This is the privacy notice of Hague Print Media Supplies Ltd. In this document, “we”, “our”, or “us” refer to Hague Print Media Supplies Ltd.
This is a notice to inform you of our policy about all information that we record about you. It sets out the conditions under which we may process any information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”) and information that could not. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information. We take seriously the protection of your privacy and confidentiality. We understand that individuals are entitled to know that their personal data will not be used for any purpose unintended by them, and will not accidentally fall into the hands of a third party. We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate. Our policy complies with UK law accordingly implemented, including that required by the EU General Data Protection Regulation (GDPR). The law requires us to tell you about your rights and our obligations to you in regards to the processing and control of your personal data. We do this now, by requesting that you read the information provided at www.knowyourprivacyrights.org. Except as set out below, we do not share, or sell, or disclose to a third party, any information collected by any means.
THE BASES ON WHICH WE PROCESS INFORMATION ABOUT YOU
The law requires us to determine under which of six defined bases we process different categories of your personal information, and to notify you of the basis for each category.
If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data.
If the basis changes then if required by law we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.
1. INFORMATION WE PROCESS BECAUSE WE HAVE A CONTRACTUAL OBLIGATION WITH YOU
When you create an account on our website, buy a product or service from us, or otherwise agree to our terms and conditions, a contract is formed between you and us.
In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal information.
We may use it in order to:
Verify your identity for security purposes, sell products to you, provide you with our services, provide you with suggestions and advice on products, services and how to obtain the most from using our website
We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract.
Additionally, we may aggregate this information in a general way and use it to provide class information, for example to monitor our performance with respect to a particular service we provide. If we use it for this purpose, you as an individual will not be personally identifiable.
We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.
2. INFORMATION WE PROCESS WITH YOUR CONSENT
Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website or ask us to provide you more information about our business, including job opportunities and our products and services, you provide your consent to us to process information that may be personal information.
Sometimes you might give your consent implicitly, such as when you send us a message by e-mail to which you would reasonably expect us to reply.
Except where you have consented to our use of your information for a specific purpose, we do not use your information in any way that would identify you personally. We may aggregate it in a general way and use it to provide class information, for example to monitor the performance of a particular page on our website.
We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.
You may withdraw your consent at any time by instructing us by email at firstname.lastname@example.org. However, if you do so, you may not be able to use our website or our services further.
3. INFORMATION WE PROCESS BECAUSE OF LEGITIMATE INTERESTS
We process personal information for carefully considered and specific purposes which are in our interests and enable us to enhance the services we provide, but we believe they also benefit our customers and potential new customers in the pursuit of their business interests. Legitimate business purposes include some or all of the following:
Where the processing enables us to enhance, modify, improve, our products or services for the benefit of our customers to identify and prevent fraud, through anti-fraud measures to better understand how businesses interact with us and our websites to provide postal, electronic and verbal communications which we think will be of interest or relevant to you to determine the effectiveness of promotional campaigns and advertising
In all cases processing of data in this way only happens where we have tested that:
3.1 An assessment of whether a legitimate interest exists
3.2 We have established the necessity of the processing
3.3 It balances against the individual’s interests, rights and freedoms
Whenever we process data for these purposes we will ensure that we always keep your personal data rights in high regard and take account of these rights.
You have the right to object to this processing by clicking the unsubscribe button on emails, by writing to us at our registered office; Hague Print Media Supplies Ltd. Thomas House, Normanton Industrial Estate, West Yorkshire WF61TD or by emailing us at email@example.com
4. INFORMATION WE PROCESS BECAUSE WE HAVE A LEGAL OBLIGATION
We are subject to the law like everyone else. Sometimes, we must process your information in order to comply with a statutory obligation.
For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.
This may include your personal information.
SPECIFIC USES OF INFORMATION YOU PROVIDE TO US
5. INFORMATION RELATING TO YOUR METHOD OF PAYMENT
We take the following measures to protect your payment information:
We keep your payment information in the form of paper remittance payment documents, filed in secure cabinets and within locked secure storeroom in our accounts department. We do not keep your bank account payment information electronically other than to confirm that payment has been made. If you provide payment information electronically, ie by email, then the data relating to email addresses will be stored on our secure email system until such time that the contract arrangements are terminated or you request the data be removed by emailing us at firstname.lastname@example.org. Access to your payment information is restricted to authorised staff only.
