General Data Protection Regulations & Data Privacy Statement
At Fretwell-Downing Hospitality Limited (FDH) we take data privacy very seriously and we are committed to protecting and respecting the rights of all individuals. We are dedicated to ensuring the confidentiality and privacy of information entrusted to us and aspire to be transparent when we collect and use personal data.
Our data security processes meet ISO27001:2013, we invest to protect your data, have never sold and will never sell your data to third parties.
Our only purpose for collecting your data is to improve your experience of interacting with us whether that is through your day to day work, your search for career advancement, and/or the use of our Products, Services and Solutions.
Our Privacy Statement explains the personal information we collect from you, why we do this and how the data is collected; and confirms the choices you can make, and how you can control the data, we collect.
The Types of Personal Information We Collect
Information You Provide to Us:
We collect information you voluntarily provide to us:
- when you want to learn more about the products, services and solutions available from FDH,
- during the course of working.
Information We Collect Automatically
We automatically collect information about you, such as functional data and additional usage data this regards your use of Saffron or information collected by cookies and similar technologies when you use, access or interact with us via our websites or solution.
We may, for example, collect information about the type of device you use to access our websites, your operating system and version, your IP address, your general geographic location as indicated by your IP address, your browser type, the webpages you view on our website and application and whether you interact with the content available.
Information Obtained from Other Sources
We may receive information about you from other sources, including third parties, such as suppliers and partners with whom we offer services or engage in joint marketing initiatives such as trade conferences and events. We may also receive information about you when, for instance you interact with us via social media platforms. We protect data obtained from third parties according to the practices described in this Statement and we also apply any additional restrictions imposed by the source of data.
Customer Interactions with FDH
To make the information in this Statement easy to understand, we have highlighted different occasions when FDH collect personal information. The customer interactions with FDH are broken down into the following segments:
Learning about FDH
As you gather more information about FDH, you may virtually or physically interact with us where we will capture information; examples include browsing our website, communicating with our personnel or attending events. To learn more about FDH products, services and solutions, you may voluntarily provide personal information, such as your name and email address, company and position during these interactions. We may also collect information about you online via cookies or similar technologies when you visit our websites.
- We collect: name, email address, company name and address, job title, IP address, and information provided by cookies or similar
- Why: We use this information to share news about events, insights, products, services and solutions offered by FDH. Additionally, the IP address helps us to better understand our website visitors’ geographical information, so that we can improve our website for.
- Lawful basis: We have a legitimate interest to process your personal data for these purposes.
Buying from FDH
Once you have decided to buy from FDH you will be asked to provide information so that we can complete your purchase.
- We collect: The information noted above plus contact number, delivery/shipping address, and payment
- Why: We use this information to complete your transaction, carry out any follow up with you about your purchase, assist with delivery of your solution, help with any delivery issues, manage returns, and other issues related to your purchase of our products, services and/or solutions.
- Lawful basis: Processing your personal data for this purpose is necessary to fulfil the contract agreement we have with you.
Using Support, Services & Solutions Provided by FDH
There are four main reasons we collect information from your use of FDH Support, Services & Solutions:
- To offer you information necessary for the performance of the agreement we have with you.
- To offer you control over your Products and Solutions necessary for the performance of the agreement we have with you.
- To review and improve our Support and Services.
- To provide application Support and Implementation.
This data is absolutely necessary for the provision of FDH Support, Services & Solutions.
- We collect: This data includes your name, email address, job title, telephone number, company name and address. We also record things like version numbers, modules and browsers used by you or your
- Why: We collect this information to give you the best and most efficient customer support possible. For instance, for customer enquiries and technical questions, we use contact information to respond to using phone, email and/or social for technical problems, we use system diagnostic data to effectively troubleshoot the issue. For product returns and/or exchanges, we use contact information to ensure successful product receipt and/or delivery.
- Lawful basis: Processing your personal data for this purpose is necessary to fulfil the contract agreement we have with you.
Application User Accounts
In order to access an FDH application such as Saffron or Connect you must do so via an authorised user account which is administered and maintained by your employer organisation. The format of your user name and password complexity, and whether or not your email address is recorded for access to our applications, are determined by the policy of your organisation.
- We collect: An email address is required if your organisation wishes to enable the facility for you to be able to reset your own password. If an email address is not provided, password resets have to be actioned by your organisations system administrator.
- We collect: Within the application, certain user activity, such as invoice approval, is logged for system audit purposes. This information may be used by your organisation to administer its own operational processes.
