The Dragonfly Agency Ltd (“we”) promise to protect and respect any personal data you share with us, or that we get from other organisations. We are certified which means we have the robust processes in place to keep your data 100% safe and secure.
This Policy 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.
We will change this Policy in line with legislative changes, so please check this policy on an ongoing basis to keep abreast of any changes. By using our website, you’re agreeing to be bound by this Policy.
You can email info@thedragonflyagency.co.uk or call 0131 272 2747 to ask about the data we hold on you, make changes or ask us to stop using it.
Who are we?
We’re The Dragonfly Agency Ltd, a vibrant and energetic team of direct marketing specialists based in Edinburgh and Cape Town. We are registered in England and Wales – no: 07558476 with Company’s House. The registered company address is: Sanderson House, Station Road, Horsforth, Leeds, LS18 5NT.
How do we collect information from you?
We obtain information about you when you use our website, for example, when you contact us about products and services or apply for vacancies through one of our email addresses:
- info@thedragonflyagency.co.uk
- careers@thedragonflyagency.co.uk
What type of information is collected from you?
The personal information we collect may include your name, address, email address and any other personal information you choose to give to us.
How is your information used?
We may use your information to:
- seek your views or comments on the services we provide;
- notify you of changes to our services;
- send you communications which you have requested and that may be of interest to you;
- processing of your job application.
Information retention
We review our retention periods for personal information on a regular basis. We will hold your personal information on our systems for as long as is necessary, to complete the purpose for which it was gathered, or for as long as is set out in any relevant contract you hold with us.
Who has access to your information?
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our staff and clients. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.
Consent
You have a choice about whether or not you wish to receive information from us.
We will not continue to contact you for marketing purposes by email, phone or text message unless you have given your explicit prior consent. We will not continue to contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us by email: info@thedragonflyagency.co.uk or telephone on 0131 272 2747.
16 or under
We are obliged to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please ensure you obtain your parent/guardian’s prior permission whenever you provide us with your personal information.
Accessing and updating your information
You have the right of access to your personal information held by DRAGONFLY. You also have the right to request that your personal information is permanently erased.
Anyone wishing to access or erase their personal information should put their request in writing to the company.
DRAGONFLY will endeavour to respond to any such written requests as soon as is reasonably practicable within 31 calendar days, in compliance with the GDPR.
Exemptions:
Certain data is exempt from the provisions of the GDPR which includes the following: –
- National security and the prevention or detection of crime
- The assessment of any tax or duty
- Where the processing is necessary to exercise a right or obligation conferred or imposed by law upon the company.
The above are examples only of some of the exemptions under the Act. Any further information on exemptions should be sought directly from the company
Accuracy
The accuracy of your information is important to us. We’re always working on ways to make it easier for you to review and correct the personal information that the company holds. If you change your email address, or if any of the other information we hold is inaccurate or out of date, please email us at: info@thedragonflyagency.co.uk, or write to us at: 4 Stafford Street, Edinburgh, EH3 7AU. Alternatively, you can telephone 0131 272 2747.
Breach
Security precautions are in place to protect the loss, misuse or alteration of your information.
When you give us your personal information, we take steps to ensure that it is treated securely. Please be aware that whilst we take all reasonable precautions to protect any data in transit, we cannot 100% guarantee the security of any information you transmit to us via this medium, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
If you believe your information has been compromised and would like to lodge a complaint, please contact our Data Protection Officer on 0131 272 277 or by emailing: info@thedragonflyagency.co.uk. Alternatively, you can lodge your complaint directly with the Information Commissioners Office.
Use of ‘cookies’
A cookie is a small file which is placed on your device when you visit a website.
A cookie is normally used to store basic information about your visit, such as site preferences, profile status or past actions.
Deleting cookie
For information on how to remove any cookies already placed on your computer, please select your browser below:
Links to other websites
The DRAGONFLY website contains links to other websites. Once you have used these links to leave our site, you should note that we do not have any control over other websites. We cannot be responsible for the protection and privacy of any personal information which you provide whilst visiting such sites and such sites are not governed by this policy.
Review of this policy
We keep this Policy under regular review. This Policy was last updated in November 2024.
Recruitment policy
Background
This privacy policy covers how we The Dragonfly Agency Limited collect, use, store and protect the data that is supplied to us by job applicants and agencies.
Our commitment to job applicants
We believe completely in equal opportunities and will treat all applicants fairly with no discrimination.
We never knowingly provide misleading information about the nature of the role.
We would never charge a job seeker a fee for the purpose of finding them a role.
We are committed to managing your personal information securely and with respect in accordance with the General Data Protection requirements.
The information we collect may cover the following:
- Contact information (name address, phone number and email address)
- Information from CV or application form or covering letter (education, skills and qualifications)
- Health records (Health questionnaires) where required as part of the role.
- Occupational health report (Higher level screening required for role) with access to medical records -consent being given by the applicant
- Disclosure and Barring Record where a requirement for the role
- References from the named referees which the applicant provides
- Visa and proof of the right to work in the UK documents
- Employment records (including; job titles, work history, working hours, training records and professional memberships).
- Salary, annual leave, pension and benefits information
- Your IP address may be collected when you visit our website, however this is not used for commercial purposes but for the identification of country location.
Purpose of collection
The purpose of collecting this information is to find suitable candidates to fulfil a specific role within our Company, and to check that you are legally entitled to work in the UK. We collect personal information either directly from candidates or sometimes from an employment agency. We may sometimes collect additional information from background check agencies.
How the information is held
Most information is transmitted by email and is stored on our computers.
We use Microsoft Outlook and Hornet Security which covers our email servers and cloud-based file storage system.
All this information can only be accessed by authorised staff within our Company.
Our staff are trained to understand the importance of keeping personal data secure.
Our computers are safeguarded by anti-virus software and the regular changing of security passwords.
The information on candidates for specific roles will be held for 6 months in line with CIPD recommended best practice. After which computer records will be deleted. Only if we have asked, and you have given your consent for the data to be held, will this not apply.
Disclosure
We may disclose the information for the purpose of obtaining referees. Where additional information is required the information may be disclosed to the Disclosure and Barring Service, your G.P or an Occupational Health professional only after you have given your consent.
You have specific rights in connection with personal information: request access to your personal information; request correction of the personal information that we hold about you; request erasure of your personal information; object to processing of your personal information where we are relying on a legitimate interest; request the restriction of processing of your personal information; request the transfer of your personal information to another party and the right to withdraw consent.
Complaints
Privacy complaints are taken very seriously and if you believe that we have breached your privacy you should in the first instance write to Vicky Grant who has responsibility for Data Protection within our Company stating the details of your complaint. We would ask that you provide us with as much detail as possible to allow a thorough investigation. Your complaint will be acknowledged within 24 hours and we aim to resolve any complaint within 5 working days. However, depending on the complexity of the complaint and availability of external agencies it may, on occasion, take longer.
Should your complaint show that we have breached our duty of care we will report the breach to the Information Commissioner’s Office
If you are not satisfied by our response you may complain directly to the ICO.