The Doris Project Privacy Policy

The Doris Project Privacy Policy

At The Doris Project (TDP), we take data protection and privacy very seriously and we ask that you read our policy carefully as it contains information on how and why we collate, store, use and share a variety of information, to include personal data. We would also like to remind you of your rights in relation to your own personal data and how to contact us and any relevant authorities in the event you have a query, question, or complaint.

Who is the Doris Project?

The Doris Project (TDP) collates, uses and is responsible for certain person data about you. When we do so, we are required to comply with the data protection regulation, and we are responsible as a data controller of that personal data for the purposes of those laws.

The Doris Project (TDP) is a company registered in England and Wales under company number 14636083 Our registered office is at C/O Intouch Accounting Everdene House, Deansleigh Road, Bournemouth, United Kingdom BH7 TDU We are registered with the Information Commissioner's Office (ICO) under registration number ZB692395

The personal data The Doris Project (TDP) collates and uses

In the course of providing The Doris Project (TDP) service to you, we may collect the following personal data when you provide it to us:

• Name
• Address
• Telephone number
• Email
• Date of birth
• Health information
• Lifestyle information
• Details of any vulnerability

If you are providing information about another person, we expect you to ensure that they know you are doing so and are content with their information being provided to The Doris Project (TDP). You might find it helpful to show them this policy and if they have any concerns, contact us.

At The Doris Project (TDP), we may obtain relevant personal data from other sources in the course of providing our services. Where we obtain this information from another source, it is their responsibility to make sure they explain that they will be sharing personal data with us and, where necessary, ask permission before sharing information with us.

The personal data we obtain from other sources may include the following:

• Contact information: such as, names, addresses, phone numbers, and email addresses.
• Demographical details: including age, gender, and occupation.
• Social media profiles: information from public profiles on platforms like LinkedIn, Facebook, or Twitter.
• Transaction history: records of purchases or financial transactions.

How The Doris Project (TDP) uses your personal data

At The Doris Project (TDP) our rationale and reason for processing is to ensure the effective and efficient management of data to support our mission. This includes:

• Ensuring compliance: Processing data helps us adhere to legal and regulatory requirements, protecting both our organisation and our users.
• Enhancing user experience: By analysing user experience and feedback, we can improve our services and tailor them to better meet the needs of our community.
• Driving innovation: Data insights allow us to develop new features and services that address emerging needs and trends.
• Maintaining security: By monitoring and analysing data, we can detect and prevent potential security threats, ensuring the safety of our users' information.

The lawful basis for processing information at The Doris Project (TDP) is to ensure compliance with relevant data protection regulations and to fulfil our organisational objectives. Specifically, our lawful bases include:

• Consent: We obtain explicit consent from individuals before processing their personal data for specific purposes.
• Contractual necessity: Processing is necessary for the performance of a contract to which the data subject is a party, or to take steps at the request of the data subject prior to entering into a contract.
• Legal obligation: Processing is necessary for compliance with a legal obligation to which TDP is subject.
• Legitimate interests: Processing is necessary for the purpose of the legitimate interests pursued by TDP or by a third party, except where such interests are overridden by the interests of fundamental rights and freedoms of the data subject.

Third party recipients linked to processing at The Doris Project (TDP) include:

• Service providers: Companies that provide IT and system administration services, data storage, and other operational support.
• Analytics and search engine providers: Organisations that assist us in the improvement and optimisation of our services.
• Professional advisers: Including lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance, and accounting services.
• Regulatory authorities: Government bodies and law enforcement agencies where disclosure is required by law or necessary for compliance with regulatory requirements.
• Partners and affiliates: Organisations with whom we collaborate to deliver our services or conduct joint initiatives.

Special category data

Certain types of personal data are considered more sensitive and so are subject to additional levels of protection under data protection legislation. These are known as 'special categories of data' and include data concerning your health, lifestyle, vulnerability, racial or ethnic origin, genetic data, and sexual orientation. Data relating to criminal convictions or offences is also subject to additional levels of protection.

At The Doris Project (TDP), we may process health information and lifestyle information when providing services.

In addition to the lawful basis for processing information, we will be processing it for the purpose of advising on, arranging, or signposting a suitable service or resource that meets the needs of our users. This includes:

• Advising: Providing expert guidance and recommendations based on the user's specific circumstances and requirements.
• Arranging: Coordinating and facilitating access to services or resources, ensuring a seamless experience for the user.
• Signposting: Directing users to appropriate services, resources, or information that can help them achieve their goals.

In the course of our services relating to the prevention, detection, and investigation of any crime, we may process criminal conviction or offence information. Where we do so, in addition to the lawful basis for processing this information, we will be processing if for the purpose of compliance with regulatory requirements relating to the unlawful acts and dishonesty.

Marketing at The Doris Project (TDP)

At The Doris Project (TDP), we may use personal data we hold about you to help us identify, tailor, and provide you with details of products and services from us that may be of interest to you. We will only do so where we have obtained your consent and then have a legitimate reason to do this and will do so in accordance with any personal preferences you have provided to us. In addition, where you have provided your consent, we may provide you with details of products and services of third parties where they may be of interest to you.

You can opt out of receiving marketing at any time and if you wish to amend your marketing preferences, please contact us at The Doris Project (TDP). In addition, you can also opt out of receiving marketing at any time by clicking the 'unsubscribe link' at the bottom of every email.

