Privacy Policy

1. Who We Are

Digital Fieldworks Ltd is a private limited company registered in England and Wales.

Company name: Digital Fieldworks Ltd

Company number: 16864490

Registered office: Suite 8b, Kelvin House, Kelvin Way, Crawley, England RH10 9WE

Email: hello@digitalfieldworks.com

For the purposes of applicable UK data protection law, including the UK General Data Protection Regulation ("UK GDPR") and Data Protection Act 2018, Digital Fieldworks Ltd is the data controller where we determine how and why your personal data is processed.

Digital Fieldworks operates two principal areas of business:

• Growth Services, including market entry, lead generation, business development, appointment setting, channel partner recruitment, strategic partnerships, commercial representation and related services; and
• Software Solutions, including the authorised resale of Wondershare PDFelement and related business software licences, licence quotations, order processing, renewals and associated customer support.

2. Personal Data We May Collect

Depending on your interaction with us, we may collect and process the following categories of personal data.

Business and Contact Information

This may include:

• name;
• job title;
• employer or organisation;
• business email address;
• business telephone number;
• professional profile information;
• country or business location; and
• other professional or business contact details.

Enquiry and Communication Information

This may include:

• messages submitted through our website;
• emails and telephone communications;
• meeting details;
• demo or quotation requests;
• correspondence;
• customer service enquiries; and
• records of our communications with you.

Software Licensing and Customer Information

If you request or purchase software through Digital Fieldworks, we may process information including:

• company or organisation name;
• billing and delivery details;
• licence user or administrator details;
• product and licence type;
• number of licences or seats;
• subscription or renewal information;
• purchase order information;
• quotation and invoice information;
• licence fulfilment details; and
• customer or technical support information.

Payment and Transaction Information

We may process information relating to invoices, payments and transactions.

Where payment is processed through a third-party payment provider, payment-card information may be collected and processed directly by that provider. Digital Fieldworks does not generally need to store complete payment-card details.

Website and Technical Information

When you use our website, we may collect information such as:

• IP address;
• browser type;
• device type;
• operating system;
• pages visited;
• referring website;
• approximate location derived from IP address;
• website interaction information; and
• cookie or similar technology information.

Please see our Cookie Policy for further information.

3. Where We Obtain Personal Data

We may obtain personal data:

• directly from you;
• through our website, email, telephone or meetings;
• from your employer or organisation;
• from customers, suppliers, business partners or clients;
• from event, conference or exhibition interactions;
• from publicly available business and professional sources;
• from company websites and business directories;
• from professional networking platforms;
• from technology and data service providers;
• through referrals and introductions; and
• from organisations that engage us to provide legitimate B2B growth, market-entry, lead-generation or business-development services.

Where we obtain personal information about a business contact from a source other than that individual, we process that information only where we have an appropriate lawful basis and subject to applicable data protection and electronic marketing requirements.

4. How We Use Personal Data

We may use personal data for the following purposes.

Responding to Enquiries

We use information to:

• respond to enquiries;
• arrange meetings or demonstrations;
• prepare proposals and quotations;
• communicate about our products or services; and
• manage prospective customer relationships.

Our lawful basis may be legitimate interests, consent or taking steps at your request before entering into a contract.

Providing Growth Services

We may use business contact information to provide:

• market-entry services;
• lead-generation services;
• appointment setting;
• business development;
• channel partner recruitment;
• commercial representation;
• strategic partnership development; and
• related B2B growth services.

Depending on the engagement, Digital Fieldworks may act as an independent controller or may process certain information on behalf of a client under appropriate contractual arrangements.

Our lawful basis may include legitimate interests, contract performance and, where required, consent.

B2B Business Development and Marketing

We may use relevant professional contact information to identify and communicate with businesses and business professionals who may reasonably be interested in our services, our clients' offerings or our software solutions.

Where we rely on legitimate interests, those interests may include:

• developing our business;
• identifying relevant commercial opportunities;
• promoting appropriate B2B products and services;
• helping clients reach relevant business decision-makers;
• establishing business relationships;
• developing reseller and channel partnerships; and
• maintaining relationships with existing and prospective business contacts.

We consider the necessity and proportionality of this processing and the rights and reasonable expectations of the individuals concerned.

We will comply with applicable UK GDPR and Privacy and Electronic Communications Regulations ("PECR") requirements.

Software Quotations and Orders

We may process personal information to:

• provide Wondershare PDFelement or other software quotations;
• process purchase orders;
• issue invoices;
• fulfil licence orders;
• provide licence information;
• administer licence allocation;
• assist with activation or deployment;
• manage subscriptions and renewals; and
• provide customer and licence support.

Our lawful basis will normally be contract performance, taking steps before entering into a contract, legitimate interests and/or compliance with legal obligations.

Payments, Accounting and Administration

We may use personal information to:

• process payments;
• maintain accounting records;
• administer contracts;
• manage invoices and purchase orders;
• prevent fraud;
• manage disputes; and
• comply with tax, accounting and other legal obligations.

Our lawful basis may include contract performance, legitimate interests and legal obligations.

Website Operation and Improvement

We may use website information to:

• maintain and secure our website;
• diagnose technical problems;
• understand website performance;
• analyse how visitors use our website; and
• improve our services and website experience.

Strictly necessary technologies may be used where required for operation of the website. Non-essential analytics or marketing technologies will be used subject to applicable consent requirements.

Legal, Regulatory and Security Purposes

We may process personal information where necessary to:

• comply with applicable laws;
• respond to lawful requests;
• establish, exercise or defend legal claims;
• protect our systems and services;
• prevent fraud or misuse; and
• protect the rights, property or safety of Digital Fieldworks and others.