We only take card payment information over the telephone where you choose to pay by this option. The data is entered into the payment terminal and immediately destroyed securely and only authorised staff in our accounts department complete this process.
Card payment information is never taken by us or transferred to us either through our website or otherwise. Our employees and contractors never have access to it. We will never request payment information be sent via email, and should a customer send us this detail, it will be destroyed securely.
At the point of card payment, you are transferred to a secure page on the website of WorldPay and or SagePay or other such secure platforms that may be used by group companies. That page may be branded to look like a page on our website, but it is not controlled by us.
We accept no payments by direct debit.
6. JOB APPLICATION AND EMPLOYMENT
If you send us information in connection with a job application, we may keep it for up to three years in case we decide to contact you at a later date.
If we employ you, we collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for six years before destroying or deleting it.
7. SENDING A MESSAGE TO OUR SUPPORT TEAM
We keep personally identifiable information associated with your message, such as your name and email address so as to be able to track our communications with you to provide a high quality service.
When we receive a complaint, we record all the information you have given to us.
We use that information to resolve your complaint.
If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and if we do, what that information is.
We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.
Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.
Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely.
Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.
To track how you use our website to record whether you have seen specific messages we display on our website to keep you signed in our site to record your answers to surveys and questionnaires on our site while you complete them.
10. PERSONAL IDENTIFIERS FROM YOUR BROWSING ACTIVITY
Requests by your web browser to our servers for web pages and other content on our website are recorded.
We record information such as your geographical location, your Internet service provider and your IP address. We also record information about the software you are using to browse our website, such as the type of computer or device and the screen resolution.
We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you.
If combined with other information we know about you from previous visits, the data possibly could be used to identify you personally, even if you are not signed in to our website.
11. OUR USE OF RE-MARKETING
Re-marketing involves placing a cookie on your computer when you browse our website in order to be able to serve to you an advert for our products or services when you visit some other website.
DISCLOSURE AND SHARING OF YOUR INFORMATION
12. INFORMATION WE OBTAIN FROM THIRD PARTIES
Although we do not disclose your personal information to any third party (except as set out in this notice), we sometimes receive data that is indirectly made up from your personal information from third parties whose services we use.
This information may be used to personally identify you but the information will be used in accordance with this policy.
ACCESS TO YOUR OWN INFORMATION
13. ACCESS TO YOUR PERSONAL INFORMATION
At any time you may review or update personally identifiable information that we hold about you, by signing in to your account on our website. You may also inform us of changes to you personal information by email to email@example.com or by telephone or postal mail. To obtain a copy of any information that is not provided on our website you may send us a request at firstname.lastname@example.org. After receiving the request, we will tell you when we expect to provide you with the information, and whether we require any fee for providing it to you.
14. REMOVAL OF YOUR INFORMATION
If you wish us to remove personally identifiable information from our website or other systems used when providing a service to you, you may contact us at email@example.com.
This may limit the service we can provide to you.
15. VERIFICATION OF YOUR INFORMATION
When we receive any request to access, edit or delete personal identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.
16. USE OF SITE BY CHILDREN
We do not sell products or provide services for purchase by children, nor do we market to children. If you are under 18, you may use our website only with consent from a parent or guardian. We collect data about all users of and visitors to these areas regardless of age, and we anticipate that some of those users and visitors will be children. Such child users and visitors will inevitably visit other parts of the site and will be subject to whatever on-site marketing they find, wherever they visit.
17. ENCRYPTION OF DATA SENT BETWEEN US
We use Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data you give us.
Whenever information is transferred between us, you can check that it is done so using SSL by looking for a closed padlock symbol or other trust mark in your browser’s URL bar or toolbar.
18. HOW YOU CAN COMPLAIN
19. RETENTION PERIOD FOR PERSONAL DATA
Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:
To provide you with the services you have requested; to comply with other law, including for the period demanded by our tax authorities;to support a claim or defence in court.
20. COMPLIANCE WITH THE LAW
However, ultimately it is your choice as to whether you wish to use our website or other services provided to carry out business with us.
We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.