Information provided by you

The Doris Project (TDP) will tell you if providing some personal data is optional, including if we ask for your consent to process it. In all other cases you must provide your personal data in order for us to provide you with a service.

How long will your personal data be kept?

The Doris Project (TDP) will

Transfer of your information out of the EEA

At The Doris Project (TDP) we will not transfer your personal data outside of the European Economic Area to any organisation (or subordinate bodies) governed by the public international law or which is set up under any agreement between two or more countries.

Your rights

You have legal rights under data protection regulation in relation to your personal data. These are set out under the below headings:

• To access personal data
• To restrict how we use personal data
• To ask us to transfer personal data to another organisation
• To correct/erase personal data
• To object to how we use personal data
• To object to automated decisions
• To find out more about how we use personal data

We may ask you for proof of identity when making a request to exercise any of these rights. We do this to ensure we only disclose information or change your details where we know we are dealing with the right individual.

We will not ask for a fee, unless we think your request is unfounded, repetitive, or excessive. Where a fee is necessary, we will inform you before proceeding with your request.

We aim to respond to all valid requests within one month. It may, however, take us longer if the request if particularly complicated or you have made several requests. We will always let you know if we think a response will take longer than one month. To speed up our response, we may ask you to provide more detail about what you want to receive or are concerned about.

We may not always be able to fully address your request, for example if it would impact the duty of confidentiality we owe to others, or if we are otherwise legally entitled to deal with the request in a different way.

To access personal data

You can ask The Doris Project (TDP) to confirm whether or not we have and are using your data. You can also get a copy of your personal data from us and for information on how we process it.

To rectify/erase personal data

You can ask us that we rectify any information about you which is incorrect. We will be happy to rectify such information but would need to verify the accuracy of the information first. You can ask that we erase your personal data if you think we no longer need to use it for the purpose we collated it from you.

You can also ask that we erase your personal data if you have either withdrawn your consent to us using your information (if we originally asked for your consent to use your information) or exercised your right to object to further legitimate use of your information, or where we have used it unlawfully or where we are subject to a legal obligation to erase your personal data.

At The Doris Project (TDP) we may not always be able to comply with your request, for example where we need to keep using your personal data in order to comply with our legal obligation or where we need to use your personal data to establish, exercise or defend legal claims.

To restrict our use of personal data

You can ask that we restrict our use of your personal data in certain circumstances, for example:

• Where you think the information is inaccurate and we need to verify it
• Where the information is no longer required for the purposes for which it was collated but we need it to establish, exercise or defend legal claims
• Where our use of your personal data is not lawful, but you do not want us to erase it
• Where you have objected to our use of your personal data, but we still need to verify if we have overriding grounds to use it.

We can continue to use your personal data following a request for restriction where we have your consent to use it, or we need to use it to establish, exercise or defend legal claims, or we need to use it to protect the rights of another individual or a company.

To object to use of personal data

You can object to any use of your personal data which we have justified on the basis of our legitimate interest if you believe your fundamental rights and freedoms to data protection outweigh our legitimate interest in using information. If you raise an objection to The Doris Project (TDP), we may continue to sue the personal data if we can demonstrate that we have compelling legitimate interests to use the information.

To request a transfer of personal data

You can ask The Doris Project (TDP) to provide your personal data to you in a structure, commonly used, machine-readable format, or you can ask to have it transferred directly to another data controller (e.g. another company). You may only exercise this right where we use personal data in order to perform a contract with you, or where we asked for your consent to use your personal data. This right does not apply to your personal data which we hold or process outside automated means.

To contest decision based on automatic decision making

If The Doris Project (TDP) makes a decision about you based solely by automated means (i.e. with no human intervention), and the decision made by us produces a legal effect concerning you, or significantly affects you, you have the right to contest that decision, express your point of view and ask for a human view.These rights do not apply where we are authorised by law to make such decisions and have adopted suitable safeguards in our decision-making process to protect your rights and freedoms.

You can contact The Doris Project (TDP) for more information

If you are not satisfied with the level of information provided in this policy, you can ask us about what personal data we have about you, what we use your information for, who we disclose your information to, whether we transfer it abroad, how we protect it, how long we keep it for, what rights you have, how you can make a complaint, where we got your data from and whether we have carried out any automated decision making using your personal data.

If you would like to exercise any of the above rights, please:

Email Neil Allday at neil.allday@thedorisproject.co.uk

• Let The Doris Project (TDP) has enough information to identify you, e.g. name, address, date of birth
• Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill)
• Let us know the information to which your request relates.

Keeping your personal date secure

At The Doris Project (TDP), we have appropriate security measures in place to prevent personal data from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Our supervisory authority

to lodge a complaint with the Information Commissioners Office (ICO). It has enforcement powers and can investigate compliance with data protection regulation (www.ico.org.uk).

How to contact us at The Doris Project (TDP)

Please contact Neil Allday if you have any questions or queries about this policy or the information, we hold about you.

If you wish to contact Neil Allday, please either email neil.allday@thedorisproject.co.uk or write to us at The Doris Project, C/O The Allday Group, 2 Lower HudsonCottage, Knitting Row Lane, Out Rawcliffe, Preston PR3 6SX

Date: 14 November 2024

Named Person: David M Clarke