DEMENTIANET CIC CUSTOMER AND WEBSITE PRIVACY NOTICE
WHAT WILL THIS PRIVACY NOTICE TELL ME?
This privacy notice describes how we collect, store, and use personal information about you if you are a prospective, existing or former customer, or work for a prospective, existing or former customer of DementiaNet CIC, or when you use our website. We may update this notice at any time.
WHO ARE WE?
“We”, “our” or “us” means DementiaNet CIC (“DementiaNet”). Our company number is 15444439. Our registered office is at Corvette House 24 Falcon Court, Preston Farm Industrial Estate, Stockton-On-Tees, England, TS18 3TX.
We are registered with the UK supervisory authority, Information Commissioner’s Office (“ICO”) in relation to our processing of personal information under registration number [insert].
We are the controller of your personal information. This means that we are responsible for deciding how we collect, store, and use personal information about you.
If you have any questions about this privacy notice, please contact us at admin@dementianet.com.
WHAT PERSONAL INFORMATION DO WE COLLECT ABOUT YOU, HOW WILL WE USE IT, AND WHAT IS OUR LEGAL REASON FOR USING IT?
We have set out below what personal information we collect about you, our purposes for using it, and our legal reason for doing so.
When you browse our website (including our mobile website)
What personal information do we collect?
We will collect, store, and use the following personal information about you from our website:
your browsing patterns on our website;
information about your device;
your location data;
details of the pages you have viewed;
products you have added to your subscription; and
information about whether you have opened our website through a link in our email updates or online adverts.
We use both essential and non-essential cookies on our website.
How we use your personal information
Our purposes of collecting, storing, and using your personal information is to:
recognise you and your device and store information about your preferences;
personalise our website to you and show you the content we think you will be most interested in based on your usage;
enable you to watch videos on our website;
allow you to connect with us and our content on social media;
ensure the smooth running of our website and provide you with a good experience when you browse our website;
analyse your use of our website to show us how you found and move around our website e.g. by counting visits, how long you stayed on the website, the average number of pages viewed. This helps us to improve our website and optimise performance (some of this data will be aggregated or statistical, which means that we will not be able to identify you individually); and
show you more targeted advertising when you visit other websites.
Our legal reason for using your personal information
We use strictly necessary or essential cookies on our website to collect your personal information on the basis that it is in our legitimate interests to do so. We consider it is our legitimate interest for our website to be able to run properly. Where we only use essential cookies, we will not collect, store, and use any of your personal information.
We use non-essential cookies on our website to collect your personal information only if you have given us your consent. You can withdraw your consent at any time by deleting our cookies or by managing your browser’s cookies preferences. For more details on how to manage your preferences please see the guidance on cookies published by the ICO or www.allaboutcookies.org.
Full details of the cookies we use and how we use them can be found in our https://dementianet.com/cookie-policy.
If you are a prospective customer and ask for further details about DementiaNet and the products and services we offer
What personal information do we collect?
We collect, store, and use the following personal information from you:
first name;
last name;
title;
role (only if you are a business customer);
the organisation you work for (only if you are a business customer);
telephone number; and
email address.
How we use your personal information
Our purposes of collecting, storing, and using personal information is to:
identify you as a prospective customer;
contact or follow up with you about our products and services;
arrange calls or meetings with you (only if you are a business customer); and
set up account demonstrations (only if you are a business customer).
Our legal reason for using your personal information
We will use personal information on the basis that it is in our legitimate interests to identify you and contact you with further information about our products and services, demonstrate our product offerings (if applicable), and manage and assist with the conclusion of a contract with you or the organisation you work for. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal information for our legitimate interests.
If you are a business customer or work for a business customer and choose to create an online account with us
What personal information do we collect?
We collect, store, and use the following personal information from you:
first name;
last name;
title;
role;
the organisation you work for;
telephone number;
email address;
username;
IP address; and
payment information should you purchase any of our products and services (if appropriate).
How we use your personal information
Our purposes of collecting, storing, and using personal information is to:
set up, administer, and maintain your account;
identify you and/or the organisation you work for;
process payment (if appropriate);
make our products and services available to you or the organisation you work for;
send you updates about our products and services if you have signed-up on our website;
communicate with you about your account and the features and benefits of DementiaNet and to improve your experience;
provide customer support (discussed below).
Our legal reason for using your personal information
We will use personal information on the basis that it is in our legitimate interests to set you up with an account, administer, and maintain it. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we use your personal information for our legitimate interests.
If you are a consumer customer and you choose to create an online account with us
What personal information do we collect?