Please note the following:
Application User Account Management: FDH does not administer your application user account details. Should you wish your account details to be amended, such as user name or email or for your details to be removed from your account please contact your organisation’s system administrator. FDH will not make changes to user’s applications accounts for security reasons.
Marketing: FDH will not use user account names and email addresses stored in the application for the purposes of marketing. Please note, regardless of your marketing communication preferences, we will continue to communicate with you regarding changes to terms and conditions, policy updates, FDH Product software updates, routine customer service messages, service interruptions, data breaches or other significant information such as version updates or discontinuation of support.
In order to improve your experience with, and to improve the Products, Services & Solutions offered by FDH, that meet the needs and expectations of our customers, we collect the following Additional Data.
We collect: Additional Data on the legal basis for processing your data for recruitment is our Legitimate Interest in operating our business.
Why: We collect this information so that we can ensure the Products, Services & Solutions offered by FDH are functioning properly, determine what types improvements would please our customers most and to help predict potential problems with our Products, Services & Solutions.
Lawful basis: We have a legitimate interest in collecting this data to help us with product design and improvements in user experience.
How We Use Personal Information
FDH uses the data we collect to provide you with the Products Services and Solutions we offer, including the use of essential data to improve and personalise your interaction with us. We also use the data to communicate with you, for example, informing you about your account, new products or services available, security and other types of updates.
FDH uses the data for the following purposes:
- Your Product Experience
- Customer Support
- Product, Service & Solution Improvement
- Security, Safety, and Dispute Resolution
- Business Operations
- Communication, Marketing and Advertising
Your Product Experience
We use data to provide, operate, support and improve the Products, Services & Solutions offered by FDH to ensure our customers can utilise our Product, Services & Solutions as effortlessly as possible. This processing is necessary for the performance of the agreement we have with you.
We use data to respond to customer enquiries, diagnose Product and/or Solution problems and provide other customer care and support services. This processing is necessary for the performance of the agreement we have with you, as well as to serve our legitimate interest.
Product, Service & Solution Improvement
We continually use data for research purposes to help develop and improve the Products, Services & Solutions we offer, including maintaining and improving the performance of our Products, Services & Solutions, developing and adding new features or capabilities, and using usage data to determine what new features to prioritise. This processing is necessary to serve our legitimate interest.
Security, Safety and Dispute Resolution
We use data to protect the security and safety of the Products, Services & Solutions offered by FDH and our customers, to resolve disputes and enforce our agreements. This processing is necessary to serve our legitimate interest.
We use data to develop aggregate analysis and business intelligence that enable us to operate, protect, make informed decisions, and report on the performance of our business.
Your right to object to processing – You have the right to object to processing if we are using legitimate interests as our lawful basis.
Communication, Marketing and Advertising
To give you a better understanding of the personal information we collect and use in different occasions you may interact with FDH, please see the sections below.
How We May Share Personal Information
FDH does not and will not sell personal information about our customers. We only disclose your data as described in this Statement. We may share information with the following types of third parties.
Third Party Vendors
When required FDH works with third-party vendors to carry out services such as website management and hosting, online purchase management, shipping and email communications. We only share your personal data as necessary to complete a transaction, provide a Product, Service or Solution you have requested or authorised and only with vendors or agents working on our behalf for the purposes described in this Statement. In this case, your personal information will be shared with these agents or contractors but only for the purpose of performing services on behalf of FDH and in accordance with this Statement. It is our legitimate interest to process your personal data for these purposes.
When legally required, strictly necessary for the performance of the services or to protect our rights we disclose your personal information to law enforcement authorities, investigative organisations or when requested in legal proceedings.
Sale or Merger We may share your personal information in the event of a merger, acquisition, or sale of all or a portion of our assets. Of course, we shall notify you via email and/or a prominent notice via our website and application informing you of your rights.
The Lawful Basis for Using Personal Information
There are different lawful bases that we rely on to use your personal information, namely:
Performance of a contract
The use of your personal information may be necessary to perform the agreement you have with us. For example, to fulfil your contract with or complete your purchase with FDH, to register and maintain your account, to help with delivery issues, to manage returns, to register your FDH system and to make sure that your FDH Solution performs its basic functions in a secure way or to respond to your requests.
We may use your personal information for our legitimate interests. For example, we rely on our legitimate interest to analyse and improve the Products, Services & Solutions we offer and the content on our websites and application, to send you notifications about software updates or information about FDH Products, Services & Solutions or to use your personal information for administrative or legal purposes.
Where we process your personal information based on our legitimate interest you may exercise your right to object by sending an email to firstname.lastname@example.org.
