This Privacy Policy explains how DFH Developments, the trading identity of DFH DEVELOPMENTS LTD, collects, uses, stores, shares and protects personal data. The developer behind this website and the systems described in it is DFH Developments, working from Waukrigg Mill, Duke Street, GALASHIELS - TD1 1QD, United Kingdom (GB).
The company treats personal data with the same care it brings to the software it builds. Data is collected only where there is a clear reason, used only for the purpose it was given, kept only as long as necessary, and protected with controls that are documented and reviewed. This policy applies to the website at dfhdevelopments.buzz, to enquiries and contracts, to support services and to any system that DFH DEVELOPMENTS LTD operates on behalf of a client.
By using this website or engaging the company for services, you agree to the practices described here. If you do not agree with any part of this policy, please do not use the website and contact the mill office so that any concern can be discussed directly.
Contents
- Who We Are
- Scope of This Policy
- Data We Collect
- How We Collect Data
- Why We Use Personal Data
- Lawful Bases for Processing
- Cookies and Similar Technologies
- Analytics and Measurement
- Contact Forms and Direct Enquiries
- Client Data and Project Systems
- Sharing and Disclosure
- International Transfers
- Data Retention
- Security Measures
- Privacy for Children
- Your Rights
- Marketing Communications
- Third Party Services and Links
- Data Breach Response
- Changes to This Policy
- Complaints and Supervisory Authority
- How to Contact Us
1. Who We Are
DFH DEVELOPMENTS LTD is a company registered in the United Kingdom with its registered address at Waukrigg Mill, Duke Street, GALASHIELS - TD1 1QD, United Kingdom (GB). The company operates as a systems house providing bespoke software development, systems integration, IT infrastructure design, cloud solutions, technical due diligence and managed support services. The developer trading identity used across this website is DFH Developments.
For the purposes of the data protection laws that apply in the United Kingdom, including the United Kingdom General Data Protection Regulation and the Data Protection Act 2018, DFH DEVELOPMENTS LTD is the data controller for personal data collected through this website and through direct business communications. Where the company processes personal data inside a system that it operates on behalf of a client, the client is normally the controller and DFH DEVELOPMENTS LTD acts as a processor under a written agreement.
The contact point for all privacy matters is the mill office, reachable by email at general@dfhdevelopments.buzz, by telephone on +13466959893, or by post at the registered address given above. The named contact for privacy enquiries at the company is Chen Du.
2. Scope of This Policy
This policy covers the personal data that DFH DEVELOPMENTS LTD collects and processes when you visit the website, submit an enquiry through the contact form, send an email, telephone the office, sign a contract for services, receive support, or otherwise interact with the company as a client, supplier, applicant or visitor. It also covers the personal data that the company handles while delivering its six service lines to client organisations.
This policy does not cover websites or services operated by other organisations, even where the company has provided a link to them or built a system for a client. Each of those organisations is responsible for its own privacy notices, and you should read them before providing personal data to those services. Where DFH DEVELOPMENTS LTD operates a system on behalf of a client, the client privacy notice governs the primary relationship and this policy applies only to the processing that the company carries out as a processor.
This policy does not apply to anonymous information that cannot reasonably be linked to an identifiable person, nor to aggregated reporting that DFH DEVELOPMENTS LTD prepares for its own service improvement purposes in a form that no longer identifies any individual.
3. Data We Collect
The categories of personal data that DFH DEVELOPMENTS LTD may collect depend on how you interact with the company. The main categories are set out below, and the company collects only the categories that are relevant to the interaction in question.
- Identity data such as your name, title and the organisation you represent.
- Contact data such as your email address, telephone number and postal address.
- Enquiry data such as the subject and content of a message you send to the company.
- Contract data such as the terms agreed, the services purchased and the billing address.
- Support data such as incident tickets, correspondence and the systems involved.
- Technical data such as browser type, device type, approximate location and internet protocol address.
- Usage data such as the pages viewed and the time spent on the website.
- Recruitment data such as a curriculum vitae and references where you apply for a role.
Special category data
DFH DEVELOPMENTS LTD does not seek to collect special category data, such as information about health, racial or ethnic origin, religious beliefs, political opinions or trade union membership, through the website. If such information is ever relevant to a project, the company will ask for it explicitly, explain why it is needed and rely on an appropriate lawful condition. You should not send special category data through the general contact form unless the company has asked you to do so.