We collect, store, and use the following personal information from you:
first name;
last name;
title;
telephone number;
email address;
username;
IP address;
credit card details or other payment information should you purchase any of our products and services; and
any other information which you may choose to add to your account in case you become affected by dementia, Alzheimer’s or other condition that means you will be unable to communicate these to family or friends relating to keeping a record of your:
assets (things you own, like money, property, or valuable items);
accounts (places where you keep your money, or pay for a service such as broadband or video streaming);
checklists;
care plans; and
wishes (things you want or hope for in the future).
How we use your personal information
Our purposes of collecting, storing, and using personal information is to:
set up, administer, and maintain your account;
identify you as a customer;
process payment (if appropriate);
make our products and services available to you;
send you updates about our products and services if you have signed-up on our website;
communicate with you about your account and the features and benefits of DementiaNet and to improve your experience;
provide customer support (discussed below).
Our legal reason for using your personal information
We will use your personal information on the legal basis that it is necessary for us to provide our products and services under our contract with you.
If you ask someone to create an account and record your assets, accounts and wishes
What personal information do we collect?
We collect, store, and use the following personal information from you:
first name;
last name;
title; and
any other information which you ask the person who has the account to add for you in case you become affected by dementia, Alzheimers or other condition that means you will be unable to tell people about these. This will be likely to include a record of your:
assets (things you own, like money, property, or valuable items);
accounts (places where you keep your money, or pay for a service like broadband or video streaming);
checklists;
care plans; and
wishes (things you want or hope for in the future).
How we use your personal information
We will use this personal information to:
provide our services to you.
Our legal reason for using your personal information
We will use your personal information to create an account and record the information provided on the basis that we have good reasons to do so (the technical term for good reasons is ‘legitimate interests’) because we need to identify the account and link it to your assets, accounts, and wishes.
If you require technical support
What personal information do we collect?
We collect, store, and use the following personal information:
first name;
last name;
telephone number;
email address;
other contact details (if applicable);
information on your account (if applicable);
details of your query or the issue you have raised; and
conversations which we have had with you.
How we use your personal information
Our purposes of collecting, storing, and using personal information is to:
identify you (either as an existing account holder or not);
investigate, consider; and respond to you;
deal with any issue or complaint you have raised;
ensure that you receive our best customer service; and
contact you for feedback.
Our legal reason for using your personal information
We use your personal information on the legal reason that it is in our legitimate interests to be able to respond to your queries, effectively resolve any issues you have, and to further develop our products and services. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we use your personal information for our legitimate interests.
If you interact with us on our social media pages
What personal information do we collect?
If you interact with us through our social media pages, the social media platform (e.g. Instagram, TikTok, LinkedIn, Facebook, YouTube or X (formerly Twitter)) may provide us with personal information about you.
We collect, store, and use the following personal information from your publicly accessible profile:
username;
contact details;
details of the device you are using; and
the identification number that the social media platform has given you (e.g., Facebook ID).
Our website also includes links to our social media pages including TikTok, Instagram, LinkedIn, X (the new name for Twitter), Facebook, and YouTube. If you use the links on our website to access our social media pages, the social media platform might ask you if it can store cookies (or similar technologies) on your device. You will need to look at the social media platform’s privacy notice if you want more information about this.
How we use your personal information
If you contact us on any of our social media pages, we will use your personal information to work out who you are and to reply to you.
If you use the links on our website to get to one of our social media pages, the social media platform will use your personal information in the way set out in its own privacy notice. Please read their privacy notice for more information about how they use it.
Our legal reason for using your personal information
We will use your personal information to reply to you via our social media pages on the basis that we have good reasons to do so (the technical term for good reasons is ‘legitimate interests’) because we need to be able to reply to your questions.
Please read the privacy notice of the social media platform to understand what their legal reason for using your personal information is.
Other information we collect from our social media pages
We also collect information from our social media pages to help us understand visitor behaviour and to tell us what is popular and interesting to our visitors. This helps us to make our content even better.
The information is collected by the social media platform using cookies or similar technology but we do not actually receive any of your personal information as it is all provided to us anonymously. This means we cannot work out who the information is about. It is not your personal information once it is anonymised.
Sending news, offers and marketing to you
What personal information do we collect?
We collect, store, and use the following personal information from you:
first name;
last name; and
email address.
How we use your personal information
Our purposes are to send you a copy of our newsletter and information about our news, and/or offers about our products and services.