Security, Storage and Retention of Personal Information We Collect
FDH is committed to protecting the security of your personal information and meet the criteria of ISO27001:2013. We take reasonable precautions to guard the personal information including the use of a variety of security technologies and procedures to help protect your personal data from unauthorised access, use or disclosure. For example, all systems holding personal data are in controlled facilities with, managed, limited access and we ensure that our third-party data centre vendors provide adequate security measures.
Additionally, your data is protected with encryption, such as HTTPS, during transition over the Internet. Please note, your password is stored using one-way hash, which means that it cannot be recovered (or disclosed) by anyone, including FDH, it can only be reset.
You can only access your FDH account information and our service through the use of an individual user login and password. To protect the confidentiality of personal information, you must keep your password confidential and not disclose it to any other person. Please notify your system administrator, or us, immediately if you believe your password has been misused.
You should always log out and close your browser when you finish your session. Please note, we will never ask you to disclose your password in an unsolicited phone call or email.
If you have any questions about the security of your personal information, you can contact us at email@example.com
FDH is dedicated to keeping your data safe. We are certified under ISO27001 as having put technical and organisational policies and procedures in place to protect personal data from loss, misuse, alteration or destruction. We ensure that access to your personal data is limited only to those who need to access it and those individuals are required to maintain the confidentiality of such information. Where necessary, we apply encryption and anonymisation techniques in efforts to further protect personal data.
FDH will retain your personal information for as long as we deem it necessary to enable you to use our websites, the Products and Solutions we offer, to provide Services to you, to comply with applicable laws (including those regarding document retention), resolve disputes with any parties and otherwise as necessary to allow us to conduct our business. All personal information we retain will be subject to this Privacy Statement and our internal retention guidelines. If you have a question about a specific retention period for certain types of personal information we process about you, please send an email to firstname.lastname@example.org
We want you to be in control of how your personal information is used by us. Subject to the relevant legislation, you can do this in the following ways:
- you can ask us for a copy of the personal information we hold about you;
- you can inform us of any changes to your personal information, or if you want us to correct any of the personal information we hold about you;
- in certain situations, you can ask us to erase, block or restrict the personal information we hold about you, or object to particular ways in which we are using your personal information; and
- in certain situations, you can also ask us to send the personal information you have given us to a third party
Where we are using your personal information on the basis of your consent, you are entitled to withdraw that consent at any time. Moreover, where we process your personal information based on legitimate interest or the public interest, you have the right to object at any time to that use of your personal information.
We rely on you to ensure that your personal information is complete, accurate and up to date. Please do inform us promptly of any changes to or inaccuracies in your personal information by contacting privacy@Fdhospitality.com We will respond to your request as soon as possible and within a maximum of 30 (thirty) days.
We are committed to working with you to obtain a fair resolution of any complaint or concern you may have about our use of your personal information. If, however, you believe that we have not been able to assist with your complaint or concern, you may have the right to file a complaint with the data protection authority.
Your Communication, Marketing and Advertising Preferences
You can opt out of receiving direct marketing communications from FDH by following the instructions included in every email sent to you via the “Unsubscribe” tab. We respect your choice, and we will stop sending you promotional emails once you unsubscribe.
Please note, regardless of your marketing communication preferences, we will continue to communicate with you regarding changes to terms and conditions, policy updates, FDH Product software updates, routine customer service messages, service interruptions, data breaches or other significant information such as version updates or discontinuation of support.
Advertising and Modern Marketing Tools
To help more people understand the benefit of using the Products, Services and Solutions offered by FDH, we use several modern marketing tools in support of our marketing efforts.
How to Contact Us
If you have any questions about the use of your personal information, please email email@example.com
Unless otherwise stated, FDH, is a data controller for personal data we collect through the www.fdhospitality.com and other communication media relating to the Product, Services & Solutions subject to this Privacy Statement.
The Data Protection Officer for FDH can be contacted at our address is Unit One, 1 Hawke Street Industrial Estate, Hawke Street, Sheffield, South Yorkshire, United Kingdom, S9 2SU or via email at firstname.lastname@example.org
Changes to Our Privacy Statement
FDH may modify or update this Statement when necessary, to reflect customer feedback and changes in the Products, Services & Solutions we offer. When we update this Statement, we will revise the ‘Last Update’ date and Revision reference at the top of the Statement. If there are material changes to the Statement or in how FDH uses your personal data, we will inform you either by posting a notice of such changes, prior to them taking place, or by directly sending you a notification. We encourage you to regularly review this Statement to learn more how FDH.