Privacy policy for experts

Your privacy

At Dolon Group (Dolon), we respect your privacy and are committed to protecting your personal information. This policy explains how we collect information, what we do with it and what controls you have over your personal information.

We take our duty to process your personal information very seriously.

We may change this document from time to time to reflect the latest view of what we do with your information. If we change it, we will provide you with an up-to-date version when we next work with you.

Refer to the sections below for more details on how and why we use your personal information:

How we find experts to work with us

Dolon seeks to work with experts who have specific knowledge and experience that meets the requirements of our research needs. In order to fulfil our legitimate interests, we will often seek experts from publicly available sources such as professional directories, LinkedIn and through searching the internet. We also have a list of experts with specific key knowledge who we will approach if they match the skills for a research project.

How we will contact you

Most of the time we will contact you using your business contact information. However, we understand that experts may wish to receive information from us via their personal email address or mobile number. We are happy to make sure that we contact you via the easiest method for you, so just let our team know which is the best contact information for you and we’ll update our records. If your contact information changes, please let us know so we can amend our records. As an expert if you do not wish to hear about other opportunities from us, just let us know and we will amend our records accordingly.

Sharing your information with clients

As part of recruitment for specific projects we may share your personal information with our client. This may be as part of deciding which experts we should approach or to make payment for your services where the client makes payment directly to the expert.

The information we need

Dolon is what’s known as the ‘data controller’ of the personal information you provide to us. Your relationship with us determines how much information we collect from you. We will only ever collect the information needed to work with you. Wherever possible we would aim to anonymise personal information.

We will collect, store and use the following categories of personal information about you:

  • Personal contact details such as name, title, addresses, personal identification number, telephone numbers and e-mail addresses
  • Bank account details

Collecting your personal information

We collect personal information about you through a variety of different methods including when you:

  • Are identified via an internet search as qualified for a specific research project
  • Are recommended as an expert
  • Become an expert
  • Send us correspondence via email
  • Work with us
  • Give us feedback

We will only use your personal information 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. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Security of your personal Information

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. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

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

Where your information is stored

Wherever possible, all the personal information we process is processed within the UK or the European Economic Area (EEA). Some of our third-party service providers, are based outside the UK or EEA so their processing of your personal information will involve a transfer outside the UK or EEA.

Whenever we transfer your personal information outside of the UK or EEA, we do our best to make sure a similar degree of security of personal information is provided by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your personal information to countries that have been deemed to provide an adequate level of protection for personal information by the European Commission; or
  • We may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal information the same protection it has in the UK and Europe.

If you fail to provide the information requested

If you fail to provide the information requested where we need the personal information for either legal or accounting purposes or to fulfil our contract with you, we may not be able to work with you. Before cancelling any services, we will notify you that you are required to provide the missing information and give you a further reminder before cancellation.

Sharing your information

We share information within the Dolon Group and do not share your information with any other organisations or individuals unless we have entered into a contract with the organisation and your personal information is protected. Occasionally we are obliged by law, regulatory purposes, purposes of national security, taxation and criminal investigations to provide your information. Other than these circumstances we will not share your information unless you have agreed that we may do so.

We will never sell or rent your personal information to other organisations.

Retaining your information

We hold your information only as long as necessary for each reason that we use it. For example, payment information will be held for up to ten years for accounting purposes. During the retention period we ensure the security and integrity of the information. If you wish to know more information about our retention practices, please contact us at [email protected].

Your rights

You have a number of rights about how the personal information you provide can be used. These are:

  • Transparency over how we use your personal information (right to be informed)
  • The ability to request a copy of the information we hold about you, which will be provided to you within one month (right of access)
  • Update or amend the information we hold about you if it is wrong (right of rectification).
  • Ask us to stop using your information (right to restrict processing)
  • Ask us to remove your personal information from our records (right to be ‘forgotten’)
  • Object to the processing of your information for marketing purposes (right to object)
  • Obtain and reuse your personal information for your own purposes (right to data portability)
  • Not be subject to a decision when it is based on automated processing (automated decision making and profiling)

If you wish to raise a complaint about how we have handled your personal information you can contact us and we will investigate the matter. If you are not satisfied with our response or believe we are not processing your personal information in accordance with the law, you may complain to the Information Commissioner’s Office (ICO).

If you would like to know more about your rights under data protection law, you can find out more at the ICO website.

How to contact us

If you wish to talk through anything in our privacy policy, find out more about your rights or obtain a copy of the information we hold about you, please contact us by emailing [email protected] and we will be happy to help.

About us

Dolon Ltd is registered with the Information Commissioner’s Office as a Data Controller. Our registration number is ZA345317.

Dolon Ltd is a company registered in England and Wales. Registered company number: 08809427 whose registered office is 63 St. Mary Axe, London, England, EC3A 8AA.

Last updated: July 2021