Privacy Policy

LA Dorset Agency is committed to protecting the privacy of your personal data in accordance with
Data Protection legislation. Further details about us can be found under “How to Contact Us” below.

This Privacy Policy (“Policy”) sets out the basis on which we will process your personal data when
you visit our website at www.ladorsetagency.com (our “Site”), or have any other dealings with us,
whether you are a client or potential client, donor, beneficiary or volunteer, or you are a
professional or business contact, or you are a job applicant.

The Data Protection Legislation

As from 25th May 2018, most personal data processing in the UK is subject to the EU General Data
Protection Regulation (“GDPR”), as supplemented by UK legislation.

Personal data is any information that directly or indirectly identifies a living individual.

For the purposes of the GDPR, we will be the controller of any personal data that we collect from or
about you in connection with the provision of our services, or related activities such as promoting
our events or, where relevant, dealing with job applications.

Under the GDPR, data controllers are required to process personal data lawfully, fairly and in a
transparent manner, and in a manner that ensures appropriate security of the personal data.
Personal data must be collected for specified, explicit and legitimate purposes and not further
processed in a manner that is incompatible with those purposes, and the data must be adequate,
relevant and limited to what is necessary in relation to those purposes, accurate and, where
necessary, kept up to date, and kept in a form which permits identification of data subjects for no
longer than is necessary for those purposes. Data controllers are responsible for, and must able to
demonstrate, compliance with these principles.

What personal data do we collect from or about you?

If you make an enquiry

If you contact us with an enquiry about our services (either through our Site or by phone, email or
post), we will ask you to supply essential contact details (your name, e-mail address, phone number
and, where applicable, the company or other person you represent and your job title), which we
need in order to identify you and deal with your enquiry.

Depending on the nature of your enquiry, we may collect from you further details, such as the
circumstances in which you are making the enquiry, the professional services that may be of interest
to you or, where you are interested in a possible position with us, your CV and related information.

If you are or become a client

If you are or become a client (or the company or other person you represent is or becomes a client),
and in the course of providing our services, we may collect further personal data from you,
depending on the nature of the services we are providing.

We may also need to ask you to provide further personal data, and may need to carry out
background checks about you with credit reference agencies and fraud prevention agencies, for
credit control purposes and in order to satisfy our obligations under any applicable legislation
concerning money laundering, tax evasion, crime prevention and fraud protection. If you do not
provide us with the information we need, we will not be able to provide our professional services for
you or the company or other person you represent.

When you make a personal payment for our services, details of the method of payment, your bank
details or your credit or debit card number will be processed.

If you are a professional or business contact

If you provide us (or one of our employees or other personnel) with your professional or business
contact details or other relevant personal data, we will use this in order to keep in touch with you
and exchange information that we believe is, or may become, relevant to our and your business or
profession.

If you enquire about a job

If you submit a job application or enquire about a potential position with us, or another person does
so on your behalf, we will ask you to provide relevant personal information about you. Further
details of the personal data that we collect, and of the basis on which we will process your personal
data, will be provided at the time.

Why and on what basis do we process your personal data?

Enquiries

When you make an enquiry, we will process the personal data that you give us, or we collect from
you or about you, so that we can supply you with the information that you have requested about
our services, on the basis that it is necessary for our legitimate interests in promoting and marketing
our services, or in order to provide a quotation for our services.

Clients

If you are or become a client (or the company or other person you represent is or becomes a client)
or a donor, we will process the personal data that you give us, or we collect from you or about you,
in order to perform the contract that we have with you (or the company or other person you
represent).

We will also process your personal data for internal record keeping, billing and accounting, and to
respond to any queries, complaints or requests for further information, and for the purposes of
archiving. The basis on which we do so is that it is necessary for our performance of the contract we
have with you (or the company or other person you represent), or is necessary for our legitimate
interests in managing our business and improving our services, and to comply with our legal and regulatory obligations.

In appropriate circumstances we will use the personal data that you provide or that we collect about
you on the basis that we are required to do so in order to comply with our regulatory obligations,
including those under applicable legislation such as that concerning money laundering, tax evasion,
crime prevention and fraud protection.

Staying in touch

We provide a wide range of additional services and information for our clients and our professional
and business contacts, such as news updates and events. We would like to use the details on our
database in order to inform you of these and the various services that we provide, on the basis that
it is necessary for our legitimate interests in promoting and marketing our services. If you wish us to
use your personal data in this way, please tick the relevant box or click the relevant link on the form
or in the email that we send you. All future marketing communications will also contain a simple way
to opt out of receiving any further marketing communications from us.

