Privacy Notice

Privacy notice & Cookie Policy

Your right to privacy
Your right to privacy is particularly important to us and we take the security of your information seriously. We have strict policies in place to protect your data.

About The Document Warehouse (TDW)
The Document Warehouse UK Ltd (TDW), which includes the trading style The Document Warehouse International Compliance Office (TDWico) specialises in document management, archiving and data protection compliance solutions for our customers on & off-site managing their long-term archiving and document management needs.

TDW operates internationally focusing on Africa and Europe. TDW services government departments, police forces, banks, hospitals, telecommunication companies, national ports authorities, councils & municipalities, breweries, motor industries, legal and insurance companies just to name a few industry sectors we successfully operate in.

The Document Warehouse UK Ltd is uniquely placed to offer our customers the following as a full turnkey solution for any business:

  • DOC- U-BOX® (On-site archiving boxed system) TDW product only
  •  FileRite® Software (file management software exclusively owned by TDW)
  • Training (UK Commercial Laws, Data Protection Act, Health & Safety Laws, HMS Revenue and Customs Act, ISO Standard, National Archives, File Planning & Management)
  • Risk and Compliance Solutions
  • On-site File Management, Planning, Packing & Indexing, Sort, Catalogue Records 
  • Scanning Bureau
  • Consulting
  • Tape Rotation 
  • Outsourcing of trained archival staff
  • Project Management 
  • Rapid Retrieval Services
  • Off-Site Archiving
  • Certified end of life destruction of records
  • Off-Site Mail Room Services 
  • Archival Stationery Supplies

How we follow regulations
We are committed to compliance with all data protection regulations and are registered as a data controller with all relevant UK and EU data protection authorities that regulate the collection, storage, processing, disclosure, transfer, and destruction of personal data.
We have a Data Protection Officer who ensures the fair processing of your information in line with the regulations, who you can contact using the details below.
You also have the right to complain to the relevant data protection authority if you have any concerns.

Information we hold about you
We collect personal information about you when you apply for products or make use of our services.
Personal information we hold will include:

  • name, address, and contact information of clients, vendors, and members of the public
  • name, address, and contact information of prospects
  • information we need to set you up as a client and manage your ongoing service
  • information needed to deliver our services
  • information about the services you use, and related details
  • records of contact with you, such as notes, emails, and letters

How we use your personal information
We will only collect, use, hold or disclose personal information where we have a lawful basis to do so. This means information needed to provide you with a product or service, to satisfy legal or regulatory requirements, or where we have your consent. We will use your information to deliver our services to you, keep our records up to date and keep you informed of other relevant products or services that may be of interest to you where you have provided consent for that.
People who call us
When you call TDW, we may collect Calling Line Identification (CLI) information and record calls for training and monitoring purposes.
People who email us
Any email sent to us, including any attachments, may be monitored, and used by us for reasons of security and for monitoring compliance with office policy. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.
Details about our clients and vendors
When you become a client or vendor of TDW we need to process your personal data to service your account.
People who contact us via social media
If you send us a private or direct message via social media the message will be stored for three months.
Job applicants, current and former employees
When individuals apply to work for us, we will only use the information they supply to us to process their application and to monitor recruitment statistics.
Once a person has taken up employment, we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it.
Visitors to our websites
When someone visits our website, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. This information is only processed anonymously.
Use of cookies and links to other websites
We use cookies to track visitors to our websites to help us tailor the content and features to our customers’ interests and preferences. We sometimes link our websites and social media to other relevant sites. You should be aware that this privacy policy will not apply once you enter the other site.
We use a third-party service called Ionos to publish newsletters, host our email accounts and host our websites and we use their standard service to collect anonymous information about users’ activity on the site. For more information about how Ionos processes data see their privacy notice.

How we protect your information
The security of your information is especially important to us. We protect your information by maintaining physical, electronic, and procedural safeguards in relation to the collection, storage, and disclosure of personal data to prevent unauthorised access, accidental loss, disclosure, or destruction.

How we share your information
From time to time we may send information to, receive information from, or exchange your personal information with:

  • Other parts of the TDW Group to enable us to deliver our service to you and to allow us to manage our business
  • Partners or agents who support us to deliver our products and services to you, or that we refer you to, or that refer you to us
  • companies who perform essential services for us
  • regulators, courts, or other public authorities
  • the emergency services in the case of accident or emergency

We will only share or exchange data with third parties with the protection of a written agreement and the ability to oversee their activities, unless information is required for legal or regulatory reasons. Where we have relationships with other organisations that process your information on our behalf, we take care to ensure they have high data security standards.
If TDW is reorganised or sold to another organisation, we may transfer any personal information we hold to that organisation.

International Transfers
We may process data outside the territory in which it is being processed. When this is the case, we ensure the same privacy and security standards as in the USA, Europe, and UK.

How long we keep your information

We will keep your personal information only for as long as necessary to administer the accounts you have in line with regulatory and legal requirements and will destroy it securely when it is no longer needed.

