Privacy Notice

DILIGENCE INTERNATIONAL LLC

Introduction

Diligence International LLC (“Company”, “we” or “us” “our”) respects your privacy and is committed to protecting your personal data (Your Data). This notice is to help you understand what data we collect, why we collect it and what we do with Your Data when you instruct us to provide our services to you under any business function: Investigations, Due Diligence, Forensics, Business Intelligence; Personnel Screening and Business Resilience and Continuity (see OUR EXPERTISE).

It is important that you read this notice together with any other privacy policy or fair processing notice we may provide on specific occasions when we are collecting or processing Your Data so that you are fully aware of how and why we are using Your Data. This notice supplements the other notices or policies and is not intended to override them.

This notice is not intended for children. We do not collect data relating to children except where it is provided by you in the nature of an instruction with us.

Important information about who we are

The Company is a controller for the purposes of processing Your Data under your retainer with us and is responsible for all personal data received and held by the Company. We have appointed a data protection leader (DPL) who is responsible for overseeing questions in relation to this notice. If you have any questions about this notice, including any requests to exercise Your legal rights, please contact the DPL using the details set out below:

Full name of legal entity: Diligence International LLC

Name or title of DPL: Keith Tomkins

Email address: dataprotection@diligence.com

Postal address: One Canada Square, London, E14 5AA

Telephone number: +44 (0)20 7516 0007

If you have any queries, concerns or complaints about the use of Your Data by us, please raise them with the DPL. If this does not resolve the problem to your satisfaction, or, if you prefer to raise the issue with somebody else, then please speak to a senior member of our team who will deal with your complaint. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the notice and your duty to inform us of the changes

This version was last updated in May 2018.

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

1. THE DATA WE COLLECT ABOUT YOU

Personal data or personal information means any information about an individual from which that person can be identified which includes not only individuals in their personal or private capacity but also directors and owners of bodies corporate. It does not include data where a person’s identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of data about you which we have grouped together as follows:

  • Identity Details includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
  • Contact Details includes billing address, home address, email address and telephone numbers.
  • Financial Details includes bank account and payment card details
  • Matter Details includes any information you provide to us for the Performance of the Contract. For example, the investigation brief, results and related information or any other information concerning circumstance for the Performance of the Contract.
  • Transaction Details includes details about payments to and from you and other details of services you have purchased from us.

2. IF YOU OR ANY THIRD PARTY FAILS TO PROVIDE REQUIRED DATA

Where we need to collect Your Data (or any other person’s data) by reason of our legal obligations or for the Performance of a Contract and that data is not provided when requested, we may not be able to provide our services under our Contract. In this case, we may have to cancel the Contract, but we will notify you if this is the case at the time.

3. HOW IS YOUR DATA COLLECTED?

We use different methods to collect data from and about you including through direct interactions. You may give us your Identity, Contact, and Financial Details by filling in forms, or by corresponding with us by post, phone, email, through our website or otherwise.

4. HOW WE USE YOUR DATA

We will only use Your Data when the law allows us to and in accordance with our obligations to our clients. Most commonly, we will use Your Data in the following circumstances:

  • In anticipation of and in connection with the Performance of the Contract.
  • 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.

See “Purposes for which we will use your data” to find out more about the types of lawful basis that we will rely on to process your personal data.

5. PURPOSES FOR WHICH WE WILL USE YOUR DATA

We set out, in the below table, a description of all the ways we plan to use Your Data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process Your Data for more than one lawful ground depending on the specific purpose for which we are using Your Data. Please email dataprotection@diligence.com if you need details about the specific legal ground we are relying on to process Your Data where more than one ground has been set out in the table below.

Purpose/Activity Type of data Lawful basis for processing
To register you as a new client and provide services to you in relation to new matters (a) Identity (b) Contact, (c) Financial, (d) Matter Performance of a Contract with you
To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy notice(b), Asking you to leave a review or take a survey (a) Identity (b) Contact, (c) Matter, (d) Marketing and Communications (a) Performance of a Contract with you, (b) Necessary to comply with a legal obligation, (c) Consent (for the purposes of Marketing and Communications)
To administer and protect our business (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) (a) Identity, (b) Contact (a) Performance of a Contract with you, (b) Necessary to comply with a legal obligation

6. CHANGE OF PURPOSE

We will only use Your 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. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please email dataprotection@diligence.com.

