Privacy Notice

This privacy notice sets out, in line with GDPR, the types of data that we collect and hold. It also sets out how we use that information, how long we keep it for and other relevant information about your data.

This notice applies to our current customers and suppliers, our former customers and suppliers and our prospective customers and suppliers.

Data Protection Principles

In relation to personal data, we will:

• Process it fairly, lawfully and in a clear, transparent way.
• Collect data only for reasons of a legitimate interest in the course of providing our services to you, engaging your services and ensuring our services and communication are delivered successfully.
• Only use it in the way that we have told you about.
• Keep data for only as long as we need it .
• Process it in a way that ensures it will not be used for anything that you are not aware of or have consented to (as appropriate), lost or destroyed.

Types of Data We Process

We may hold and process personal details, including name, address, email address and phone numbers of:

• Our current customers and suppliers
• Our prospective customers and suppliers
• Our former customers and suppliers

How We Collect Data

Data relating to our current, former and prospective customers and suppliers is collected:

• Directly from the customer or supplier, or
• From third parties, such as referrals or recommendations from existing customers and suppliers, former customers and suppliers or other professional acquaintances. 
• Personal data is kept within the Company’s IT systems. 

Our website uses 'analytics' cookies for the sole purpose of tracking the performance of our website and for the website to function as intended (such as saving 'favourites'). We do not and will never and use cookies to identify individuals and we do not store any personal information in cookies. We do not believe that our use of analytics cookies pose any threat to your personal privacy or online security, nor are they used in any kind of advertising or marketing activity.

Why We Process Data

The law on data protection allows us to process your data for certain reasons:

• In order to perform the contract that we are party to.
• In order to carry out legally required duties.
• In order for us to carry out our legitimate interests.
• To protect your interests and 
• Where something is done in the public interest.

All of the processing carried out by us falls into one of the permitted reasons. Generally, we will rely on the first three reasons set out above to process your data. 

For example, we need to collect and process the personal data of customers and suppliers in order to perform the contract that we are party to with them.

We also collect data so that we can carry out activities which are in the legitimate interests of the Company. We have set these out below:

• Contacting prospective customers and suppliers.
• Tracking the performance of our website and understanding more about what is of interest to our website visitors.
• Tracking of non-marketing direct email, for example:  supply of imagery, or in relation to intellectual property or contractual disputes to confirm timely delivery.
• Dealing with legal claims made against us or bringing legal claims against others.
• Preventing fraud.

Special Categories of Data

We do not process any 'special categories' of data relating to:

• Health
• Criminal convictions and offences
• Sex life
• Sexual orientation
• Race
• Ethnic origin
• Political opinion
• Religion
• Trade union membership and
• Genetic and biometric data.

If You Do Not Provide Data to Us

One of the reasons for processing your data is to allow us to carry out our duties in line with the contract that exists between us. If you do not provide us with the data needed to do this, we may be unable to perform those duties.

Sharing Data

We may share your data with:

• Secure Hosted Offsite Backup Application for storage of Data backups.
• External Legal Advisors.
• Offsite Hosted Software Applications, eg: Accounting.
• Bank or Building Society for payment.
• Third Party Print Labs / Delivery Services.

We may also share your data for other reasons to comply with any legal obligations.

Protecting Your Data

We are aware of the requirement to ensure data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.

Where we share your data with third parties, we ensure that your data are held securely and in line with GDPR requirements. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.

How Long We Keep Data For

In line with data protection principles, we only keep your data for as long as we need it for. Retention periods can vary depending on why we need your data.

Your Rights in Relation to Data

The law on data protection gives you certain rights in relation to the data we hold on you. These are:

• The right to be informed. This means that we must tell you how we use your data, and this is the purpose of this privacy notice.
• The right of access. You have the right to access the data that we hold on you. To do so, you should make a subject access request.
• The right for any inaccuracies to be corrected. If any data that we hold about you is incomplete or inaccurate, you are able to require us to correct it .
• The right to have information deleted. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue processing it.
• The right to restrict the processing of the data. For example, if you believe the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct .
• The right to portability. You may transfer the data that we hold on you for your own purposes.
• The right to regulate any automated decision-making and profiling of personal data. You have a right not to be subject to automated decision making in way that adversely affects your legal rights. 
• Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.

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