Our legal reason for using your personal information
We will only use your personal information on the legal reason that [you have given us your consent] OR [it is in our legitimate interests, as you are an existing customer you would reasonably expect us to send you news, offers, and information as part of the products and services we offer to you or the organisation you work for]. You can, of course, opt out of receiving these at any time by contacting us at admin@dementianet.com or by using the option to unsubscribe which will be provided in each email we send you with our newsletter or other information about our news and offers about our products and services, should you decide that you don’t want to receive these emails anymore.
Other personal information
We may collect, store, and use your personal information for the purposes of meeting any legal or compliance obligations we have, or bringing or defending any legal proceedings.
Where we use your personal information for the purposes of meeting any legal or compliance obligations, we will do this on the legal reason that it is necessary for compliance with a legal obligation.
Where we use your personal information for the purpose of bringing or defending legal proceedings, our legal reason will be that it is necessary for the performance of our contract with you (where you are an individual or sole trader and it relates to a contract we have in place) or our legitimate interests. Where our legal reason is legitimate interests, we consider it to be in our legitimate interests as a business to be able to bring or defend legal proceedings where necessary.
WILL WE CHANGE THE WAY WE USE YOUR PERSONAL INFORMATION?
We will only use your personal information for the purposes we have set out in this privacy notice. We can only change the purposes we use your personal information for, by telling you where we need to use it for another reason and that reason is compatible with those purposes set out in this privacy notice. If we need to use your personal information for any other purpose, we will notify you and we will explain the legal reason which allows us to use your personal information for this other purpose in a similar way to how we have done it in this privacy notice.
WHAT HAPPENS IF YOU DON’T PROVIDE THE PERSONAL INFORMATION WE HAVE ASKED FOR?
If you don’t provide the personal information we need when we ask you for it, we may not be able to respond to you. For example, if you don’t give us your contact details, we may not be able to answer a query you have raised.
Where we have stated that your personal information is used in order to take steps to enter into a contract with you or meet our obligations under the contract (i.e. where you have subscribed, and we need to make our products and services available to you) we will need you to provide the personal information requested. For example, if you don’t give us your name and address, we cannot create your account.
If you have any concerns about whether you need to provide your personal information, please contact us at admin@dementianet.com.
DO WE USE YOUR PERSONAL INFORMATION TO MAKE AUTOMATED DECISIONS?
You will not be subject to decisions that will have a significant impact on you based solely on automated decision making (i.e. one without human intervention).
HOW LONG WILL WE KEEP YOUR PERSONAL INFORMATION?
We will not keep your personal information for longer than we need it for the purposes we have explained in this privacy notice. We have outlined our retention periods below:
Prospective customers data will be retained for a maximum period of 2 years from our last direct communication with you;
Your account data will be retained for a maximum period of 12 months in backups and archives post account closure;
Details about your assets, accounts, wishes, and other information which you add or, ask the person who has the account to add for you, will be retained for a maximum period of [insert, e.g. 24 months in backups and archives post account closure];
Marketing data will be retained for a maximum period of [insert, e.g. 12 months following the date of the last newsletter that we send to you and for a maximum period of 24 months following that date. If you choose to opt-out of our mailing list we will keep a record of this for so long as we continue to operate our mailing list, to ensure that you do not receive any newsletters or other emails about our news, offers or new products and services];
Support data will be retained for a maximum period of [insert, e.g. 6 years after the relevant communication was sent];
Feedback data will be retained for a maximum period of [insert, e.g. 6 months after the results are collected]; and
For information on how long we keep data on our website please see our https://dementianet.com/cookie-policy.
If a dispute arises between us, we will keep your personal information for the purposes of responding to and dealing with the dispute. This may mean that we keep your personal information for longer than is set out above. Please contact us at admin@dementianet.com if you would like any further information about our retention periods.
We will ensure that your personal information is securely deleted after the retention periods stated above have expired.
WHO DO WE SHARE YOUR PERSONAL INFORMATION WITH?
We may share your personal information with trusted third parties from time to time. We will not, however, share your personal information with a third party for marketing purposes unless we have your consent to do this. We do not sell any personal information to any third party so that they can send you their marketing material.
We will share your personal information with the following third parties and for the following reasons:
Organisations who process payment for us: We may share your personal information with the companies who process your card payments to ensure your subscription is collected and managed securely.
Organisations who send out our newsletter: We may share your personal information with our chosen email marketing company where you have requested us to send you email marketing.
Organisations who provide support for our IT systems: We use respected organisations to provide us with IT services such as server hosting and support. They may access your personal information to the extent that they need to in order to provide their services.
