Privacy Policy

This policy explains what personal data we collect through zedonk.co.uk, why we collect it, who we share it with, and the rights you have. Please read it alongside our Cookie Policy, which explains how we use cookies and similar technologies.

Who We Are

zedonk.co.uk is operated by F2iT Limited (“we”, “us”, “our”), a company registered in England and Wales under company number 05781095. Our registered office is at 164 Field End Road, Eastcote, England HA5 1RH, and our main trading address is Unit 1B, 6 Orsman Road, London N1 5QJ, United Kingdom. We trade as Zedonk.

F2iT Limited is the controller of the personal data described in this policy. Andrea Mene, our Chief Executive Officer, is responsible for overseeing questions about it. We have not appointed a data protection officer.

We are based in the United Kingdom and we offer our products to businesses in the United Kingdom and across Europe. UK data protection law applies to how we handle your personal data. If you are in the European Union, EU data protection law applies as well, and the section headed “If You Are in the European Union” sets out what that means for you.

If you have any questions about this policy, or want to exercise any of your rights, contact us at:

• Email: andrea@zedonk.co.uk
• Phone: 0203 651 1470
• Post: Data Privacy, F2iT Limited, Unit 1B, 6 Orsman Road, London N1 5QJ, United Kingdom

For anything else, our general contact address is sales@zedonk.co.uk.

What This Policy Covers

This policy covers personal data we collect through zedonk.co.uk. That includes when you fill in a form, request a demo, download gated content such as a case study, sign up to our newsletter, apply for a job with us, or contact us through the site.

It does not cover the data you or your business hold inside Z.Hub, Z.Studio or Z.Planner. When you use our software under a subscription, we handle that data as a processor acting on your instructions, under the terms of your subscription agreement with us. If you want to know how we handle data inside the software, please contact us or refer to that agreement.

The Data We Collect About You

We collect and use the following categories of personal data.

We do not intentionally collect special category data through our site, and outside the recruitment process we ask you not to send it to us. Special category data means information about your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, sex life or sexual orientation, and genetic or biometric data.

If you do not give us the data we ask for on a form, we may not be able to respond to your enquiry or provide what you requested.

How We Use Your Personal Data

We use the personal data we hold about you to:

• Provide the information, products or services you request from us.
• Respond to your enquiries and provide customer support.
• Enter into and carry out any contract between us.
• Send you marketing about our products and services, where you have asked for it or where we are otherwise permitted to do so. You can opt out at any time.
• Notify you about changes to our site, our products or our terms.
• Improve our site, our products and our marketing.
• Administer our site and for internal operations, including troubleshooting, data analysis and testing.
• Keep our site and our business secure, and detect and prevent fraud and misuse.
• Consider your application, if you apply for a job with us.
• Comply with our legal, accounting and regulatory obligations, and establish, exercise or defend legal claims.

We will not use your personal data for a materially different purpose without telling you first.

Our Lawful Bases

Data protection law requires us to have a lawful basis for everything we do with your personal data. Ours are:

• Legitimate interests. Most of what we do rests on this: responding to your enquiry, understanding who is interested in our products, marketing to business contacts, keeping our site secure, and improving how it works. We have considered whether these uses could override your rights and we do not believe they do, because we handle business contact details rather than information about your private life, and we do not use them in ways you would find intrusive. You can object at any time.
• Performance of a contract, or steps taken at your request before entering into one. Where we need your data to deal with you or your business commercially, or to progress a job application.
• Legal obligation. Where the law requires us to keep or disclose data, for example for tax and accounting purposes, or to check that a new joiner has the right to work in the United Kingdom.
• Consent. Where we ask for it, for example for some marketing messages, or to keep an unsuccessful job application on file. You can withdraw your consent at any time, and doing so does not affect anything we did before you withdrew it.

If You Apply for a Job With Us

Our careers page invites applications, including speculative ones when we have no vacancy open. If you apply, this section applies to you as well as the rest of this policy.

Applications come to us by email. We do not use an applicant tracking system, a recruitment platform or a recruitment agency for applications made through our site, so your CV and covering letter stay with us.

We collect the CV, covering letter and any other information you choose to send us, together with anything you tell us during the recruitment process. We rely on our legitimate interests in recruiting for our business, and on taking steps at your request before entering into a contract of employment.

If we offer you a role, we are required by law to check that you have the right to work in the United Kingdom before you start. We carry out that check after making an offer, on the same basis for every candidate, and we rely on our legal obligation to do so.

If you would like us to make an adjustment to our recruitment process, please tell us. To arrange it we may need to handle information about your health, which is special category data. Where we do, we rely on the condition in UK data protection law that allows us to process it for the purposes of employment, and we only use it to make the adjustment.

We keep your application only for as long as we need it to consider you for the role you applied for. If we would like to keep it on file in case something suitable comes up later, we will ask you by email first, and we will only keep it if you tell us you are happy for us to. You can change your mind at any time, and you can ask us to delete your application whenever you like.

We do not use automated decision-making to sift applications.

If you want to know more about how we handle recruitment data, contact us using the details above.

Cookies and Similar Technologies

Our site uses cookies and similar technologies to keep the site working properly and to help us understand how it is used. For detail on the cookies we use, why we use them, and how to control them, see our Cookie Policy.

Marketing and Your Choices

We may send you marketing about our products and services by email where you have asked us to, or where you gave us your details in the course of enquiring about our products and we are permitted to contact you about similar things.

You can stop our marketing emails at any time by using the unsubscribe link in any message, or by contacting us. If you opt out, we will keep a record of your preference so that we can honour it, and we will still send you messages we need to send about a contract between us.

