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Privacy statement

Your personal data is protected under the EU General Data Protection Regulation, and Digital Workplace Forum Group Ltd., trading as Digital Workplace Group (DWG), is committed to protecting and respecting your privacy. DWG only collects data from you that is necessary to provide you with the services you expect from us.

This privacy statement explains when and why we collect personal information about people who visit our website, how we use it, the conditions under which we may disclose it to others, and how we keep it secure. It also explains how you can access, update, amend and delete your data.

When submitting a contact form or survey response you are accepting and consenting to the practices described in this privacy statement. In this privacy statement, “we”, “us” and “our” means Digital Workplace Group (DWG) and “you” and “your” means the individual who is using the website.

This statement describes:

  1. when we collect information about you
  2. which type of information we collect about you
  3. how this information is stored
  4. how, if and when this information is used
  5. how we keep your personal information safe

Table of Contents

Who we are and how to contact us

DWG is a strategic partner, covering all aspects of the evolving digital workplace industry through membership, benchmarking and consultancy services. DWG provides independent expertise to more than 100 leading corporations and public institutions to advance client intranets and broader digital workplaces, through peer learning, independent evaluations and practitioner expertise.

DWG is the data controller responsible for the information collected via this website and/or contracts we have with you.

You can access, update, amend and delete your data held by DWG using the email address admin@digitalworkplacegroup.com or by writing to us at Digital Workplace Group, 30 City Road, London EC1Y 2AB.

When do we ask for personal information?

We may ask for personal information when you:

  • subscribe to a DWG newsletter via our website
  • submit a “Contact us” form on our website or DWG member extranet
  • respond to a survey on our website or DWG member extranet
  • download resources from our website, e.g. sample research
  • register to attend a DWG event or request information about an event
  • enter into a contract or are involved in contractual negotiations with DWG
  • become a member and set up a profile on the DWG member extranet
  • participate in a DWG contest or award programme (e.g. Digital Workplace of the Year)
  • access the resource library on the DWG member extranet to look at resources, including blog posts, videos and research.

What type of information is collected from you?

The personal information we collect from you is your name, address, work email address, encrypted record of login passwords, job title, company, telephone number, IP address and information regarding which pages are accessed and when.

The law on data protection sets out a number of different reasons for which a company may collect and process your personal data.

Legitimate interest

As a business-to-business (B2B) organization we process your personal data for the purposes of our “legitimate interests” in a way which might reasonably be expected as part of running our business and which does not materially affect your rights, freedoms and interests. We will process your data for the purposes of our legitimate interests in order to:

  • tell you about B2B services we offer in order to establish whether or not they would be of interest to you
  • invite you to events we are hosting
  • notify you about our latest podcasts and research as they become available
  • share industry news and insights
  • provide you with research reports and information as requested by you
  • supply and manage any services we provide to you, including access to the DWG members' website
  • carry out our obligations arising from any contracts entered into by you and us
  • seek your views and comments to improve and develop the services we provide
  • notify you of changes to our services.

You can unsubscribe at any time by using the “Unsubscribe” link on DWG emails or by emailing us at admin@digitalworkplacegroup.com. You can also give your consent to be contacted again should you so wish at admin@digitalworkplacegroup.com. Members can change their preferences on the members’ extranet at any time.

Contract

In certain circumstances we need your personal data to comply with our contractual obligations. For example, if you are, or plan to become, a DWG member or consultancy client, we will, in addition to the above, also process your personal data under contract: a. When in discussions with you about entering into a contract. b. When we have a contract with you.

Consent

In specific situations we can collect and process your data with your consent. When you complete an online form you will be asked for your consent to send you newsletters and updates. If you choose not to opt-in, we will not send you newsletters and updates. If you wish to consent to these things at a later date, you can do so by contacting us at admin@digitalworkplacegroup.com.

How long is your information held?

We hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us, or until you ask us to delete your information. Some information we hold will be retained to fulfil our legal and/or statutory obligations, for example, because of our obligations to the tax authorities or in connection with anticipated legislation.

Who has access to your information?

We only share your information with third parties in order to provide the services detailed in this privacy statement or which you expect from us as part of your contract. We make sure that the third parties which handle your information are GDPR compliant, that your data is secure and that your privacy is protected.

