Privacy policy

ALLDOQ is a secure cloud based data platform for medico-legal experts owned and operated by Alldoq Limited, Martin Dawes House, Europa Boulevard, Westbrook, Warrington WA5 7WH.

This Privacy Notice explains how ALLDOQ uses any information we collect in a lawful, fair and transparent manner, in line with UK General Data Protection Regulation (UK GDPR). 

Service provided 
Data storage and processing platform to enable expert witnesses advising in medico-legal cases to gather, organise, easily access and report upon numerous files. 

The information we collect 
In order for us to provide you with the ALLDOQ platform, we collect and process personal data (information).   

Websites 
We collect and process any data you may provide through this website when you purchase the ALLDOQ product or you sign up to our newsletter. We also collect information about you from our website alldoq.com using cookies. For more information on cookies, please see below. 

Service contracts 
We collect your information when you purchase our products or services such as name, organisation name, email address, contact telephone numbers, and organisation finance details to fulfil our service contract. 

Helpdesk/customer support  
As part of our ongoing improvements to the quality of our service we record calls to our helpdesk. All call recordings are stored securely on a UK server and are retained for 3 months.  

Market research 
ALLDOQ undertakes market research to identify staff members of limited companies and  incorporated partnerships who would benefit from being kept informed as they may require the ALLDOQ product. 

The types of personal data ALLDOQ collects 
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows: 

• Identity data includes [first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender]. 
• Special category data includes [Health/medical information – including clinical records, radiology, legal/court documentation, occasionally photographs & videos]. 
• Contact data includes [billing address, delivery address, email address and telephone numbers]. 
• Financial data includes [bank account and payment card details]. 
• Transaction data includes [details about payments to and from you and other details of products and services you have purchased from us]. 
• Technical data  includes [internet protocol (IP) address, your login data, 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 this website].  
• Profile data includes [your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses].  
• Usage data includes [information about how you use our website, products and services].  
• Marketing and communications data includes [your preferences in receiving marketing from us and our third parties and your communication preferences].

How we use your information 
We use your information to:- 

• access and respond to your enquiry in connection with our services. 
• engage in communication with you via multiple channels such as emails, telephone, chat etc. 
• enable us to deliver the requested services 

We further use your data to:-

• contact you to arrange a meeting or to discuss/clarify some elements of your enquiry. 
• engage with you during the course of the provision of Services. 
• share with you promotional information about our services you have expressed an interest in. 
  

In the course of our service provision your data will be shared with the following 3rd parties:-

• Involve Visual Collaboration Ltd 
• Sendgrid (email alerts/notifications) 
• Twilio (SMS alerts/notifications) 
• Stripe (payment processing platform)

We also use a 3rd party – Redcentric PLC who provide secure data centre services, internet and HSCN connectivity. However, they have no access to any of your organisation’s data. Their privacy notice can be seen here: redcentricplc.com/privacy-and-cookie-policy. We store your information on our servers in the UK and with our cloud service providers.   

The information is kept for the length of the contract and deleted on termination of the contract, unless all or part of the information must be retained for legal purposes such as tax records. 

Any third parties that we share your information with are obliged to keep your details securely and to use them only to fulfil the service they provide to you on our behalf. When they no longer need your information to fulfil the service, they will delete or return the information in line with ALLDOQ’s procedures or instructions.

Your choices and obligations 
We will process (collect, store and use) the information you provide in a manner compatible with United Kingdom data protection law. We will endeavour to keep your information accurate and up-to-date. 

Your rights  
At any point while we are in the possession of or processing your information, you have the following rights:- 

• To be informed – through the details in this privacy notice.
• To have access – to request a copy of the information we hold about you (please see below).
• To rectification – to correct information about you that is inaccurate or incomplete.
• To erasure – in certain circumstances, you can request that the information that we hold about you is deleted from our records.
• To restrict processing – where certain conditions apply, you can suspend processing of your information.
• To portability – to have the information we hold about you transferred to another organisation.
• To object – to object to certain types of processing of your information.
• To object to automatic processing including profiling – to object to the legal or similar effects of processing or profiling.

Where applicable we will notify the relevant 3rd parties and ensure that your request is carried through. 

Finding out about information we hold on you 
If requested, we can confirm what information we hold about you and how it is processed, such as:-       

• Identity and contact details of the person or organisation that has determined how and why to process your information.
• The lawful basis and purpose of the processing of your information.
• The types of information collected, stored or processed.
• If we transfer your information to a third party, who they are, where they are based and how we ensure this is done securely.
•  How long your information will be kept.
• Options of how to correct, erase, restrict, withdraw consent or object to such processing, and any possible consequences of your actions.

If you would like to exercise any of your rights or lodge a complaint, please contact our DPO using the following contact details: 

	Data Protection Officer
Address:	ALLDOQ Ltd, Martin Dawes House, Europa Boulevard, Warrington WA5 7WH
E-mail:	DPO@Alldoq.co.uk
Tel. No.:	01925 918187

Please note that you might be asked to provide some of form of ID to prove your identity. 

While we are processing your request, we might contact you to address some clarification or queries that we might have to ensure we provide you with the correct data. While you have the right to your data you do not have the right to other people’s data and ALLDOQ has the obligation to protect other people’s data.  

Should we found ourselves in a position where we have to reject your request, we will provide you with a justification.  

If you have any complaints, you have the right to contact the Information Commissioner’s Office directly (ico.org.uk). However, we would appreciate if you could give us the chance to address your complaint and put it right first.  

Other Important Information 

Lawful Basis for Processing Your Information 

ALLDOQ collects and processes your information using one of the following lawful reasons:-

• Contract obligation – collecting and processing your information is necessary for the preparation or performance of a contract for the ALLDOQ platform.
• Consent – you have freely given informed, clear consent for us to process your information for a specific purpose; you can withdraw consent at any time by using the unsubscribe option in any marketing email or through the ALLDOQ’s Data Subject Consent Withdrawal form by contacting the Data Protection Officer. 
• Legal obligation – collecting and processing your information is necessary to comply with UK Law, such as tax records.
• Legitimate interests – collecting and processing your information is necessary for the legitimate interests of ALLDOQ and staff members of limited companies and incorporated partnerships, who need to kept informed as they may potentially require ALLDOQ’s product.

Cookies
Website usage information is collected using cookies.  We use cookies to track your browsing and optimise our website and marketing efforts by using visitor tracking software. 
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 to manage and delete them visit aboutcookies.org. 
To opt out of being tracked by Google Analytics across all websites visit tools.google.com/dlpage/gaoptout. 
Below are the types of cookies being used on our website:-

• User identification cookie – This holds a unique reference which identifies the visitor each time that they return to the site.  This cookie is held for a 10 year duration.  If a user upgrades their browser within this time, the cookies will be cleared.
• Session identification cookie – This holds a unique reference which allows the current tracking to be related to a single session.  This cookie is held for 30 minutes.
• Pop-up window – This records the current state of the pop-up window.  This cookie is held for the duration of the user’s session.
• Temporary cookies – These are used to ensure that the data which has been captured is recorded and transmitted to the servers.  These cookies are deleted after a positive response is received from the tracking servers. 

Other websites 

Our website contains links to other websites. This Privacy Notice only applies to this website so when linked to other websites you should read their own privacy notices.