If we need to use Your Data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

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

7. COOKIES

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our website may become inaccessible or not function properly. For more information about the cookies we use, please see our COOKIE POLICY.

8. DISCLOSURES OF YOUR DATA

We may have to share Your Data with the parties set out below for the purposes set out in “Purposes for which we will use your data” above.

  • Information sent using the contact emails on the “Contact Us” page are received by staff of the Company.
  • Internal Third Parties as set out in the Glossary.
  • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use Your Data in the same way as set out in this notice.

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

9. INTERNATIONAL TRANSFERS

The Company is made up of different branches which are located in and outside of the European Economic Area (EEA), details of which can be found at our CONTACT PAGE (Group). We may share Your Data with the Group where necessary in relation to the Performance of the Contract. This may involve transferring Your Data outside the EEA.

Some of our Internal Third Parties are based outside the EEA so their processing of Your Data will involve a transfer of data outside the EEA.

Whenever we transfer Your Data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We will only transfer Your Data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
  • Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
  • Where we use providers based in the US, we may transfer data to them if they are part of the EU-US Privacy Shield Framework which requires them to provide similar protection to personal data shared between the Europe and the US.

Please email dataprotection@diligence.com if you would like further information on the specific mechanism used by us when transferring Your Data out of the EEA.

10. DATA SECURITY

We have put in place appropriate security measures to prevent Your Data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to Your Data to those employees, agents, contractors and other third parties who have a business need to know. They will only process Your 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.

11. DATA RETENTION

How long will you use my personal data for?

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

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

Please see our current Data Retention Policy below:

During the provision of our services to you we will retain Your Data for the Performance of the Contract. We are required by law to retain Your Data for certain periods after your contract with us has terminated. Unless expressly agreed otherwise with you, we will keep Your Data whether in original, copy or imaged form for the periods set out below after which time the Company may destroy or delete them and any copies or images of them.

Your Data will be kept for certain periods after your contract with us has terminated. The periods for which we will retain Your Data depends on the business function under which we have provided our services to you. The periods are as follows:

  • Where the Company acts as a Data Controller, we will keep Your Data for a period of 6 years after your contract with us has terminated. Please note that we may keep Your Data for longer than the period stated above if it is necessary. However, this will be assessed on a case by case basis. If we determine that it is necessary to keep Your Data for longer than the period listed above, we will confirm this to you in writing at the end of our retainer with you and explain why it is necessary.
  • In circumstances where we act as Data Processor, we will only keep Your Data in accordance with your instructions and/or in accordance with any processing agreement in place between us.
  • Where the Company acts as Data Controller and Your Data is collected via the website (where you do not become our client), we will keep Your Data for a period of 6 months only.

Please note that our Data Retention Policy may be amended from time to time.

We will take all reasonable steps to destroy or erase Your Data that we no longer require in accordance with our applicable Data Retention Policy. This includes requiring third parties to delete such data where applicable.

12. YOUR LEGAL RIGHTS

In certain circumstances, you have the following rights under data protection laws in relation to Your Data. You have the right to:

Request access to Your Data (commonly known as a “data subject access request”). This enables you to receive a copy of the Your Data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that 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 Data. This enables you to ask us to delete or remove Your 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 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 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 Data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing Your Data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of Your Data. This enables you to ask us to suspend the processing of Your 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 Data to you or to a third party. We will provide to you, or a third party you have chosen, Your Data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process Your Data. However, 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 email dataprotection@diligence.com.

13. NO FEE USUALLY REQUIRED

You will not have to pay a fee to access Your 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.

14. WHAT WE MAY NEED FROM YOU

We may need to request specific information from you to help us confirm your identity and ensure your right to access Your 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.

15. TIME LIMIT TO RESPOND

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 a number of requests. In this case, we will notify you and keep you updated.

16. GLOSSARY

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process Your Data for our legitimate interests. We do not use Your Data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by emailing dataprotection@diligence.com.

Performance of the Contract means processing Your Data where in connection with our obligations under our contract of retainer to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal or regulatory obligation means processing Your Data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Consent means processing Your Data where you have given us clear consent to do so for a specific purpose.

Internal Third Parties means offices of the Company acting as joint controllers or processors and who are based in countries such as the United States of America, Russia, Geneva and Brazil.