Criminal offence data
The company does not routinely collect information about criminal convictions or offences. Where a client engagement lawfully requires such checks, the company will handle that data strictly in line with the applicable law and any written instructions received.
4. How We Collect Data
Personal data reaches DFH DEVELOPMENTS LTD through several ordinary routes, and each route is designed to collect no more than the work requires.
Direct interactions
You may give the company your data when you complete the contact form, send an email to the mill office, telephone the office, request a proposal, accept a quotation, sign a contract, raise a support ticket, respond to a review meeting or attend an on site survey.
Automated interactions
As you browse the website, limited technical data such as your internet protocol address, browser type and pages viewed may be recorded by the hosting environment and by any measurement tools in use. This data is used to keep the website secure and to understand which content is useful.
Third party sources
The company may receive limited data from third parties such as a referral partner, a professional adviser, a public company register or a credit reference agency, always in connection with a genuine business relationship and never for unrelated purposes.
5. Why We Use Personal Data
DFH DEVELOPMENTS LTD uses personal data for clearly defined purposes. Each purpose below is matched to a lawful basis in the following section, and the company does not use personal data for any purpose that has not been notified or that is incompatible with the purpose for which it was collected.
- To respond to an enquiry and to provide the information that was requested.
- To prepare quotations, proposals, scopes of work and contracts.
- To deliver, integrate, host and support the systems a client has purchased.
- To maintain the security, integrity and availability of company and client systems.
- To keep financial and tax records and to process payments lawfully.
- To improve the website, the services and the way the company communicates.
- To send service messages that are necessary for a contract already in place.
- To send marketing where a lawful basis exists and where you have not objected.
- To meet legal, regulatory and professional obligations that apply to the company.
- To establish, exercise or defend legal claims where that becomes necessary.
Where the company wishes to use personal data for a new purpose that was not covered when the data was first collected, it will inform the affected individuals beforehand and, where required, obtain fresh consent or rely on another lawful basis.
6. Lawful Bases for Processing
Under the data protection laws of the United Kingdom, DFH DEVELOPMENTS LTD must have a lawful basis for each processing activity. The bases on which the company relies are set out below.
Contract
Processing is necessary to enter into or perform a contract with you or with the organisation you represent. This covers responding to a request made before a contract, delivering agreed services, invoicing and providing support.
Legitimate interests
Processing is necessary for the legitimate interests of the company or a third party, provided those interests are not overridden by your rights. This covers website security, fraud prevention, service improvement, network and information security, and the ordinary administration of a business relationship.
Legal obligation
Processing is necessary to comply with a legal or regulatory duty, such as keeping accounting records, responding to a lawful authority request or meeting tax requirements.
Consent
Where no other basis applies, the company will ask for your consent and will record it. You may withdraw consent at any time by contacting the mill office, and withdrawal will not affect processing carried out lawfully before the withdrawal.
Vital interests and public task
In rare circumstances the company may process data to protect life or to perform a task in the public interest. These bases are used only where the legal conditions are satisfied and are documented in the relevant record of processing.
8. Analytics and Measurement
DFH DEVELOPMENTS LTD uses measurement only to understand whether the website is useful and where it can be improved. Aggregate figures such as the number of visits to a page, the general region from which a visit came and the type of device used help the company decide what to publish and what to retire.
The company configures measurement tools to minimise the data they hold, to avoid recording the content of form fields and to honour the cookie choices made on the site. Internet protocol addresses are handled in a way that reduces their ability to identify an individual where the tooling permits. Measurement data is not used to make automated decisions about any person and is not sold to third parties.
9. Contact Forms and Direct Enquiries
The contact form on this website does not transmit data to a server operated by DFH DEVELOPMENTS LTD. It prepares a message in your own email client using the mailto mechanism and the address general@dfhdevelopments.buzz. Nothing leaves your device until you choose to send the prepared message yourself.
When a message does reach the mill office, it is stored in the company email system and, where a project follows, in the relevant client file. Enquiries are kept only as long as they are useful, and they are reviewed periodically so that dormant correspondence is removed. If you would prefer that a message be deleted after it has been answered, say so in the message and the company will act on that request.
