Privacy Policy Document for Digital Facilities Management (DFM Systems)

1. Introduction

Digital Facilities Management, trading as DFM Systems ("we", "our", "us", "Company"), is committed to protecting the privacy and security of personal data. This document outlines our practices for collecting, processing, and protecting personal data in compliance with the General Data Protection Regulation (GDPR) and Irish data protection laws.

2. Data Controller Information

Digital Facilities Management is the data controller for personal data collected and processed through our website, platform, and services. For any data protection queries, please contact us at privacy@dfmsystems.com.

3. Personal Data We Collect

We collect and process the following types of personal data:

  • Name

  • Work email address

  • Work phone number

  • IP address

  • Job title

  • Project Information

  • Device information

  • Usage data and activity logs

Additionally, we may collect personal data when you communicate with us via various channels:

  • Email correspondence

  • Phone calls

  • Support tickets or inquiries

This communication data may include:

  • The content of your messages or inquiries

  • Timestamps of communications

  • Any attachments or documents you share

  • Your preferences or opinions expressed during interactions

We process this communication data to provide customer support, improve our services, and maintain a record of our interactions for quality assurance and legal compliance purposes. As a condition of employment, all Digital Facilities Management employees are required to treat personal information held by the company as confidential.

Other Sources: We may receive information about you from other sources, including your company and third parties.

4. Purpose of Data Processing

We use personal data for the following purposes:

  • User authentication and identification

  • Providing and improving our services

  • Customer support

  • Analytics and performance monitoring

5. Data Subject Rights

Under GDPR, data subjects have the following rights:

  • Right to access

  • Right to rectification

  • Right to erasure

  • Right to restrict processing

  • Right to data portability

To exercise these rights, contact privacy@dfmsystems.com.

6. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by applicable laws and regulations. Our retention periods are based on business needs and legal requirements.

7. Marketing and Engagement

We may process your personal data to provide marketing and engagement services, including:

  • Advertising and promotional services

  • Event invitations

  • Newsletter subscriptions

  • Surveys

  • Contests

  • Special offers

Digital Facilities Management LTD may occasionally feature a client's name and logo in its client lists for advertising its services. The company may also include a brief description of the services provided to customers on its website or in marketing materials. Both parties will work together to agree on the final wording of any such description.

8. Data Security

We implement appropriate technical and organizational measures to ensure the security of personal data, including:

  • Encryption of data in transit

  • Access controls and authentication measures

  • Regular security assessments and penetration testing

  • Employee training on data protection and security best practices

  • Secure communication channels for customer interactions

While Digital Facilities Management takes reasonable steps to secure information in storage, it is important to note that the internet is not a completely secure environment. Therefore, no data transmission can be guaranteed as 100% secure, and the company cannot be held responsible for the security of information transmitted over the internet.

9. International Data Transfers

Digital Facilities Management (DFM Systems) does not transfer personal data outside the European Union.

10. Use of Cookies

We use cookies for essential functionality and analytics purposes only:

Essential cookies: A session cookie tracks your progress throughout our website. If this cookie is disabled, our websites will not function properly. This cookie does not identify you personally and is not linked to any other information we store about you. Our legal basis for this processing is legitimate interest in supporting the functionality of our websites.

Analytics cookies: Users can control cookie settings through their browser preferences.

11. Records of Processing Activities

We maintain records of our processing activities as required by Article 30 of the GDPR.

12. Training and Awareness

We provide regular training to our employees on data protection and GDPR compliance.

13. Policy Updates

This policy is reviewed regularly and updated as necessary to reflect changes in our practices or legal requirements.

14. Contact Information

For any questions or concerns regarding this policy or our data protection practices, please contact us at:

Digital Facilities Management Ltd (Trading as DFM Systems)
Suite 4 Grange Road Office Park
Rathfarnham
Dublin 16
privacy@dfmsystems.com
Telephone +353 1 492 6623

This privacy policy is effective as of 10/10/2024.