We do not sell your personal data, and we do not share it with third parties for their own marketing.

Disclosure of Your Personal Data

We share personal data with the following categories of recipient:

• Service providers who help us run our business, including website hosting, IT support and security, analytics, email delivery, and customer relationship management. They may only use your data to provide services to us.
• Professional advisers, including lawyers, accountants, auditors, bankers and insurers.
• Authorities, regulators and law enforcement, where we are required to disclose by law or where we need to protect our rights, our users or the public.
• Third parties who bring or threaten a legal claim connected to something you sent us, where we are required to respond by law or a court order, or where we reasonably need to in order to defend ourselves.
• A buyer or successor, if we sell, transfer or reorganise any part of our business. We will tell you if your data is transferred and becomes subject to a different privacy policy.

We only allow our service providers to use your personal data for the purposes we engaged them for, and we ask them to keep it secure and to comply with data protection law.

International Transfers

Our site, and the data you send us through it, are hosted in the United Kingdom.

Some of our service providers process data outside the United Kingdom. Google Analytics, for example, is provided by Google LLC in the United States.

Where personal data leaves the United Kingdom, we make sure a safeguard recognised by UK data protection law is in place. Depending on the provider and the country, that will be an adequacy decision made by the UK government, or the UK International Data Transfer Addendum to the European Commission’s standard contractual clauses. Where EU data protection law applies to a transfer, we rely on an adequacy decision or the European Commission’s standard contractual clauses.

If you would like to know which safeguard applies to a particular transfer, or would like a copy of it, contact us using the details above and we will provide it.

Data Retention

We keep your personal data only for as long as we need it for the purposes we collected it for, including to satisfy legal, accounting, tax or reporting requirements, and to establish, exercise or defend legal claims.

How long that is depends on the type of data, why we hold it, how sensitive it is, and whether any legal requirement applies. Records connected to a contract are generally kept longer than a one-off enquiry, because tax and accounting rules require it.

When we no longer need your data, we delete it or anonymise it so that it can no longer be linked to you.

If you would like to know how long we keep a particular type of data, contact us using the details above and we will tell you.

Data Security

We take the security of your personal data seriously. Our site is served over an encrypted HTTPS connection, so anything you send us through a form on our site is encrypted while it travels to us.

We limit access to your personal data to those people who need it to do their job, and we keep that access under review.

No method of transmission over the internet, and no method of electronic storage, is completely secure, so we cannot guarantee absolute security. If a personal data breach happens, we will notify you and the Information Commissioner’s Office where we are legally required to do so.

Your Legal Rights

You have the following rights in relation to your personal data. They arise under UK data protection law, and under EU data protection law if you are in the European Union.

• Access. You can ask for a copy of the personal data we hold about you.
• Rectification. You can ask us to correct data that is inaccurate, or to complete data that is incomplete.
• Erasure. You can ask us to delete your personal data. This is not an absolute right, and we may need to keep data to comply with a legal obligation or to defend a legal claim.
• Restriction. You can ask us to pause our use of your data, for example while we check its accuracy or consider an objection.
• Portability. You can ask us to send the data you gave us to you, or to another organisation, in a structured, commonly used, machine-readable format, where we process it by automated means on the basis of consent or a contract.
• Objection. You can object to our use of your data where we rely on our legitimate interests. If you object to direct marketing, we will stop.
• Withdraw consent. Where we rely on consent, you can withdraw it at any time, without affecting anything we did beforehand.
• Automated decision-making. You have the right not to be subject to a decision based solely on automated processing that produces legal or similarly significant effects. We do not make decisions of that kind.

How to Make a Request

To exercise any of these rights, email us at andrea@zedonk.co.uk, call us on 0203 651 1470, or write to us at the postal address above. Please tell us which right you want to exercise and give us enough information to find your records.

We may ask you for information to confirm your identity before we act on your request. This is a security measure and helps make sure your data is not given to someone with no right to it.

We will respond within one month. If your request is complex, or if you have made several requests, we may extend that by a further two months, and we will tell you within one month if we need to.

You will not have to pay a fee. If a request is manifestly unfounded or excessive, we may charge a reasonable fee or refuse to act on it, and we will explain why.

If You Are in the European Union

Because we offer our products to businesses in the European Union, EU data protection law applies to our handling of personal data about people in the EU, alongside UK law.

The rights set out above apply to you in the same way. Where we transfer your data outside the European Economic Area, we rely on an adequacy decision or the European Commission’s standard contractual clauses, as described in the international transfers section. The United Kingdom currently benefits from an adequacy decision made by the European Commission.

You can complain to the data protection authority in the EU country where you live, where you work, or where you think the problem happened.

Complaints

If you are not happy with how we have handled your personal data or your request, please contact us first so that we have the chance to put it right.

You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection, at ico.org.uk or on 0303 123 1113. If you are in the European Union, you can complain to your own national data protection authority instead.

Children

Our site and our products are aimed at businesses, not children. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it.

Third Party Links

Our site may include links to third party websites, plug-ins and applications, including our social media pages. Clicking on those links may allow third parties to collect or share data about you. We do not control those websites and we are not responsible for their privacy practices. We encourage you to read the privacy policy of every site you visit.

Changes to This Policy

We may update this policy from time to time. Any changes we make will be posted on this page, and the last updated date at the top will tell you when. Where the changes are significant, we will make that clear on our site or contact you directly. Please check back from time to time.

Contact Us

Questions, comments and requests about this policy are welcome. Please contact us at andrea@zedonk.co.uk or 0203 651 1470, or write to us at Data Privacy, F2iT Limited, Unit 1B, 6 Orsman Road, London N1 5QJ, United Kingdom.