You should avoid sending confidential or sensitive information through the contact form until a formal engagement is in place. Once a contract exists, the company can provide a secure channel for sensitive material.
10. Client Data and Project Systems
A large part of the work of DFH DEVELOPMENTS LTD involves building and operating systems that hold a client data. In those situations the client remains the controller of the personal data inside the system, and DFH DEVELOPMENTS LTD acts as a processor. The company processes that data only on the documented instructions of the client.
Processing as a processor is governed by a written data processing agreement that sets out the subject matter, the duration, the nature and purpose of the processing, the types of personal data and the categories of data subject, as well as the obligations of both parties. The company applies confidentiality, security, breach notification and assistance commitments that meet the requirements of the applicable law.
Where the company develops software that a client will operate itself, the company follows secure development practices, avoids using production personal data in test environments where a safe alternative exists, and hands over the system with documentation that helps the client meet its own obligations. Any personal data used temporarily for testing is removed or anonymised once the work is complete.
12. International Transfers
DFH DEVELOPMENTS LTD is based in the United Kingdom and normally stores personal data within the United Kingdom or the European Economic Area. Where a service provider or a client requirement means that data must be transferred outside those areas, the company puts appropriate safeguards in place before the transfer occurs.
Safeguards may include an adequacy decision, the standard contractual clauses approved for the purpose, or another lawful transfer mechanism. The company assesses the circumstances of each transfer, including the laws of the destination country, and applies additional measures where they are needed. A summary of the safeguards used for a particular transfer can be requested from the mill office.
13. Data Retention
Personal data is kept only as long as it is needed for the purpose for which it was collected, plus any period required by law or by a legitimate business need such as defending a claim.
- Enquiries that do not lead to a project are normally removed within twelve months.
- Client contract and billing records are kept for six years after the relationship ends, to meet accounting and tax rules.
- Support records are kept for the period of the support agreement and for a short review period afterwards.
- Recruitment records are kept for a defined period and then deleted, unless the applicant agrees to a longer hold.
- Website measurement data is retained in a form set by the tooling in use and is reviewed regularly.
When a retention period ends, the data is deleted securely or anonymised so that it can no longer be linked to an individual. Where data is held inside a client system, the retention rules set by that client take precedence and the company follows them under the processing agreement.
14. Security Measures
DFH DEVELOPMENTS LTD protects personal data with technical and organisational measures that are proportionate to the risk. Security is treated as a design requirement rather than an afterthought, and the controls below are reviewed as systems and threats change.
- Access to systems is granted by role and follows the principle of least privilege.
- Multi factor authentication is used for administrative and remote access.
- Data in transit is encrypted, and sensitive data at rest is encrypted where appropriate.
- Backups are taken, rotated and tested so that recovery is a rehearsed operation.
- Systems are patched on a defined schedule, with critical fixes prioritised.
- Logs are kept for security monitoring and incident investigation.
- Staff and contractors are bound by confidentiality and receive regular security guidance.
- Suppliers are assessed before onboarding and reviewed during the relationship.
No system can be guaranteed to be completely secure. The company works to reduce risk, to detect problems quickly and to respond effectively, and it asks clients and website visitors to use strong passwords, to keep their own devices secure and to report anything suspicious to the mill office without delay.
15. Privacy for Children
The website and the services of DFH DEVELOPMENTS LTD are intended for businesses, organisations and professional users. They are not directed at children, and the company does not knowingly collect personal data from a child.
If the company becomes aware that it has collected personal data from a child without the appropriate involvement of a parent or guardian, it will delete that data promptly. A parent or guardian who believes that a child has provided personal data to the company should contact the mill office at general@dfhdevelopments.buzz or telephone +13466959893 so that the matter can be resolved quickly.
16. Your Rights
The data protection laws of the United Kingdom give individuals a set of rights over their personal data. DFH DEVELOPMENTS LTD respects those rights and will help you exercise them.
- The right to be informed about how personal data is used, which this policy provides.
- The right of access to the personal data held about you, together with related details.
- The right to rectification of inaccurate or incomplete personal data.
- The right to erasure of personal data where there is no continuing lawful reason to keep it.
