Privacy Policy
Overview
Bespoke Docs respects your privacy and are committed to protecting your Personal Data. It is our duty to comply with Data Protection Legislation that governs our collection and Processing of Personal Data.
We recognize the need for appropriate safeguards and management practices in relation to the collection and use of your Personal Data.
We want to ensure that you understand what information we collect about you and how we use it. This Privacy Notice sets out the principles Bespoke Docs follows when we collect and Process your Personal Data through your use of our website or when you otherwise engage with Bespoke Docs and it applies to our candidates, clients, suppliers, website-users, and anyone who subscribes to our newsletters or participate in our programs, or similar activity.
This website is not intended for children, and we do not knowingly collect data relating to children. We may amend this Privacy Notice from time to time so please visit this page occasionally to ensure that you understand any amendments. If we need your Consent to Process your Personal Data in a different way, we will seek your permission in advance.
Please use the Glossary to help you understand the meaning of some of the terms used. If you have any questions regarding the Notice, contact us at info@bespokedocs.com.
Who We Are
When we mention “we”, “us” or “our”, we are referring to Bespoke Docs. Unless specified otherwise in this Privacy Notice, Bespoke Docs is the Data Controller of your Personal Data which means that Bespoke Docs decides why and how your Personal Data is Processed.
Data Privacy Office
When we mention “we”, “us” or “our”, we are referring to Bespoke Docs. Unless specified otherwise in this Privacy Notice, Bespoke Docs is the Data Controller of your Personal Data which means that Bespoke Docs decides why and how your Personal Data is Processed.
CONTACT US
Our full details are:
Full name of legal entity: Bespoke Docs LLC
Address: 1001 S Main St E, STE 49
Kalispell, Montana 59901 United States of America
Contact: info@bespokedocs.com Telephone number: +1 (833) 359-9556
Personal Data We Collect And How We Collect It
“Personal Data” is any information about an individual from which that person can be identified. It might include your name, mailing address, email address, telephone number, company, title, site username or site password. It does not include data where the identity has been removed (anonymous data).
We collect, store and Process your Personal Data by different methods depending on whether you are a potential client, existing client, supplier, or website user.
Where you are a potential or existing Client:
When you are enquiring about or using our services we collect and use information to understand your requirements, business details, your contracts and transaction information, discuss our contract, provide consultancy services or to share Bespoke Docs content which is likely to be relevant and useful to you.
How we collect your data:
- You may provide Personal Data to us by email, post, telephone, during meetings (whether face to face or through video-conferences) or through our website; or
- We may collect it from your colleagues, social media, our network of contacts, others who may know you, event delegate lists or third-party market research.
What data we collect:
- Data we collect includes the Personal Data of individual contacts who we deal with at your organization such as: name, job title, management level, business relationships, memberships, work history, work address, telephone numbers, and email address or written records of our conversations or meetings.
By completing a contact form, you agree that a representative of Bespoke Docs may contact you at the email and/or telephone number you provide.
Where you are a Supplier:
When supplying services to us or contracting with us we need certain information so that we can receive and pay for the services you provide.
How we collect your data:
- You may provide Personal Data to us by email, post, telephone, face to face or to our website; or
- We may collect it from candidates, social media, from our network contacts / others who may know you, event delegate lists or third-party market research.
What data we collect:
- This includes the Personal Data of individual contacts we engage with at your organization such as: name, job title, work address, telephone numbers, email address or written records of our conversations or meetings.
Where you are a website user:
When you are using our website, which may include when you download content or contact us via our website.
How we collect your data:
- You may provide Personal Data by completing online registration forms, by applying for roles via our website, or when you create or update any of your marketing preferences; or
- We may collect your data automatically via cookies, in line with cookie consent, server logs and other similar technologies preferences and settings in your browser (for more information on how we use cookies please see our Cookie Notice).
What data we collect:
- We collect the information you provide which may include your name and contact details, email address and telephone number, the resume/CV you submitted it to us online.