Who do we share your personal data with?

We will not use your personal data for any other purpose, or disclose it to any third party, without
your consent unless we are required to do so by law, or as mentioned in this section.

Other professionals and other bodies

In order to provide some of our services, we may use the input of third parties such as lawyers,
accountants and financial advisers, or we may refer you to such third parties, with your consent or
where this is necessary for the performance of our contract with you (or the company or other
person you represent). This will require the disclosure to such third parties of your contact details, as
well as further personal data about you which is relevant to the services they provide. We may also
be required to disclose your personal data to regulators, or where required to do so by order of the
court, or to Government departments and local authorities and similar bodies in order to comply
with legal obligations or to perform our contract with you (or the company or other person you
represent).

Data processing and other services

Some of our data processing or other services are supplied by third party providers, who will need to
have access to your data for that purpose. Such third party suppliers will be appointed on the basis
that they provide sufficient guarantees to implement appropriate technical and organisational
measures so that the processing will meet the requirements of the applicable Data Protection
legislation and ensure the protection of the rights of the data subjects, and will carry out processing
only on our written instructions, or where we have a legitimate interest in doing so, as indicated
above.

We may disclose your personal data if we are required to do so in order to comply with any legal or
regulatory obligation or request, or where we have a legitimate interest in doing so, such as in order
to enforce or apply our contract with you, to investigate potential breaches, or to protect our
property and rights or those of others. This may include exchanging information with other
companies and agencies for the purposes of credit risk reduction and to comply with legislation
concerning money laundering, tax evasion, crime prevention and fraud protection.

Professional or business contacts

If you are not a client (or a representative of a client) or a donor, but have provided us with your
professional or business contact details or other relevant personal data, we may share your personal
data with our other professional or business contacts or those of our other Group members, on the
basis that it is necessary for our legitimate interests in promoting and marketing our services, unless
you indicate otherwise.

How long do we keep personal data for?

If you contact us with an enquiry about our services but you do not subsequently become a client (or
the company or other person you represent does not do so), it is our policy to delete your personal
data after twelve months. If you are or become a client (or the company or other person you
represent is or becomes a client) or a donor, we normally retain contract information (including
personal data) for a minimum of 12 years after the end of the relevant contract or client
relationship.

We may agree with you to retain documents and personal data for a longer period, and in some
cases it may be necessary for us to do so, depending on the circumstances of the case, including
where it is necessary for us to retain the data for a longer period for regulatory reasons or for the
establishment, exercise or defence of legal claims.

Personal data relating to our professional contacts will be retained for so long as is necessary, or
until you indicate otherwise to us, but we will aim to update our contacts’ preferences on a periodic
basis.

Your rights as a data subject

As a data subject, you have certain legal rights (subject to certain exceptions under the Data
Protection legislation) including the right:

  • to access the personal data held about you and request a copy of it;
  • to ask us not to process your personal data for marketing purposes;
  • to withdraw at any time any consent you have given to receive marketing material from us,
    or in any other case where we process your personal data on the basis of a consent that you
    have given (and not on some other legal basis);
  • to ask us to rectify inaccurate personal data about you;
  • to ask for the restriction of personal data about you that is inaccurate, unlawfully processed,
    or no longer required;
  • to ask for the transfer of your personal data in a structured, commonly used and machine
    readable format where appropriate;
  • to ask for the erasure of personal data about you where processing is no longer necessary,
    or the legitimate interests we have in processing your personal data are overridden by your
    interests, rights and freedoms as the data subject; and
  • to make a complaint to the Information Commissioner’s Office, which can be contacted by
    post via: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow,
    Cheshire, SK9 5AF or by telephone via 0303 123 1113 (local rate) or 01625 545 745 if you
    prefer to use a national rate number.

Changes to this Privacy Policy

We may change this Privacy Policy from time to time. In the case of any substantial change, we will
notify you (where practicable) in writing or by email.

How to Contact Us

If you have any questions, comments or requests about this Privacy Policy, or would like to exercise
any of the rights you have, as set out above, please contact us:

  • by email to: lb@www.ladorsetagency.com
  • by post to: The Head of Internal Systems & Operations, LA Dorset Ltd, 85 Great Portland
    Street, First Floor, London, W1W 7LT.

LA Dorset Agency is incorporated in England and Wales as a private company limited by guarantee,
company number 11181746. Our registered office is at 85 Great Portland Street, First Floor,
London, W1W 7LT, England.