be used, and that they have given their permission for you to disclose it to us and for you to allow us, and our outsourced service providers, to use it.
How we collect your personal information
Generally, we collect your personal information directly from you – in person, by telephone, text email and through your use of our website, apps and other online tools and services. In particular, this may occur when you or your organisation seek our products and/or services or use any of our online services, or when you correspond with us by phone, email or other electronic means, or in writing, or when you provide other information or feedback directly to us, including with our consultants and staff.
We may also collect information about you indirectly, including from publicly accessible sources (e.g. Companies House or HM Land Registry), from third parties (e.g. sanction screening providers, credit reference agencies, customer due diligence providers), from cookies saved by our website in your browser, or through our IT systems monitoring your interaction with us.
How we use your personal information
Under data protection law, we can only use your personal information if we have a proper reason for doing so, for example:
- for the performance of our contract with you or to take steps at your request before entering into a contract;
- to comply with our legal and regulatory obligations;
- for our legitimate interests or those of a third party; or
- where you have given consent.
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
Generally, we do not rely on consent as a legal basis for processing your personal information although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so. Please note that we may process your personal information without your knowledge or consent, in compliance with the rules set out in this section, where this is required or permitted by law.
We will use your personal information for the following purposes and on the following grounds:
- On the basis of fulfilling our contract with you or entering into a contract with you on your request, in order to register you as a new customer or supplier and update our records; process and deliver your order, including sending you updates and managing payments, fees and charges; and deal with and respond to requests, enquiries and complaints;
- On the basis of our legal obligations, we process your personal information when it is necessary for compliance with tax, accounting, anti-money laundering and other applicable law and obligations which we are subject to; for managing your statutory rights; for notifying you about changes to our terms or privacy policy; and for ensuring security of your personal data by preventing unauthorised access to it; and
- On the basis of our legitimate interest, we will use your personal information for allowing effective performance of our business by ensuring necessary internal administrative, commercial, and security processes (including in finance, controlling, business intelligence, legal & compliance, information security); verifying your identity, assessing your creditworthiness, and preventing and detecting fraud against you or us; collecting and recovering money you owed to us; asking you to provide feedback, leave a review or take a survey; communicating with you and keeping you up-to-date on the latest developments, announcements, and other information about our services and solutions (including briefings, newsletters and other information), events and initiatives; using statistical data analytics about your use of our website, our products and/or services to improve our products and/or services, marketing, customer relationships and experiences; preventing unauthorised access and modifications to systems; carrying out and dealing with security-related tasks, such as troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data; allowing interoperability within our applications; and establishing, exercising and/or defending our legal rights;
Who we share your data with
We routinely share personal information with service providers we use to help deliver our services to you, such as security providers and payment service providers. We only allow our service providers to handle your personal information if we are satisfied they take appropriate measures to protect your personal information. We also impose contractual obligations on service providers to ensure they can only use your personal information to provide services to us and to you.
We may also share personal information with our certain third parties, including credit reference agencies, our professional advisors, insurers, banks, advertising partners, legal and regulatory authorities, public authorities, as well as potential corporate buyers.
How long we retain your data
We will keep your personal information while you have an account with us or while we are providing services to you. Thereafter, we will keep your personal information for as long as is necessary to respond to any questions, complaints or claims made by you or on your behalf, to show that we treated you fairly, and to keep records required by law.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
We will not retain your personal information for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of personal information. By law we have to keep basic information about our customers (including Identity, Contact, Financial and Payment Data and Business Information) for six years after they cease being customers.
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
International transfers of your personal information
We do not generally transfer your personal information abroad.
If, to deliver our services to you, it is necessary for us to share or transfer your personal information outside the United Kingdom, then some additional safeguards will apply.
Where we need to make a transfer of this nature, we will only do so if such a transfer is safe and your personal information will be secure.
This means that when we transfer your personal information outside the UK or the EEA we will only do so where (i) there are binding corporate rules in place; or (ii) the country where we are making the transfer to is a country deemed by the UK Information Commissioner’s Office (if you are present in the UK) or the European Commission (if you are present in the EEA) to have an adequate level of protection in place for your personal information; or (iii) if there is no adequacy decision, where we have a lawful contractual arrangement with the service provider containing protections for your personal information (i.e. an international data transfer agreement, if you are present in the UK, or the EU Commission approved standard contractual clauses, if you are present in the EEA).
Please contact us if you want further information on the mechanisms used by us when transferring your personal information out of the UK or the EEA.
Your rights
Under the applicable data protection laws you have a number of rights, as set out below:
- Right to access your personal information. You may request confirmation that we hold personal information about you, as well as access to a copy of any such data.
- Right to rectification. You may ask us to correct any inaccurate information we hold about you.
- Right to erasure (or Right to be forgotten). You may, in certain circumstances, ask us to delete your personal information.
- Right to restriction. You may ask us to restrict the processing of your personal information if (i) you want us to establish the accuracy of the information, (ii) where our use of the information is unlawful but you do not want us to erase it, (iii) where you need us to hold the information even if we no longer require it as you need it to establish, exercise or defend legal claims, or (iv) you have objected to our use of your personal information but we need to verify whether we have overriding legitimate grounds to use it.
- Right to portability. You may request the receipt of the personal information that you have provided to us, in a structured, commonly used and machine-readable form, or its transfer to another organisation.
- Right to object. You may object to our processing of your personal information (i) at any time when your personal information is being processed for direct marketing, or (ii) where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
- Right not to be subject to automated individual decision making. You have the right not be subject to a decision based solely on automated processing (or profiling) that produces legal effects concerning you or similarly significantly affects you.
- Right to withdraw consent. Where our processing of your personal information is based on your consent, you may withdraw this consent at any time, although this will not affect the lawfulness of any prior processing where we relied on your consent.
- Right to make a complaint. You may make a complaint about our processing of your personal information by contacting us via the contact details set out in this privacy policy. While we hope that we would be able to address any issues you have in respect of this processing, you may also make a complaint to the UK’s data protection regulator (see below).
For further information on each of these rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation available via the following link: https://ico.org.uk/for-the-public/.
If you would like to exercise any of these rights, please contact us using our contact details set out below.
You will not have to pay a fee to access your data or to exercise any of the other rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information (or to exercise any of your other rights). This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Keeping your personal information secure
We have put in place appropriate security measures to prevent personal information from being accidentally lost, used or accessed unlawfully, altered or disclosed. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
How to complain
We hope that we can resolve any query or concern you may raise about our use of your personal information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.