- In addition, we collect a limited amount of data which we use to help us to improve your experience when using our website and to help us manage the services we provide. This includes information on how you use our website and the location you view our website from (IP address).
Note that reading the content or use of this website does not create an attorney/client relationship with Bespoke Docs nor is it deemed legal advice.
Recording Meetings:
We may wish to record a call or video-conferences with you through software (such as Zoom, Microsoft Teams or OpenPhone) as well as use artificial intelligence software so that we can analyze conversations with you, obtain insight to help us from a business perspective and/or with training Bespoke Docs staff. If we intend to record a call or video conference, you will be notified in one or more of the following ways: (i) in the meeting invite that you receive from us; (ii) through a notification from the third-party software provider that we propose to use and/or; (iii) at the beginning of the call or video conference.
- If you accept the invite, we will consider this to be your Consent to being recorded for the purposes outlined above.
- If you do not wish for your visual to be recorded, you have the option to switch off your camera during the meeting.
- If you do not wish for your audio to be recorded, please decline the meeting invite.
- If you accept the meeting and subsequently change your mind, you have the option to withdraw your Consent by declining the meeting before the meeting commences.
How We Use Your Personal Data
We collect, Process, or disclose your Personal Data for our legitimate business purposes including:
- To provide services to clients;
- To engage with candidates or web users;
- To fulfill our contractual obligations with clients, staff and third parties;
- To develop and maintain our business relationships;
- To market events, promotions, competitions, webinars, reports, our services, news, or relevant industry updates. Depending on which jurisdiction you are in, we may be required to give you an option to “opt-in” and we will always provide you with an option to “opt-out” with each marketing communication;
- As required by law or regulation;
- For our business purposes, such as data analysis, audits, fraud monitoring and prevention;
- To develop new products, services, and offerings, or to enhance, improve or modify our products and services; or
To record your usage of our website in accordance with our Cookie Notice.
Legal Basis For Processing Your Data
We rely on the following main grounds to Process Personal Data of candidates, clients, suppliers, website users or other third parties:
- Necessary for entering into, or performing, a contract – to perform obligations that we undertake in providing a service to you, or to take steps at your request to enter into a contract with us (such as where you are a candidate or a client).
- Necessary for compliance with a legal obligation – we are subject to certain legal requirements which may require us to Process your Personal Data. We may also be obliged by law to disclose your Personal Data to a regulatory body or law enforcement agency.
- Necessary for the purposes of Legitimate Interests – we, or a third party, will Process your Personal Data for the purposes of our (or a third party’s) Legitimate Interests, provided we have established that those interests are not overridden by your rights and freedoms, including your right to have your Personal Data protected. Our Legitimate Interests include responding to requests and enquiries from you or a third party, optimizing our website and customer experience, informing you about our products and services and ensuring that our operations are conducted in an appropriate and efficient manner.
- Consent – in some circumstances, we may ask for your Consent to Process your Personal Data.
- Necessary to protect the vital interests of the data subject or of another natural person.
If You Fail to Provide Personal Data
Where we need to collect Personal Data as it is necessary for entering into or performing a contract or due to legal obligations and you fail to provide that Personal Data when requested, we may not be able to perform the contract we have or are trying to enter into with you (e.g., to provide you with our services). In this case, we may have to cancel our provision of services and would notify you in advance of doing so.
Change of Purpose
We will only use your Personal 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 contact us at info@bespokedocs.com.
If we need to use your Personal Data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so or seek your Consent, providing you with a clear, conspicuous, and readily available mechanism for you to exercise choice.
Please note that we may Process your Personal Data without your knowledge or Consent where this is required or permitted by law.
How We Share Your Personal Data
We will not sell or rent to anyone the Personal Data provided to us or obtained by us.
In certain circumstances we will share your Personal Data with other parties. When we do, we take responsibility and bear liability for such sharing in accordance with this Privacy Notice and applicable law.
