MARDOCS®

WEBSITE PRIVACY POLICY

 

1.     Introduction

Marcura Platform Solutions FZE, a company forming part of The Marcura Group (doing business as “MarDocs”), respects your privacy and is committed to protecting your personal data. This Website Privacy Policy (or “Policy”) is issued on behalf of Marcura Platform Solutions FZE, a company incorporated in the Dubai Silicon Oasis (DSO) with its registered office at C103-105, DSO Headquarters Building, DSO, Dubai, UAE.

 It is important that you read this Policy together with any other policies we may issue regarding the collection and processing of personal data, so that you are fully aware of how and why we are using your data. This Policy supplements The Marcura Group’s (www.marcura.com) other data protection-related policies and is not intended to override them.

 Our Group Legal & Compliance Department (GLCD) is responsible for overseeing questions in relation to this Policy. If you have any questions about this Policy, including any requests to exercise your legal rights, please contact the GLCD using the details set out in Section 10 below.

 

2.     Purpose of this Policy

The purpose of this Policy is to inform you as to how we handle your personal data when you visit and use the functionality contained within our website (regardless of where you visit it from), to inform you about your privacy rights and how the law protects you. This website is not intended for children and we do not knowingly collect data relating to children.

 

3.     Collection of your personal data

Question

Further information

What information do we collect about you?

We may collect, use, store and transfer different kinds of personal data about you.

 Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

 We have grouped together the personal data we may collect as follows:

Identity data includes first name, last name, username or similar identifier, marital status, title, date of birth and gender.

Contact data includes physical address, email address and telephone numbers.

Financial data includes bank account information.

Transaction data includes details about payments to you.

Technical data includes internet protocol (IP) address, 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 the website.

Profile data includes your your interests, preferences, feedback and survey responses.

Usage data includes information about how you use the website.

Aggregated data such as statistical or demographic data that is derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. We may aggregate your usage data (e.g., information about how you use our website and related features) to calculate the percentage of users accessing a specific website feature. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Policy.

 We do not collect any details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data. Nor do we collect any information about criminal convictions and offences.

How do we collect your personal data?

We use different methods to collect data from and about you including through:

Direct interactions you may give us your personal information by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

  • apply for our products or services;
  • request marketing to be sent to you;
  • give us some feedback.

Automated technologies or interactions where technical data about your equipment, browsing actions and patterns that we may automatically collect as you interact with our website, by using cookies and other similar technologies. Please see our Cookie Policy for further details.

Third parties or publicly available sources where we may receive personal data about you or  technical data about you from parties such as Google Analytics, Segment, SurveyMonkey (when you participate in our surveys) based outside the EU

Do you have to provide us with your personal data?

We require certain personal data to allow you to use the website (e.g. to submit a contact form, among other actions) and where we need to collect personal data by law.

How do we use your personal data?

We will only use your personal data when the law allows us to. Most commonly, and in connection with the website, we will use your personal data in the following circumstances:

  • Register you as a new customer;
  • To improve our website;
  • To make suggestions and recommendations to you about the goods or services that may be of interest to you;
  • Asking you to participate in a survey or provide feedback relating to the website or our services;
  • Sending out circulars, reminders, and any important notifications;
  • Sending marketing communications if you have requested information from us (or purchased services from us);
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests;
  • Where we need to comply with a legal or regulatory obligation.

 We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

 Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

 Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

Do you have to inform of us of any changes to your personal data?

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

When do we disclose your personal data?

Your personal data will be shared with the website’s hosting provider, only as necessary to fulfil the website-related services. We partner with and are supported by service providers around the world. Personal information will be made available to these parties only when necessary to fulfil the services they provide to us, such as website, software, system, and platform support; direct marketing services; cloud hosting services; advertising; data analytics; and order fulfilment and delivery. 

 MarDocs is affiliated to businesses within The Marcura Group (www.marcura.com) and personal information may be made available to them if necessary, for the provision of services, account administration, sales and marketing and technical support, and business and product development. Our employees and contractors are required to follow our data privacy and security policies when handling personal information.

 We may partner with other organisations and as part of these arrangements, you may be a customer of our business partners in addition to MarDocs. You should review the privacy statements of our partners if you would like to know more about the information they collect.

 Our third-party service providers are not permitted to share or use personal information we make available to them for any other purpose than to provide services to us.

 We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. 

 We will share personal information when we believe it is required, such as to comply with legal obligations and respond to requests from government agencies, including law enforcement and other public authorities.

 

 

4.     International transfers

When we transfer personal information outside of the EU, we take measures to provide an appropriate level of protection when processing your personal data.  To ensure that the recipient of your personal data offers an adequate level of protection, we enter into appropriate data processing agreements and, if required, standard contractual clauses for the transfer of data as approved by the European Commission.

 When we transfer personal information from the Dubai International Financial Centre (DIFC), we take measures to provide an appropriate level of protection when processing your personal data. To ensure that the recipient of your personal data offers an adequate level of protection, we enter into appropriate data processing agreements and, if required, standard contractual clauses for the transfer of data as approved by the Office of the Data Protection Commission. 

 Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

 

5.     Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know such information. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

 

6.     Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

 Details of retention periods for different aspects of your personal data are available in our Data Retention Policy which you can request from us by contacting our GLCD, the details of which are shown below.

 

7.     Your legal rights

Legal right

Further information

Request access to your personal data (commonly known as a “data subject access request”)

This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data we hold about you

This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data.

This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it.

 You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data

You can object to processing where we are relying on a legitimate interest (or that of a third party), but you feel such processing impacts your fundamental rights and freedoms.

Request restriction of processing of your personal data

This enables you to ask us to suspend the processing of your personal data in the following scenarios:

  • if you want us to establish the data’s accuracy;
  • where our use of the data is unlawful, but you do not want us to erase it;
  • where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
  • you have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party

We will provide your personal data to you, or a third party you have chosen, in a structured, commonly used, machine-readable format.

 

Withdraw consent at any time where we are relying on consent to process your personal data

This will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

 If you wish to exercise any of the rights set out above, please contact GLCD.

 What will you need from me if you wish to make a subject access request?

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

 Do I need to pay to access my personal data?

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

 How long will it take to respond to my subject access request?

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.

 

8.     Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

 

9.     Complaints 

If you have a complaint about this Policy or any element of how we use your personal data, then please contact us first. If you are not satisfied and are located in a European Union country, then please contact your local data protection authority. If you are based in, or the issue relates to, the UK, you can contact the Information Commissioner’s Office at the following address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Alternatively, you can use an online form via the Information Commissioner’s website (https://ico.org.uk/concerns).

 If you are based in, or the issue you would to complain about took place elsewhere in the EEA, please visit this website (https://edpb.europa.eu/aboutedpb/board/members_en) for a list of local data protection authorities in other EEA countries.

 If you are based in the Dubai International Financial Centre (DIFC), then please contact the Office of the Data Protection Commission at the following address:

 

Office of the Data Protection Commission

L/14 The Gate

DIFC

Dubai

UAE

 

10.  Contact details

We have appointed a Data Protection Officer (DPO) who is responsible for overseeing questions in relation to this Policy. If you have any questions about this Policy, including any requests to exercise your legal rights, please contact the DPO, our EU Representative (as required pursuant to Article 27 of the General Data Protection Regulation 2016/679 of the European Parliament) and/or the GLCD by using the details set out below.

 

Contact

Contact Information

DPO

Heba Mostafa c/o Ten Intelligence Ltd

[email protected]

+971 (0) 4 333 4669

EU Representative

Miguel Verissimo

[email protected]

GLCD

[email protected]

+971 (0) 4 3636 275