Privacy Policy

Our contact details. 

Name: Deep Fathom Ltd

Address: 184 Shepherds Bush Road, London W6 7PF

E-mail: audits@deepfathom.co.uk

Date the privacy policy has been updated and completed: 7 February 2023

  1. The type of personal information we collect: 

We currently collect and process the following information:

  • customer and employee contact details, name, telephone numbers, job role, job title, and email addresses
  • customer financial, billing, and general business information 
  • employee data
  • system user stats
  • customer staff information collected in the course of an audit or assessment.
  • Sub contractor information
  1. How we get personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • to assist us in delivering the services to our paying customers
  • to meet our contractual and information sharing obligations with our partners 
  • to enable third parties providers to deliver the services we provide

We also receive personal information indirectly, from the following sources in the following scenarios:

  • where in delivering our audit and assessment services we need to cross-reference information indirectly from a third party or another part of the PinPoint Group Ltd.

We use the information that you have given us to:

  • contact people directly and provide the services to our customers
  • communicate with our partners to help them deliver services to their own customers
  • analyse information in order to deliver our services effectively

We may share this information with:

  • our partners, a list of these that are applicable to you is freely available upon request and is delivered under contract to protect confidentiality and use of personal data.
  • S16 who are our technology partners
  • PinPoint Group Ltd who manage the technology softwares (including third party softwares such as those run by Google, Microsoft and Amazon on which Deep Fathom Ltd provides its services. PinPoint Group Ltd are the sole owners of Deep Fathom Ltd. 
  • Auditors and assessors who carry out audit and assessment activities, prepare 
  • employees of Deep Fathom Ltd and sub-contractors who create audits and assessments and deliver these to customers and partners preparing reports as required

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

Your consent. You can remove your consent at any time. You can do this by contacting Ian Rosam at ian.rosam@deepfathom.co.uk.

  1. We have a contractual obligation.
  2. We have a legal obligation.
  3. We have a vital interest.
  4. We need it to perform a public task.
  5. We have a legitimate interest.

How we store personal information 

Your information is securely stored. 

We keep the following information for certain periods of time:

Type of informationHow long kept forDisposal
Customer and employee contact details, name, telephone numbers, job role, job title, and email addresses10 yearsDeletion from software systems
Shredding of physical documents 
Customer financial, billing, and general business information 10 yearsDeletion from software systems
Employee data10 YearsDeletion from software systems
Shredding of physical documents 
System user stats10 yearsDeletion from software systems
Customer staff information collected in the course of an audit or assessment.10 yearsDeletion from software systems
Shredding of physical documents 
  1. Your data protection rights.

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information. 
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. 
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. 
  • Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at audits@deepfathom.co.uk if you wish to make a request.

  1. How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at audits@deepfathom.co.uk..

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

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