Organisations that we become part of or sell our business to: In the event that we sell all or part of our business, or merge with another company, we may transfer personal information that we have collected as described in this privacy notice, along with our other business assets, to the company that we are selling to or merging with.
Organisations or people that we need to share your personal information with to comply with law or governmental request: We will share your personal information with entities, companies or individuals outside our group where this is strictly necessary to comply with any law, rule, regulation, legal procedure or governmental request that is applicable to us.
Organisations or people for legal reasons: We will share your personal information with external professional advisors such as lawyers or accountants in order to take advice and for the purposes of legal and tribunal proceedings or enforce the terms of our agreements.
Other organisations involved in fraud prevention, detection, and risk analysis: We may share your personal information with our chosen ecommerce platform for the purposes of ensuring we can prevent and detect fraudulent attacks.
Law enforcement or other government organisations: We may share your personal information with law enforcement or other governmental authorities where required to report a fraud or in response to a lawful request.
We will only give your personal information to any of the organisations or people above if they need it to carry out their job or purpose they require it for. If you would like to know more about the organisations and people that we may share your personal information with and the legal reason sharing your personal information with them, please contact us at admin@dementianet.com.
WILL WE TRANSFER YOUR PERSONAL INFORMATION OUTSIDE THE UK/EEA?
European Economic Area (“EEA”) countries are all EU Member Countries together with Iceland, Liechtenstein, and Norway. The United Kingdom has now left the EU. At the present time we store your personal information in the United Kingdom or in countries within the EEA. We will only transfer your personal information outside the UK and/or the EEA as follows:
Where our third party service providers who we share personal information with (as set out above) are based outside the UK and/or EEA, have support services located outside the UK and/or EEA or host personal information outside the UK and/or EEA.
We only transfer your personal information outside the UK and/or EEA where we have a legal reason for doing so and where we require that your personal information is protected to the same standard as it would be protected in the UK and the EEA. We do this by entering into data sharing agreements with the recipients of your personal information based outside the UK and/or EEA which comply with the EU Commission’s standard contractual clauses and/or the UK Information Commissioner’s International Data Transfer Agreement for the transfer of personal information or where an adequacy decision applies.
If you would like further details about our transfer of your personal information outside of the UK and/or the EEA, or details of the safeguards we put in place in relation to your personal information, please contact us at admin@dementianet.com.
HOW DO WE ENSURE THAT YOUR PERSONAL INFORMATION IS SECURE?
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
We limit access to your personal information to those employees, agents or contractors and other third parties who have a business need to know and who are subject to a duty of confidentiality.
We have put in place processes to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
HOW WILL WE KEEP YOUR PERSONAL INFORMATION UP TO DATE?
It is important that the personal information that we hold about you is accurate and current. Please keep us informed if your personal information changes during our relationship with you.
WHAT RIGHTS DO YOU HAVE OVER YOUR PERSONAL INFORMATION?
You have the right to make a complaint to the ICO if you are unhappy about the way your personal information is being used – please refer to the ICO website for further information about this (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO and if so, if you are happy to do so, please contact us at admin@dementianet.com.
Your rights are:
Right of access: You have the right to ask us what personal information we hold about you and to ask us to give you a copy of your personal information;
Right of correction: You have the right to ask us to fix any mistakes in your personal information;
Right to erasure: You have the right to ask us to delete your personal information in some cases;
Right to restriction: You have the right to ask us to limit how we use your personal information in some cases;
Right to transfer your data with you: You can ask us to transfer the personal information we hold about you to another organisation (or to you) but only if we use a computer to use it and you have either given us permission to use your personal information or we need to use it because we have a contract with you.
The legal reason we rely on for using your personal information can affect your data protection rights. You can learn more about this here: Your data protection rights | ICO.
If you want us to help you exercise any of the rights we have just told you about, please contact us at admin@dementianet.com.
DOES THIS PRIVACY NOTICE COVER WEBSITES YOU MIGHT LINK TO FROM THIS WEBSITE?
Links within our website to other websites, such as Facebook, X (formerly Twitter), Instagram, and YouTube are not covered by this privacy notice. You should review the privacy information on those websites to find out how they may use your personal information.
HOW WILL WE TELL YOU ABOUT CHANGES TO THIS PRIVACY NOTICE?
We keep our privacy notice under regular review. Any changes we make to our privacy notice in the future will be posted on our website and if the changes will have an effect on you or the way we use your personal information, we will bring them to your attention by email where appropriate.
This privacy notice was last updated on 01.11.2024.
HOW CAN YOU CONTACT US?
If you have any questions about this privacy notice or about the ways we use your personal information, please contact us at admin@dementianet.com.