We share your Personal Data with the following third parties:
- Service providers acting as processors who provide IT and system administration services;
- Professional advisers acting as Data Controllers;
- Trusted third parties who provide employment related services for us, including reference, qualification, and criminal record checking (where required), evaluation or skills tests. In such circumstances we may disclose Special Category data; or
- Regulators and other authorities who require reporting of Processing activities in certain circumstances.
We may also share it with third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. If a change happens to our business, then the new owners may use your Personal Data in the same way as set out in this Privacy Notice.
We require all third parties to respect the security of your Personal Data and to treat it in accordance with applicable laws. We do not allow our third party service providers to use your Personal Data for their own purposes and only permit them to Process your Personal Data for specified purposes and in accordance with our instructions under usage terms at least as restrictive as this Privacy Policy.
International Transfers of Data
We share your Personal Data within Bespoke Docs. We transfer the Personal Data we collect about you to countries outside of the country in which the information originally was collected. Those countries may not have the same data protection laws as the country in which you initially provided the information. When we transfer your information to other countries, we will protect that information as described in this Privacy Notice. If you would like to know more information about our data transfers, please contact us: info@bespokedocs.com.
Data Security
Bespoke Docs uses industry standard physical, technical, and administrative controls to protect your Personal Data by:
- Not collecting or retaining excessive amounts of data;
- Protecting Personal Data from loss, misuse, unauthorized access and disclosure. Any employees, agents, contractors or third parties who are so authorized act on our instructions and are subject to a duty of confidentiality;
- Keeping Personal Data up to date;
- Storing and destroying it securely;
- Ensuring that appropriate administrative, technical, and physical safeguards are in place to protect Personal Data; and
- Regularly reviewing our information collection, storage and processing practices, including physical security measures.
- While Bespoke Docs has implemented appropriate technical and organizational measures, there may be instances where a suspected or actual data breach still occurs. Bespoke Docs has robust policies and procedures to identify such instances and where applicable under Data Protection Legislation, it also notifies Data Subjects as well as regulators and other authorities.
Please also note that while we operate to the highest standards, we are also aware that the transmission of information via the internet is not completely secure. We cannot guarantee the security of your data transmitted to our website and any transmission is at your own risk.
You should note that this website may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their content or privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Cookie Policy
Bespoke Docs use "cookies" on its websites and digital platforms (referred to as sites). A cookie is a piece of data stored on a site visitor's system that help us improve your access to our site and identify repeat visitors to our sites.
Cookies can also enable us to track and target the interests of our users to enhance their experience on our sites. Except where 1) contacts elect to identify themselves for purposes of receiving information from Bespoke Docs or inquiring as to a business relationship with Bespoke Docs or 2) candidates elect to establish and use an account to apply to Bespoke Docs and employment opportunities with Bespoke Docs, cookies are not linked to any personally identifiable information.
You can disable or remove any cookies already stored on your computer, but these may stop our websites from functioning properly.
Data Retention
Where we collect your Personal Data, the length of time for which we retain it depends on the type of data, the purpose for which we use that data and our accounting, regulatory and legal data retention obligations. We do not retain Personal Data in an identifiable format for longer than:
- The period necessary for the relevant activity or services;
- Any retention period that is required by law or contract; or
- The period in which litigation or investigations might arise in respect of the relevant activity or services
after which, it is likely your Personal Data will no longer be relevant for the purposes for which it was collected, and we will delete or destroy it.
In some circumstances we may anonymize your Personal Data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Your Legal Rights
Under certain circumstances, you have the right to:
- Request access to your personal information (commonly known as a “subject access request” or “SAR”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully Processing it;
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected;
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information 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 personal information where you have exercised your right to object to Processing. 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 personal information 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. You also have the right to object where we are Processing your personal information for direct marketing purposes;
- Request the restriction of Processing of your personal information. This enables you to ask us to suspend the Processing of personal information about you, for example if you want us to establish its accuracy or the reason for Processing it; and/or
- Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the Processing of your Personal Data, or request that we transfer a copy of your personal information to another party, please contact us by email at info@bespokedocs.com.