  1. We will not sell or rent your information to third parties.
  2. We will not share your information with third parties for marketing purposes without explicitly asking for your permission ahead of time.
  3. We will not make use of your information for any reasons not outlined in this privacy statement without your consent unless we're under a duty to disclose your personal data in order to comply with a legal obligation.

Contact forms submitted to us are held by Wufoo and Mailchimp. Access to information is by user name and password combinations. We advise you to look at Wufoo and Mailchimp’s respective Privacy Statements for more information.

Survey responses are held by SurveyMonkey. Access to information is by user name and password combinations. We advise you to look at SurveyMonkey’s Privacy Statement for more information.

Does DWG transfer your information outside Europe?

As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (EU). This may happen if any of the hosted servers or hosted infrastructure on which our services and tools are based are from time to time located in a country outside the EU. We will only transfer to those countries or organizations outside the EU that can demonstrate they are GDPR compliant, for example, those that participate in and have certified their compliance with the EU-U.S. Privacy Shield Framework and Swiss-U.S. Privacy Shield.

By submitting your personal data you are agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will do our best to ensure that appropriate security measures are taken so that your privacy rights continue to be protected as outlined in this Privacy Statement.

If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.

What are your rights?

We recognize that you have rights as a “data subject” and that we have an obligation to uphold these. This privacy statement outlines how we are transparent in our processing. You can get in touch with us to find out more information or to exercise any of your rights set out below.

You are in control of your data and can restrict and object to the way we use it. You also have the right to be informed about your data, to access and amend it, update and delete it.

You also have the right to obtain all the data we hold about you and reuse it for your own purposes. This is known as “data portability”.

How can you access, update, amend and delete your data?

You have the right to ask for a copy of the information we hold about you. You can do this by emailing us at admin@digitalworkplacegroup.com or writing to us at Digital Workplace Group, 30 City Road, London EC1Y 2AB.

If you would like DWG to make changes to or delete your data, or the ways in which we process your data, please contact us at the following email address: admin@digitalworkplacegroup.com.

What security precautions does DWG have in place to protect the loss, misuse or alteration of your information?

When you give us personal information we do our best to ensure that it is treated securely to prevent misuse, loss or unauthorized access in accordance with GDPR. For further information on how your information is used and how we maintain the security of your information, please email us on admin@digitalworkplacegroup.com.

If you feel your privacy is being infringed in any way by using the DWG member website, please contact a member of our web team on: admin@digitalworkplacegroup.com.

How do I contact the regulator?

If you feel your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

You can contact them by calling 0303 123 1113 or go online to the “Report a concern” page of the ICO site: www.ico.org.uk/concerns (opens in a new window; please note we can't be responsible for the content of external websites).

Does DWG use cookies?

Cookies are text files used by your computer's browser to store visitor session data. Cookies, by themselves, do not identify the individual user. Cookies are commonly used on the internet and do not harm your system.

DWG uses cookies to ensure your privacy and to store login details for our secure site. We also use cookies to gather information about how you use our sites and to evaluate the effectiveness of any advertising and promotion.

DWG does not store any personal information in cookies on any computer you may use that can be used to identify you.

It is possible to switch off cookies by setting your browser preferences. Turning off cookies may result in a loss of functionality when using our website. For more information on cookies, visit our website.

Our website may contain links to other websites run by other organizations. This privacy statement applies only to our own website, so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy statements and practices of other sites, even if you access them by using links from our website. In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy statements and practices of the owners and operators of such third party sites and recommend that you check their respective privacy statements.

When was this privacy statement last reviewed?

We protect your information; our business depends on it. We keep this privacy statement under regular review. This privacy statement was last updated in May 2018.

What else should I know about my privacy?

Please keep in mind that whenever you voluntarily disclose personal information online (for example, on message boards, through email, or in chat areas) that information can be collected and used by others. In short, if you post personal information online that is accessible to the public, you may receive unsolicited messages from other parties in return.

Please be careful and responsible whenever you are online.

If you feel that your privacy is being infringed in any way by using the DWG website (or DWG’s member extranet if applicable), please contact a member of our web team at: admin@digitalworkplacegroup.com.

Who do I contact for additional questions?

Should you have additional questions about our privacy practices and data processes, please contact us at admin@digitalworkplacegroup.com and a member of the DWG team will be in touch shortly.

Supporting documents

DWG is a trademark of the Digital Workplace Forum Group Limited, UK. Company No.: 02776450 | © 2018 Digital Workplace Forum Group