How you can manage information we hold and how we use it
Data protection regulations mean you have rights over how we hold and use the information we hold about you:

  • You have the right to give your consent to us using your data for any activities we do not have a lawful basis to carryout, for example sending you marketing communications.  You can withdraw it at any time
  • You have the right to request access to the information we hold about you; this is called a Data Subject Access Request
  • You have the right to know who your data is shared with and why
  • You have the right to have your details updated if they are inaccurate and for information not required for lawful reasons to be deleted
  • You have the right to have automated processing and profiling restricted.
  • You have the right to request that information we process by automated means is sent to you or another nominated data controller in a commonly used electronically readable format

If you wish to action any of the above, please contact us using the details below.
Please do not include confidential information in e-mails.

The Telephone Consumer Protection Act (TCPA) and Do Not Call List
The US federal Telephone Consumer Protection Act (TCPA), related FCC regulations, and related court interpretations protect consumers from specific types of telemarketing.

The TCPA mandates that telemarketers:

  • Maintain and abide by a Policy;
  • Provide a copy of the Policy to requesting consumers;
  • Only make calls between 8 a.m. and 9 p.m. (local time of the person being called);
  • Only make calls and texts to numbers not on the National Do Not Call List (DNC);
  • Only make calls and texts to numbers not on the business’ internal do not call list;
  • Restrict the use of automatic telephone dialler systems (ATDS) to consumers that have given prior express consent to receive such calls;
  • Restrict the use of artificial or pre-recorded voice recordings to consumers that have given prior express consent to receive such calls;
  • Identify the caller name and location, and company name;

While TDW does work in partnership with some telemarketing organisations, TDW itself is not a telemarketer and does not engage in telemarketing.
Our partners, together with all employees, independent contractors, vendors, and any persons or entities we work with or purporting to act on behalf of TDW are strictly forbidden from making any telemarketing calls without first consulting with the legal department of TDW and being briefed on the required procedures for adhering to the TCPA, related FCC regulations and guidance, all court decisions related thereto and all applicable state laws.

TDW Cookie Policy
Use of cookies by the TDW Ltd
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
This cookie is used to remember a user’s choice about cookies on our website. Where users have previously indicated a preference, that user’s preference will be stored in this cookie.

We and our trusted partners use cookies and other technologies in our related services, including when you visit our Site or access our services.

A “cookie” is a small piece of information that a website assigns to your device while you are viewing a website. Cookies are helpful and can be used for various purposes. These purposes include allowing you to navigate between pages efficiently, enable automatic activation of certain features, remembering your preferences and making the interaction between you and our Services quicker and easier. Cookies are also used to help ensure that the advertisements you see are relevant to you and your interests and to compile statistical data on your use of our Services.

The Site uses the following types of cookies:

  • ‘session cookies’ which are stored only temporarily during a browsing session to allow normal use of the system and are deleted from your device when the browser is closed;
  • persistent cookies’ which are read only by the Site, saved on your computer for a fixed period and are not deleted when the browser is closed.  Such cookies are used where we need to know who you are for repeat visits, for example to allow us to store your preferences for the next sign-in;
  • ‘third party cookies’ which are set by other online services who run content on the page you are viewing, for example by third party analytics companies who monitor and analyse our web access.

Most cookies do not contain any information that personally identifies you, but Personal Information that we store about you may be linked, by us, to the information stored in and obtained from cookies. You may remove the cookies by following the instructions of your device preferences; however, if you choose to disable cookies, some features of our Site may not operate properly, and your online experience may be limited.

Browsealoud cookies
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Browsealoud is a speech, reading and translation tool that visitors can use throughout the website. These cookies are used to remember Browsealoud user settings and preferences, except for the _baga cookie, which is a Browsealoud specific Google Analytics cookie.

Universal Analytics (Google)
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These cookies are used to collect information about how visitors use our website and WordPress blog. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website and blog, where visitors have come to the website from and the pages they visited.
Read Google’s overview of privacy and safeguarding data

YouTube cookies
PREF*
VSC*
VISITOR_INFO1_LIVE*
remote_sid*

We embed videos from our official YouTube channel using YouTube’s privacy-enhanced mode. This mode may set cookies on your computer once you click on the YouTube video player, but YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode.
Read more at YouTube’s embedding videos information page.

PREF – * Expires after eight months
VSC – * expires at the end of your session
VISITOR_INFO1_LIVE – *expires after eight months
remote_sid – * expires at the end of your session

How do I change my cookie settings?
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout

Complaints or queries
We always do our best to meet the highest standards when collecting and using personal information. For this reason, we take any complaints very seriously and encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading, or inappropriate.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below

This Privacy Policy does not apply to the practices of companies that we do not own or control, or to individuals whom we do not employ or manage, including any of the third parties which we may disclose information as set forth in this Privacy Policy.

Contacting TDW
Address: Document Park, Castle Road, Sittingbourne, Kent. ME10 3JP
Phone: +44 (0)844 826 4686
Email: info@thedocumentwarehouse.co.uk
Website: www.thedocumentwarehouse.co.uk

Changes to this Notice
We regularly review this notice. Last updated June 2019