Use of private information policy (GDPR)
Last updated: 25th July 2018
We respect the EU’s General Data Protection Regulations (GDPR) and this policy explains how we collect and treat any information you give us.
Our policy covers
- Why we value your privacy
- How we collect information
- What information we hold
- Where we store your information
- What we use your information for
- Who’s responsible for your information at our company
- Who has access to information about you
- The steps we take to keep your information private
- How to complain
- Changes to the policy
- Why we value your privacy
We value your privacy as much as we do our own, so we’re committed to keeping your personal and business information safe. We will only ask for only the bare minimum of information from our customers. We’ll never use your personal information for any reason other than why you gave it, and we’ll never give anyone access to it unless we’re forced to by law.
How we collect information
What information we hold
When you contact us by email or through our website, we collect your name, email address, phone number, and the company you work for, if you’ve given us that. If you sign up for a newsletter, we only collect your email address.
When you buy something from us, we collect your name, email address, phone number, and a delivery address.
If you do business with us, we also collect your business name and bank details and keep records of the invoices we send you and the payments you make.
Where we store your information
When you contact us by email or through our website, we store your your information in on a password protected PC in a secure office. If you sign up for a newsletter, we store your email address with Mailchimp, which is the marketing platform we prefer. If we do business, we store your information in our accounts software, Sage. We chose these systems partly for their commitment to security.
What we use your information for
We may occasionally use your contact information to send you details of our products and services. When we do, you have the option to unsubscribe from these communications and we won’t send them to you again. We might also email or phone you about our products and services, but if you tell us not to, we won’t get in touch again. We will use your information to send you invoices, statements, or reminders.
Who’s responsible for your information at our company
Tracy Ward, our Account Manager is responsible for the security of your information. You can contact them by email at firstname.lastname@example.org or by phone on 01543 251122 if you have any concerns about the information we store.
Who has access to information about you
When we store information in our own systems, only the people who need it have access. Our management team have access to everything you’ve provided, but individual employees have access to only what they need to do their job.
The steps we take to keep your information private
Where we store your information in third-party services, we restrict access only to people who need it. We store passwords in LastPass, an encrypted password manager, use a different, randomly generated password for each service, and never use the same password twice.
The computers we use are all protected by a passcode or fingerprint access. These computers ask for authentication whenever they’re started or after 5 minutes of inactivity. Our mobile devices are also protected by a fingerprint or facial recognition or passcodes.
How to complain
We take complaints very seriously. If you’ve any reason to complain about the ways we handle your privacy, please contact Tracy by email at email@example.com or by phone on 01543 251122. If you’re the letter writing type, send your envelope to Greenhough Road, Lichfield, Staffordshire, WS13 7AU.
If you want to find out what information we hold about you or you require us to remove the information we have stored then please contact Tracy by email at firstname.lastname@example.org or by phone on 01543 251122. If you’re the letter writing type, send your envelope to Greenhough Road, Lichfield, Staffordshire, WS13 7AU.
Changes to the policy
If we change the contents of this policy, those changes will become effective the moment we publish them on our website.