FDM Ltd is committed to safeguarding your privacy. Contact us at if you have any questions or problems regarding the use of your Personal Data and we will gladly assist you. By using this site or/and our services, you consent to the Processing of your Personal Data as described in this Privacy Policy.
Personal Data – any information relating to an identified or identifiable natural person.
Processing – any operation or set of operations which is performed on Personal Data or on sets of Personal Data.
Data subject – a natural person whose Personal Data is being Processed.
Child – a natural person under 16 years of age.
We/us (either capitalized or not)
We promise to follow the following data protection principles:
The Data Subject has the following rights:
Information you have provided us with
This might be your e-mail address, name, billing address, home address etc – mainly information that is necessary for delivering you a product/service or to enhance your customer experience with us. We save the information you provide us with in order for you to comment or perform other activities on the website. This information includes, for example, your name and e-mail address.
Information automatically collected about you
This includes information that is automatically stored by cookies and other session tools. For example, your shopping cart information, your IP address, your shopping history (if there is any) etc. This information is used to improve your customer experience. When you use our services or look at the contents of our website, your activities may be logged.
Information from our partners
We may gather information from trusted partners with confirmation that they have legal grounds to share that information with us. This is either information you have provided them directly with or that they have gathered about you on other legal grounds. See the list of our partners here.
Publicly available information
We might gather information about you that is publicly available.
We use your Personal Data in order to:
We use your Personal Data on legitimate grounds and/or with your Consent.
On the grounds of entering into a contract or fulfilling contractual obligations, we Process your Personal Data for the following purposes:
On the ground of legitimate interest, we Process your Personal Data for the following purposes:
As long as you have not informed us otherwise, we consider offering you products/services that are similar or same to your purchasing history/browsing behaviour to be our legitimate interest.
With your consent we Process your Personal Data for the following purposes:
We Process your Personal Data in order to fulfil obligation rising from law and/or use your Personal Data for options provided by law. We reserve the right to anonymise Personal Data gathered and to use any such data. We will use data outside the scope of this Policy only when it is anonymised. We save your billing information and other information gathered about you for as long as needed for accounting purposes or other obligations deriving from law, but not longer than 1 year.
We might process your Personal Data for additional purposes that are not mentioned here, but are compatible with the original purpose for which the data was gathered. To do this, we will ensure that:
We will inform you of any further Processing and purposes.
We do not share your Personal Data with strangers. Personal Data about you is in some cases provided to our trusted partners in order to either make providing the service to you possible or to enhance your customer experience. We share your data with:
Our processing partners:
Our business partners:
Connected third parties:
We only work with Processing partners who are able to ensure adequate level of protection to your Personal Data. We disclose your Personal Data to third parties or public officials when we are legally obliged to do so. We might disclose your Personal Data to third parties if you have consented to it or if there are other legal grounds for it.
We do our best to keep your Personal Data safe. We use safe protocols for communication and transferring data (such as HTTPS). We use anonymising and pseudonymising where suitable. We monitor our systems for possible vulnerabilities and attacks.
Even though we try our best we can not guarantee the security of information. However, we promise to notify suitable authorities of data breaches. We will also notify you if there is a threat to your rights or interests. We will do everything we reasonably can to prevent security breaches and to assist authorities should any breaches occur.
If you have an account with us, note that you have to keep your username and password secret.
We do not intend to collect or knowingly collect information from children. We do not target children with our services.
| COOKIE | TYPE | DURATION | DESCRIPTION |
|---|---|---|---|
| _ga | _gaPersistent | 2 years | Registers a unique ID that is used to generate statistical data on how the visitor uses the website |
| _gat | Session | When the browsing session ends | Used by Google Analytics to throttle request rate |
| _gid | Session | When the browsing session ends | Registers a unique ID that is used to generate statistical data on how the visitor uses the website |
| ADMINDYNSRV | Session | When the browsing session ends | This cookie is added by our load balancer to track which web server to send the visitor to. Its purpose is to improve the performance of the website. |
| moove_gdpr_popup | Persistent | 1 Month | Stores your cookie preferences for this website |
| PHPSESSID | Session | When the browsing session ends | Preserves user session state across page requests |
(GDPR Compliant)
Data Controller: FDM Ltd, Unit 7, Segro Park Canning Town, 160 Bidder Street, London, E16 4ES
Data Protection Officer: Andrew Day – aday@fdmdocumentsolutions.co.uk
The Company collects and processes personal data relating to its employees to manage the employment relationship. The Company is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does the Company collect?
The Company collects this information in a variety of ways. For example, data is collected through application forms and CVs; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during employment (such as benefit nomination forms); from correspondence with you; or through interviews, meetings or other assessments.
In some cases, the Company collects personal data about you from third parties, such as references supplied by former employers, information from employment background check providers, information from credit reference agencies and information from criminal records checks permitted by law.
Data is stored in a range of different places, including in your personnel file, in the Company’s HR management systems and in other IT systems (including the Company’s email system).
Why does the Company process personal data?
The Company needs to process data to enter into an employment contract with you and to meet its obligations under your employment contract. For example, it needs to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer benefit, pension and insurance entitlements.
In some cases, the Company needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled. Due to the nature of the business, it is necessary to carry out criminal records, credit and identity checks to ensure that individuals are permitted to work within the Company.
In other cases, the Company has a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows the Company to:
Where the Company relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.
Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to employees with disabilities and for health and safety purposes). Information about trade union membership is processed to allow the Company to operate check-off for union subscriptions.
Who has access to data?
Your information will be shared internally, including with members of the HR (including payroll), your line manager, managers in the business area in which you work and IT staff if access to the data is necessary for performance of their roles.
The Company shares your data with third parties in order to obtain pre-employment references from other employers, obtain employment background checks from third-
party providers and obtain necessary criminal, credit and identity records checks from the Disclosure and Barring Service. The Company may also share your data with third parties in the context of a sale of some or all of its business. In those circumstances the data will be subject to confidentiality arrangements.
The Company also shares your data with third parties that process data on its behalf, in connection with payroll, training, the provision of benefits and the provision of occupational health services.
However, there are some circumstances where we may need to pass on your personal data without consent for example, to prevent and detect crime.
How does the Company protect data?
The Company takes the security of your data seriously. The Company has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.
Where the Company engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
For how long does the Company keep data?
The Company will hold your personal data for the duration of your employment, and for as long as it is deemed necessary after employment ceases. However, it will be held for a minimum of six years.
In the case of data relating to unsuccessful job applications, the Company will hold this for a period of six months.
Your rights
As a data subject, you have a number of rights. You can:
If you would like to exercise any of these rights, please contact the HR Department.
You can make a subject access request by completing the appropriate Company form which is also available from the HR Department.
If you believe that the Company has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You have some obligations under your employment contract to provide the Company with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide the organisation with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements.
Failing to provide the data may mean that you are unable to exercise your statutory rights.
Certain information, such as contact details, your right to work in the UK, vetting information and payment details, has to be provided to enable the Company to enter a contract of employment with you.
If you do not provide other information, this will hinder the Company’s ability to effectively administer the rights and obligations arising as a result of the employment relationship.
Automated decision-making
Some of the Company’s employment decisions are based solely on automated decision-making. This is sometimes used in recruitment where candidates may be rejected automatically if they do not possess essential qualifications/competencies required for the role.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 25th September 2024.
You can contact us by using any of the following information:
We reserve the right to make changes to this Privacy Policy.
Last modification was made: September 2024.
© 2024 FDM Document Solutions. All Rights Reserved | Hi-mail™ is a registered trademark | Company No. 2827644
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