- The right to restrict processing while a concern is investigated or resolved.
- The right to object to processing based on legitimate interests or used for direct marketing.
- The right to data portability for data provided by you and processed by automated means.
- The right to withdraw consent at any time where consent is the basis for processing.
- The right not to be subject to a decision based solely on automated processing that produces legal or similarly significant effects.
To exercise any of these rights, contact the mill office using the details at the end of this policy. The company will respond within one month, and will extend that period only where the law permits and where the request is complex. Proof of identity may be requested so that data is not released to the wrong person. Most requests are handled without charge.
17. Marketing Communications
DFH DEVELOPMENTS LTD may send occasional updates about services, events or technical topics where there is a lawful basis to do so. Where consent is required, the company will ask for it clearly and will keep a record of the choice made. Where the company relies on legitimate interests for business to business marketing, it will still offer a simple way to opt out.
Every marketing message includes a way to stop receiving further messages, and the company acts on opt out requests promptly. Administrative and service messages that are necessary for a contract already in place are not marketing and will continue to be sent while the contract is active. You can also ask at any time to be removed from all marketing by writing to general@dfhdevelopments.buzz or by calling +13466959893.
18. Third Party Services and Links
The website and the systems delivered by the company may contain links to services operated by other organisations. DFH DEVELOPMENTS LTD does not control those services and is not responsible for their privacy practices, their content or their security. You should read the privacy notice of any third party service before providing personal data to it.
Where the company embeds a third party component, such as a map, a video or a font service, the minimum necessary integration is used and the implications for privacy are considered before the component is added. If a component would collect data in a way that is not justified by the benefit it brings, it is not used.
19. Data Breach Response
DFH DEVELOPMENTS LTD maintains a documented procedure for detecting, assessing, containing and resolving a personal data breach. Staff and contractors know how to report a suspected breach immediately, and the company investigates without delay.
Where a breach is likely to result in a risk to the rights and freedoms of individuals, the company will notify the relevant supervisory authority within the time required by law. Where a breach is likely to result in a high risk to individuals, the company will inform those affected without undue delay and will explain what happened, what it means and what steps are being taken. Clients are notified where the breach concerns data the company processes on their behalf, in line with the processing agreement.
After an incident, the company records the facts, the cause, the effect and the response, and it makes the changes needed to reduce the chance of a repeat. Lessons from an incident are treated as engineering work, not as paperwork.
20. Changes to This Policy
This policy is reviewed regularly and may be updated to reflect changes in the law, in the services offered, in the systems used or in the way the company works. The version and the date at the top of the page show when the current text took effect.
Where a change is material, the company will take reasonable steps to bring it to the attention of affected individuals, for example by publishing a notice on the website or by contacting clients directly. Continuing to use the website or the services after an update means that you accept the revised policy. If you do not agree with a change, you may contact the mill office to discuss it, and you may stop using the website.
21. Complaints and Supervisory Authority
If you are unhappy with the way DFH DEVELOPMENTS LTD has handled your personal data, please contact the mill office first so that the company has the chance to put matters right. The company takes every complaint seriously and will investigate it promptly and transparently.
You also have the right to lodge a complaint with the Information Commissioner Office, the supervisory authority for data protection in the United Kingdom. The company will cooperate fully with any investigation and will respect the outcome. Where a client is based outside the United Kingdom, that client may also raise a concern with its own national supervisory authority.
22. How to Contact Us
Questions, requests and concerns about privacy are welcome at any time. The mill office is the single point of contact for all privacy matters.
- Company: DFH DEVELOPMENTS LTD
- Developer identity: DFH Developments
- Address: Waukrigg Mill, Duke Street, GALASHIELS - TD1 1QD, United Kingdom (GB)
- Email: general@dfhdevelopments.buzz
- Telephone: +13466959893
- Contact name: Chen Du
When you write, please include enough detail for the company to understand your request and to identify the relevant records, but do not send sensitive information until a secure channel has been arranged. The company will acknowledge your message, confirm what happens next and keep you informed until the matter is resolved.
This Privacy Policy forms part of the wider terms on which DFH DEVELOPMENTS LTD provides its website and services. Please also read the Terms of Service for the contractual conditions that apply.