5. Direct Marketing and B2B Communications

Digital Fieldworks operates primarily in the business-to-business market.

Where permitted by law, we may contact relevant employees and representatives of companies, organisations and other corporate entities regarding products, services or commercial opportunities that we reasonably believe may be relevant to their professional role.

Where additional consent requirements apply, including in certain communications involving individuals, sole traders or certain partnerships, we will comply with those requirements.

We will not disguise our identity when sending marketing communications and will provide an appropriate method of opting out.

You may object to the use of your personal data for direct marketing at any time.

If you ask us not to contact you for marketing purposes, we may retain limited information on a suppression or do-not-contact list so that we can respect your preference in the future.

6. Wondershare PDFelement and Software Licensing

Digital Fieldworks Ltd is an authorised reseller of Wondershare software, including Wondershare PDFelement.

Where you purchase or request a Wondershare licence through Digital Fieldworks, it may be necessary for us to provide certain information to Wondershare or its authorised systems, service providers or distribution channels in order to:

• issue or activate licences;
• administer software subscriptions;
• identify licence administrators or authorised users;
• provide licence support;
• manage renewals;
• resolve technical or licensing issues; or
• otherwise fulfil your software order.

We will seek to share only information reasonably necessary for those purposes.

Wondershare may process certain information in accordance with its own privacy notices and terms. Customers and users of Wondershare products should also review the privacy information provided by Wondershare in connection with the relevant product or service.

7. Who We May Share Personal Data With

Where necessary and lawful, we may share personal data with:

• customers and clients where required to provide contracted growth services;
• Wondershare and relevant software licensing or distribution partners;
• payment processing providers;
• banks and financial institutions;
• website hosting providers;
• email, cloud and IT service providers;
• CRM and business administration providers;
• analytics or marketing technology providers where appropriate consent has been obtained;
• professional advisers including accountants, lawyers and consultants;
• suppliers and subcontractors assisting us in delivering services;
• government departments, regulators, courts, law-enforcement bodies or tax authorities where legally required; and
• prospective purchasers, investors or advisers in connection with a genuine corporate transaction involving Digital Fieldworks.

We require service providers processing personal data on our behalf to use it appropriately and protect it in accordance with applicable data protection requirements.

We do not sell personal data to third parties as a consumer data brokerage service.

8. International Transfers

Some organisations or technology providers that we work with may process or store personal data outside the United Kingdom.

This may include software vendors, cloud service providers, technology platforms and other service providers.

Where personal data is transferred outside the UK, we take appropriate steps where required by law to ensure that the information receives an appropriate level of protection.

Depending on the destination and circumstances, these safeguards may include:

• UK adequacy regulations;
• approved contractual safeguards;
• the UK International Data Transfer Agreement;
• an applicable UK Addendum to approved contractual clauses; or
• another lawful transfer mechanism permitted under UK data protection law.

You may contact us if you would like further information about the safeguards relevant to your personal information.

9. Data Retention

We do not retain personal data for longer than reasonably necessary for the purposes for which it was collected.

Retention periods depend on factors including:

• the nature of our relationship with you;
• whether you are a customer, prospect, supplier or business contact;
• the duration of a contract or software licence;
• legal, tax and accounting requirements;
• the need to maintain transaction and licence records;
• potential legal claims;
• security requirements; and
• whether you have requested that we no longer contact you.

We may retain limited suppression-list information for as long as reasonably necessary to ensure that a marketing objection or opt-out continues to be respected.

When information is no longer required, we will delete, anonymise or securely dispose of it as appropriate.

10. Data Security

We use appropriate technical and organisational measures designed to protect personal information against:

• unauthorised access;
• accidental loss;
• misuse;
• alteration;
• disclosure; and
• destruction.

Access to personal information is limited to people and service providers who have a legitimate business need to access it.

No internet or electronic storage system is completely secure, and we cannot guarantee absolute security.

11. Your Data Protection Rights

Depending on the circumstances and applicable law, you may have the right to:

• request access to personal data we hold about you;
• request correction of inaccurate or incomplete information;
• request deletion of your personal data;
• request restriction of processing;
• object to certain processing;
• object at any time to processing for direct marketing purposes;
• request transfer of certain personal data;
• withdraw consent where processing is based on consent; and
• complain about how your personal data has been processed.

These rights may be subject to legal conditions or exemptions.

To exercise your rights, contact:

hello@digitalfieldworks.com

We may need to verify your identity before responding to certain requests.

12. Complaints

If you have concerns about how we handle your personal information, please contact us first so that we can investigate the matter.

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Further information about exercising this right is available from the ICO.

13. Cookies

Our website uses cookies and similar technologies.

Strictly necessary cookies may operate without consent where permitted by law. We will seek appropriate consent before using non-essential cookies or similar technologies where consent is required.

For more information, please see our Cookie Policy.

14. Third-Party Websites and Services

Our website may contain links to third-party websites or services, including software providers and technology platforms.

We are not responsible for the privacy practices of third-party websites. We encourage you to review the privacy notices of third parties before providing them with personal information.

15. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to:

• our business;
• our services;
• technology;
• legal requirements; or
• how we process personal information.

The latest version will be published on our website and the "Last updated" date will be revised accordingly.

Where a change materially affects how we use personal information, we will take reasonable steps to bring the change to the attention of affected individuals where required.

16. Contact Us

For privacy enquiries, requests or complaints, please contact:

Digital Fieldworks Ltd

Suite 8b, Kelvin House

Kelvin Way

Crawley

England RH10 9WE

Email: hello@digitalfieldworks.com