No Fee Usually Required
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
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 the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Right to Withdraw Consent
In the limited circumstances where you may have provided your Consent to the collection, Processing, and transfer of your personal information for a specific purpose, you have the right to withdraw your Consent for that specific Processing at any time. To withdraw your Consent, please send us email at info@bespokedocs.com. Once we have received notification that you have withdrawn your Consent, we will no longer Process your information for the purpose or purposes you originally agreed to, unless we have another legitimate legal basis for doing so.
Our Response Times
We respond to all legitimate requests within the required legal timeframe.
Please note that occasionally it may take us longer if your request is incomplete and we need to write to you for more information or is particularly complex or you have made several requests. In these cases, we will notify you and keep you updated.
Give Us Feedback
Data Protection Legislation is constantly evolving, and we endeavor to maintain best practice. However, we recognize that we may not always get it right and if you are not satisfied in the way we handle your Personal Data, or you wish to discuss our processes then we would like to hear from you.
If there is something which we have not done correctly with your Personal Data then we would appreciate the chance to deal with your concerns before you approach a data protection supervisory authority, so please contact us in the first instance on privacy@axiomlaw.com. All complaints are taken seriously and managed by our Data Privacy Office, which is a part of our Legal & Compliance team.
Glossary
Consent: agreement which must be freely given, specific, informed and be an unambiguous indication of the Data Subject's wishes by which they, by a statement or by a clear positive action, signifies agreement to the Processing of Personal Data relating to them.
Data Controller: the person or organization that determines when, why and how to Process Personal Data. It is responsible for establishing practices and policies in line with Data Protection Legislation. We are the Data Controller of all Personal Data relating to our Company Personnel and Personal Data used in our business for our own commercial purposes.
Data Subject: a living, identified or identifiable individual about whom we hold Personal Data. Data Subjects may be nationals or residents of any country and may have legal rights regarding their Personal Data.
Explicit Consent: consent which requires a very clear and specific statement (that is, not just action).
Data Protection Legislation: all applicable privacy and data protection laws and any applicable national implementing laws, regulations and secondary legislation relating to the processing of Personal Data and the privacy of electronic communications, as amended, replaced, or updated from time to time.
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 Personal Data for our legitimate interests. We do not use your Personal 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).
Personal Data: any information identifying a Data Subject or information relating to a Data Subject that we can identify (directly or indirectly) from that data alone or in combination with other identifiers we possess or can reasonably access. Personal Data includes Special Category (Sensitive) Personal Data and pseudonymized Personal Data but excludes anonymous data or data that has had the identity of an individual permanently removed. Personal data can be factual (for example, a name, email address, location, or date of birth) or an opinion about that person's actions or behavior.
Privacy Notices: separate notices setting out information that may be provided to Data Subjects when Bespoke Docs collects information about them. These notices may take the form of general privacy statements applicable to a specific group of individuals (for example, employee privacy notices or the website privacy notice) or they may be stand-alone, one-time privacy statements covering Processing related to a specific purpose.
Processing or Process: any activity that involves the use of Personal Data. It includes obtaining, recording, or holding the data, or carrying out any operation or set of operations on the data including organizing, amending, retrieving, using, disclosing, erasing or destroying it. Processing also includes transmitting or transferring Personal Data to third parties.
Special Category or Sensitive Personal Data: information revealing racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health conditions, sexual life, sexual orientation, biometric or genetic data, and Personal Data relating to criminal offenses and convictions. For the purposes of any Swiss-US transfer framework, Sensitive Personal Data will also include ideological or trade union related views or activities, or information on social security measures or administrative or criminal proceedings and sanctions, which are treated outside pending proceedings
Last Revised: April 20, 2024
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