We at (company name) are committed to protecting your privacy and ensuring the personal information you have entrusted to us is processed in accordance to us is processed in accordance with the Data protection Act 1998 and the Electronic Communications Regulations 2003. These laws are being updated in May 2018 to strengthen your rights and give you control over the personal information that organisations hold about you.
Information We Collect
We collect your personnel information in the following ways
When you give it us directly
You may provide us with your personal information directly in the following ways:
- In person, by email, phone and through the post
- Contacting us through our websites
- Through Social Media
- Responding to product promotions
- Applying for a job
When you give it us indirectly
Your information might be shared with us through independent third party interactions. These third parties will only provide us with your information if you had given your permission for it to be shared with us.
We routinely work with trusted partners and suppliers who work with us on our behalf, such as a courier services who deliver goods you order on our behalf.
When you engage our social media accounts we may also obtain your personal information, such as through Facebook, Twitter or LinkedIn, depending on your settings or the privacy notices of these platforms and messaging services. You can change your settings by referring to their privacy notices for details on how to do this.
When you Visit our Website or Social Media
When you visit our websites, we gather general information about how to use them, as well as information about the type of device you are using to access them (e.g. phone, tablet or PC). This data helps us to create a better online experience for you, to make it easier to find what you’re looking for or fix things if they are difficult to use.
When your Information is Available Publicly
To help us tailor the way we communicate to you about our activities and to make communications more relevant to you we may gather publicly available information about you. This are of the activity is not something (Company name) typically does through we may do so in the future. This could be your interests or postcode based on demographics, for instance so that we gain a better understanding of you and can help reduce unnecessary communications to you and be more cost-effective in our marketing. We may gather this information from social media platforms such as Facebook, LinkedIn or Twitter. This information is only accessible based on the permissions you give these services and you will be able to change those permissions at any time by reviewing your privacy settings on those platforms.
How We Use Your Personal Information
We collect relevant personal information depending on the interaction you have with us. Personal information is anything that can be used to identify you as an individual. It can include your name, email address, postal address, telephone numbers and credit/debit card details.
The legal basis is for processing your personal information is legitimate interest which means that we have respectfully considered the need to process your data and your rights as an individual when carrying out these data processes and we believe our contact with you is linked to legitimate business purposes, which may include some or all of the following:
- To process and fulfil any services, orders or enquiries you place with us
- To keep a record of your relationship with us and for administrative purposes (such as our accounting and consent record-keeping to ensure we know when you prefer not to be contacted)
- Where the processing enables us to enhance, modify, personalise or otherwise improve our services / communications for the benefit of our customers
- To identify and prevent fraud
- To enhance the security of our network and information systems
- To better understand how people interact with our websites and improving their browsing experience by personalising the websites
- To send marketing information to you which we think may be of interest to you by post, email, SMS or other means
- To determine the effectiveness of promotional campaigns and advertising
- To administer employment applications
How We Store Your Information and Keep It Safe
At (company name) we take data protection very seriously. We make it a priority to ensure that we have the right level of controls, interventions and processes in place to ensure we keep your personal information safe. However the nature of data transfer-especially online – is never fully secure, so we cannot guarantee the complete security and protection when it is outside of our control. Be assured that once we have your personal information, we do all we can to ensure that we have the systems and processes in place to safeguard it including using encryption when needed.
Personal data you provide to us is stored on our secure servers.
Only authorised staff have access to your personal information, and this only if essential. They are trained to understand the policies, processes and protocols for keeping your information safe.
We have robust internal procedures for storing, protecting and deleting any paperwork relating to our customers’ orders and contacts.
Credit and Debit Card Payment Information
When you order from us over the phone, (company name) ensures that it is done securely and in accordance with the payment Card Industry Security Standard. All credit or debit card details are never stored in any of our systems on completion of your transaction. Remember do not send an email with any credit or debit card details.
If you have any questions about the security of your personal information, you can contact us at (company email of who to contact)
In the unlikely event of a data breach, we shall ensure that our obligations under applicable data protection laws are complied with where necessary.
How Long We Keep Your Data
(company name) will only keep your personal data for as long as it is required and in accordance with statutory requirements. For example HMRC requires that we keep a record of your name and address for 7 years from the date of the last transaction. Where there is a legitimate interest for us as the Data Controller to retain your personal information such as to inform or communicate with you as a customer, we shall retain the information for this purpose only. Where the information is no longer required, we will endure that it is disposed of in a secure manner.
If you have indicated that you do not wish to here from us in the future, we will keep the minimum information necessary to ensure we avoid contacting you any further.
If we have not heard from you for a period of (no years) your personal data will be removed from our systems.
Who We Share Your Information With
We reserve the right to use or disclose your personal information if required by law or if we reasonable believe that use or disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or comply with the law or legal process.
Sharing Your Information with Trusted Third Parties
We may share your personal information with trusted third parties when it is necessary to provide products and services you have requested from us (such as a courier service to deliver goods you have ordered) or when they are contracted to develop or maintain our services (such as our service agreement).
We monitor information security compliance and require all partners or third party providers to process your personal information only on our instructions and I accordance with applicable data protection and privacy laws.
How to Access Correct or Delete Your Personal Information
(company name) acknowledges that you have the right to access your personal information and we are responsible for correcting, deleting or updating information we have collected
Upon Request (company name) will provide you with information about whether we hold any personal information. If your contact details change, or you believe the information we hold about you is incorrect or out of date please get in touch to update in any of the following ways:
- (company email address)
- (company phone number)
- Company address)
We will respond to your request within a reasonable timeframe and notify you of the action we have taken. Actions will be carried out within (x month/s) and the likely hood is it will be earlier.
Your Marketing Preferences
Email marketing is only sent to you if we need to contact you about an order or enquiry you have made. We will send email communications to customers infrequently so as not to overwhelm you with emails.
Postal marketing may be included with any orders you place with us including the latest special offers on products unless you have specified you do not wish to receive them.
Telephone and SMS marketing – we may contact you by telephone or SMS to notify you about our products or services, unless you are registered on a telephone preference service not to receive marketing calls. You can opt out of receiving our calls and SMS messages at any time by just letting us know.
(company name) is committed to respecting your choice to receive marketing information. You can update your permissions and contact preferences at any time by calling our friendly team on (phone number) or by email (email address)
Changes to this Policy and Contacting us about this Policy
If you have any questions about this policy or our treatment of the information you provide us please write to (contact name and company address)
Or by phone or Email (phone number and email address)
Signed By: Date: