{"id":904,"date":"2018-11-21T11:27:52","date_gmt":"2018-11-21T11:27:52","guid":{"rendered":"https:\/\/pod-w.co.uk\/podnew\/?page_id=904"},"modified":"2019-12-24T10:43:30","modified_gmt":"2019-12-24T10:43:30","slug":"privacy-policy","status":"publish","type":"page","link":"https:\/\/pod-w.co.uk\/podnew\/privacy-policy\/","title":{"rendered":"Privacy Policy"},"content":{"rendered":"<h2>Simplified Data Protection Policy \u2013 21<sup>st<\/sup> May 2018<\/h2>\n<p>Copytech (UK) Ltd t\/a Printondemand-worldwide, PODWW, Fast-Print.net &amp; The Great British Bookshop, acts as a data controller for the personal information we process on our own behalf, and as a data processor for personal information we process based on the instructions of you or another third party who provides us personal information.<\/p>\n<p><strong>What type of data might we hold about you?<\/strong><\/p>\n<p>We collect information from you when you request any information from us or register on our website.\u00a0 We may also request basic contact information including your name, address, phone number, e-mail address, and telephone number in order to be able to contact you in various ways.<\/p>\n<p>In addition, it may become necessary to collect\/process the additional personal data below:<\/p>\n<ul>\n<li>Your billing or other credit information when you purchase products or services, including billing address and shipping address.<\/li>\n<li>Our website uses cookies, web beacons, and other common technologies to keep track of your interactions with the website. When we use cookies, web beacons or other common technologies, we use session cookies (that last until you close your browser) or persistent cookies (that last until you or your browser delete them).<\/li>\n<\/ul>\n<p>For more information about how we collect information please refer to our complete Data Protection Policy which is in line with the GDPR rules which came into effect on 25<sup>th<\/sup> May 2018 across the EEA.<\/p>\n<p><strong>How will your data be used?<\/strong><\/p>\n<p>We may use your data in any of the below ways, but we will endeavour to make it really clear exactly for which of these things we will be using your data at the point that we collect it. This list tries to cover all the ways in which we <strong>may<\/strong> use your data, but <strong>does not<\/strong> mean that we <strong>will<\/strong> use your data in all of these ways:<\/p>\n<ul>\n<li>To provide you with the services and information that you request.<\/li>\n<li>To provide you with additional information about promotions and events.<\/li>\n<li>To improve our website functionality or services.<\/li>\n<li>To share with third-party advertising companies to deliver or help improve the delivery of ads or content on websites and apps, in order to keep it as relevant, interesting and personal to you as possible.<\/li>\n<li>To share with third-party web analytics services (such as Google, Facebook, Twitter, LinkedIn etc) for analysis through the use of cookies and similar tools; assist with fraud prevention; and provide certain features to you.<\/li>\n<li>To provide recommendations or advertising for products and services that may be of interest to you.<\/li>\n<li>To prevent, investigate and deal with fraud, violation of intellectual property rights and other laws, and unauthorized access or use of the website or Services or, your account.<\/li>\n<li>As otherwise reasonable and appropriate for the legitimate business needs of our products and services.<\/li>\n<\/ul>\n<p><strong>What are your rights in regard to your data?<\/strong><\/p>\n<ul>\n<li>You may at any point contact us to review, correct, update or request deletion of personal information about you. Please contact us at <a href=\"mailto:info@podww.com\">info@podww.com<\/a><\/li>\n<li>Where appropriate, we provide you with the ability to opt-out of receiving our marketing emails by following the \u201cunsubscribe\u201d instructions included in those emails. However, you will still receive transactional information regarding Services that you use as a result of being a customer.<\/li>\n<li>You may turn off cookies in your browser.<\/li>\n<\/ul>\n<p><strong>For how long will your personal information be retained?<\/strong><\/p>\n<p>We may retain your personal information for a period of time, the length of which will depend on the purpose for which we originally collected the information, the instructions of a controller when we act as a processor, and\/or our requirements to comply with applicable laws.<\/p>\n<h2>Full Data Protection Policy &#8211; 21<sup>st<\/sup> May 2018<\/h2>\n<p><strong style=\"font-size: 15px;\">1. Introduction<\/strong><\/p>\n<p>This Policy sets out the obligations of Copytech (UK) Ltd t\/a \u201cPrintondemand-worldwide\u201d, \u201cPODWW\u201d, \u201cFast-Print\u201d and \u201cThe Great British Bookshop\u201d, a company registered in Great Britain under number 3130263, whose registered office is at 9 Culley Court, Orton Southgate, Peterborough, PE2 6XD (\u201cthe Company\u201d) regarding data protection and the rights of its customers, employees, suppliers, goods recipients, prospects and other business contacts (\u201cdata subjects\u201d) in respect of their personal data under EU Regulation 2016\/679 General Data Protection Regulation (\u201cGDPR\u201d).<\/p>\n<p>The GDPR defines \u201cpersonal data\u201d as any information relating to an identified or identifiable natural person (a \u201cdata subject\u201d); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.<\/p>\n<p>This Policy sets the Company\u2019s obligations regarding the collection, processing, transfer, storage, and disposal of personal data. The procedures and principles set out herein must be followed at all times by the Company, its employees, agents, contractors, or other parties working on behalf of the Company.<\/p>\n<p>The Company is committed not only to the letter of the law, but also to the spirit of the law and places high importance on the correct, lawful, and fair handling of all personal data, respecting the legal rights, privacy, and trust of all individuals with whom it deals.<\/p>\n<p><strong style=\"font-size: 15px;\">2. The Data Protection Principles<\/strong><\/p>\n<p>This Policy aims to ensure compliance with the GDPR. The GDPR sets out the following principles with which any party handling personal data must comply. All personal data must be:<\/p>\n<p>2.1\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Processed lawfully, fairly, and in a transparent manner in relation to the data subject.<\/p>\n<p>2.2\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Collected for specified, explicit, and legitimate purposes and not further processed in a manner that is incompatible with those purposes. Further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes.<\/p>\n<p>2.3\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Adequate, relevant, and limited to what is necessary in relation to the purposes for which it is processed.<\/p>\n<p>2.4\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Accurate and, where necessary, kept up to date. Every reasonable step must be taken to ensure that personal data that is inaccurate, having regard to the purposes for which it is processed, is erased, or rectified without delay.<\/p>\n<p>2.5\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data is processed. Personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes, subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of the data subject.<\/p>\n<p>2.6\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction, or damage, using appropriate technical or organisational measures.<\/p>\n<p><strong style=\"font-size: 15px;\">3. The Rights of Data Subjects<\/strong><\/p>\n<p>The GDPR sets out the following rights applicable to data subjects (please refer to the parts of this policy indicated for further details):<\/p>\n<p>3.7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The right to be informed (Part 12).<\/p>\n<p>3.8\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The right of access (Part 13);<\/p>\n<p>3.9\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The right to rectification (Part 14);<\/p>\n<p>3.10\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The right to erasure (also known as the \u2018right to be forgotten\u2019) (Part 15);<\/p>\n<p>3.11\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The right to restrict processing (Part 16);<\/p>\n<p>3.12\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The right to data portability (Part 17);<\/p>\n<p>3.13\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The right to object (Part 18); and<\/p>\n<p>3.14\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Rights with respect to automated decision-making and profiling (Parts 19 and 20).<\/p>\n<p><strong style=\"font-size: 15px;\">4. Lawful, Fair, and Transparent Data Processing<\/strong><\/p>\n<p>4.15\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The GDPR seeks to ensure that personal data is processed lawfully, fairly, and transparently, without adversely affecting the rights of the data subject. The GDPR states that processing of personal data shall be lawful if at least one of the following applies:<\/p>\n<p>4.15.1\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The data subject has given consent to the processing of their personal data for one or more specific purposes;<\/p>\n<p>4.15.2\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The processing is necessary for the performance of a contract to which the data subject is a party, or in order to take steps at the request of the data subject prior to entering into a contract with them;<\/p>\n<p>4.15.3\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The processing is necessary for compliance with a legal obligation to which the data controller is subject;<\/p>\n<p>4.15.4\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The processing is necessary to protect the vital interests of the data subject or of another natural person;<\/p>\n<p>4.15.5\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller; or<\/p>\n<p>4.15.6\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The processing is necessary for the purposes of the legitimate interests pursued by the data controller or by a third party, except where such interests are overridden by the fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.<\/p>\n<p><strong style=\"font-size: 15px;\">5. Specified, Explicit, and Legitimate Purposes<\/strong><\/p>\n<p>5.16\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The Company collects and processes the personal data set out in Part 21 of this Policy. This includes:<\/p>\n<p>5.16.7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Personal data collected directly from data subjects; and<\/p>\n<p>5.16.8\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Personal data obtained from third parties.<\/p>\n<p>5.17\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The Company only collects, processes, and holds personal data for the specific purposes set out in Part 21 of this Policy (or for other purposes expressly permitted by the GDPR).<\/p>\n<p>5.18\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Data subjects are kept informed at all times of the purpose or purposes for which the Company uses their personal data. Please refer to Part 12 for more information on keeping data subjects informed.<\/p>\n<p><strong style=\"font-size: 15px;\">6. Adequate, Relevant, and Limited Data Processing<\/strong><\/p>\n<p>The Company will only collect and process personal data for and to the extent necessary for the specific purpose or purposes of which data subjects have been informed (or will be informed) as under Part 5, above, and as set out in Part 21, below.<\/p>\n<p><strong style=\"font-size: 15px;\">7. Accuracy of Data and Keeping Data Up-to-Date<\/strong><\/p>\n<p>7.19\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The Company shall ensure that all personal data collected, processed, and held by it is kept accurate and up-to-date. This includes, but is not limited to, the rectification of personal data at the request of a data subject, as set out in Part 14, below.<\/p>\n<p>7.20\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The accuracy of personal data shall be checked when it is collected and at regular intervals thereafter. If any personal data is found to be inaccurate or out-of-date, all reasonable steps will be taken without delay to amend or erase that data, as appropriate.<\/p>\n<p><strong style=\"font-size: 15px;\">8. Data Retention<\/strong><\/p>\n<p>8.21\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The Company shall not keep personal data for any longer than is necessary in light of the purpose or purposes for which that personal data was originally collected, held, and processed.<\/p>\n<p>8.22\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 When personal data is no longer required, all reasonable steps will be taken to erase or otherwise dispose of it without delay.<\/p>\n<p>8.23\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 For full details of the Company\u2019s approach to data retention, including retention periods for specific personal data types held by the Company, please refer to our Data Retention Policy.<\/p>\n<p><strong style=\"font-size: 15px;\">9. Secure Processing<\/strong><\/p>\n<p>The Company shall ensure that all personal data collected, held, and processed is kept secure and protected against unauthorised or unlawful processing and against accidental loss, destruction, or damage. Further details of the technical and organisational measures which shall be taken are provided in Parts 22 to 27 of this Policy.<\/p>\n<p><strong style=\"font-size: 15px;\">10. Accountability and Record-Keeping<\/strong><\/p>\n<p>10.24\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The Company\u2019s Data Protection Officer is: Aaron Roach, aaron@podww.com, 01733 237867.<\/p>\n<p>10.25\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The Data Protection Officer shall be responsible for overseeing the implementation of this Policy and for monitoring compliance with this Policy, the Company\u2019s other data protection-related policies, and with the GDPR and other applicable data protection legislation.<\/p>\n<p>10.26\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The Company shall keep written internal records of all personal data collection, holding, and processing, which shall incorporate the following information:<\/p>\n<p>10.26.9\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The name and details of the Company, its Data Protection Officer, and any applicable third-party data processors;<\/p>\n<p>10.26.10\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The purposes for which the Company collects, holds, and processes personal data;<\/p>\n<p>10.26.11\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Details of the categories of personal data collected, held, and processed by the Company, and the categories of data subject to which that personal data relates;<\/p>\n<p>10.26.12\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Details of any transfers of personal data to non-EEA countries including all mechanisms and security safeguards;<\/p>\n<p>10.26.13\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Details of how long personal data will be retained by the Company (please refer to the Company\u2019s Data Retention Policy); and<\/p>\n<p>10.26.14\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Detailed descriptions of all technical and organisational measures taken by the Company to ensure the security of personal data.<\/p>\n<p><strong style=\"font-size: 15px;\">11. Data Protection Impact Assessments<\/strong><\/p>\n<p>11.27\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The Company shall carry out Data Protection Impact Assessments for any and all new projects and\/or new uses of personal data which involve the use of new technologies where the processing involved is likely to result in a high risk to the rights and freedoms of data subjects under the GDPR.<\/p>\n<p>11.28\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Data Protection Impact Assessments shall be overseen by the Data Protection Officer and shall address the following:<\/p>\n<p>11.28.15\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The type(s) of personal data that will be collected, held, and processed;<\/p>\n<p>11.28.16\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The purpose(s) for which personal data is to be used;<\/p>\n<p>11.28.17\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The Company\u2019s objectives;<\/p>\n<p>11.28.18\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 How personal data is to be used;<\/p>\n<p>11.28.19\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The parties (internal and\/or external) who are to be consulted;<\/p>\n<p>11.28.20\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The necessity and proportionality of the data processing with respect to the purpose(s) for which it is being processed;<\/p>\n<p>11.28.21\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Risks posed to data subjects;<\/p>\n<p>11.28.22\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Risks posed both within and to the Company; and<\/p>\n<p>11.28.23\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Proposed measures to minimise and handle identified risks.<\/p>\n<p><strong style=\"font-size: 15px;\">12. Keeping Data Subjects Informed<\/strong><\/p>\n<p>12.29\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The Company shall provide the information set out in Part 12.2 to every data subject:<\/p>\n<p class=\"Style311\">12.29.24\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Where personal data is collected directly from data subjects, those data subjects will be informed of its purpose at the time of collection; and<\/p>\n<p>12.29.25\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Where personal data is obtained from a third party, the relevant data subjects will be informed of its purpose:<\/p>\n<p>a)\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 if the personal data is used to communicate with the data subject, when the first communication is made; or<\/p>\n<p>b)\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 if the personal data is to be transferred to another party, before that transfer is made; or<\/p>\n<p>c)\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 as soon as reasonably possible and in any event not more than one month after the personal data is obtained.<\/p>\n<p>12.30\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The following information shall be provided:<\/p>\n<p>12.30.26\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Details of the Company including, but not limited to, the identity of its Data Protection Officer;<\/p>\n<p>12.30.27\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The purpose(s) for which the personal data is being collected and will be processed (as detailed in Part 21 of this Policy) and the legal basis justifying that collection and processing;<\/p>\n<p>12.30.28\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Where applicable, the legitimate interests upon which the Company is justifying its collection and processing of the personal data;<\/p>\n<p>12.30.29\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Where the personal data is not obtained directly from the data subject, the categories of personal data collected and processed;<\/p>\n<p>12.30.30\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Where the personal data is to be transferred to one or more third parties, details of those parties;<\/p>\n<p>12.30.31\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Where the personal data is to be transferred to a third party that is located outside of the European Economic Area (the \u201cEEA\u201d), details of that transfer, including but not limited to the safeguards in place (see Part 28 of this Policy for further details);<\/p>\n<p>12.30.32\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Details of data retention;<\/p>\n<p>12.30.33\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Details of the data subject\u2019s rights under the GDPR;<\/p>\n<p>12.30.34\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Details of the data subject\u2019s right to withdraw their consent to the Company\u2019s processing of their personal data at any time;<\/p>\n<p>12.30.35\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Details of the data subject\u2019s right to complain to the Information Commissioner\u2019s Office (the \u201csupervisory authority\u201d under the GDPR);<\/p>\n<p>12.30.36\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Where applicable, details of any legal or contractual requirement or obligation necessitating the collection and processing of the personal data and details of any consequences of failing to provide it; and<\/p>\n<p>12.30.37\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Details of any automated decision-making or profiling that will take place using the personal data, including information on how decisions will be made, the significance of those decisions, and any consequences.<\/p>\n<p><strong style=\"font-size: 15px;\">13. Data Subject Access<\/strong><\/p>\n<p>13.31\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Data subjects may make subject access requests (\u201cSARs\u201d) at any time to find out more about the personal data which the Company holds about them, what it is doing with that personal data, and why.<\/p>\n<p>13.32\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Data subjects wishing to make a SAR may do so in writing, using the Company\u2019s Subject Access Request Form, or other written communication. SARs should be addressed to the Company\u2019s Data Protection Officer at the Company\u2019s registered office.<\/p>\n<p>13.33\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Responses to SARs shall normally be made within one month of receipt, however this may be extended by up to two months if the SAR is complex and\/or numerous requests are made. If such additional time is required, the data subject shall be informed.<\/p>\n<p>13.34\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All SARs received shall be handled by the Company\u2019s Data Protection Officer.<\/p>\n<p>13.35\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The Company does not charge a fee for the handling of normal SARs. The Company reserves the right to charge reasonable fees for additional copies of information that has already been supplied to a data subject, and for requests that are manifestly unfounded or excessive, particularly where such requests are repetitive.<\/p>\n<p><strong style=\"font-size: 15px;\">14. Rectification of Personal Data<\/strong><\/p>\n<p>14.36\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Data subjects have the right to require the Company to rectify any of their personal data that is inaccurate or incomplete.<\/p>\n<p>14.37\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The Company shall rectify the personal data in question, and inform the data subject of that rectification, within one month of the data subject informing the Company of the issue. The period can be extended by up to two months in the case of complex requests. If such additional time is required, the data subject shall be informed.<\/p>\n<p>14.38\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 In the event that any affected personal data has been disclosed to third parties, those parties shall be informed of any rectification that must be made to that personal data.<\/p>\n<p><strong style=\"font-size: 15px;\">15. Erasure of Personal Data<\/strong><\/p>\n<p>15.39\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Data subjects have the right to request that the Company erases the personal data it holds about them in the following circumstances:<\/p>\n<p>15.39.38\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 It is no longer necessary for the Company to hold that personal data with respect to the purpose(s) for which it was originally collected or processed;<\/p>\n<p>15.39.39\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The data subject wishes to withdraw their consent to the Company holding and processing their personal data;<\/p>\n<p>15.39.40\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The data subject objects to the Company holding and processing their personal data (and there is no overriding legitimate interest to allow the Company to continue doing so) (see Part 18 of this Policy for further details concerning the right to object);<\/p>\n<p>15.39.41\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The personal data has been processed unlawfully;<\/p>\n<p>15.39.42\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The personal data needs to be erased in order for the Company to comply with a particular legal obligation<strong>.<\/strong><\/p>\n<p>15.40\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Unless the Company has reasonable grounds to refuse to erase personal data, all requests for erasure shall be complied with, and the data subject informed of the erasure, within one month of receipt of the data subject\u2019s request. The period can be extended by up to two months in the case of complex requests. If such additional time is required, the data subject shall be informed.<\/p>\n<p>15.41\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 In the event that any personal data that is to be erased in response to a data subject\u2019s request has been disclosed to third parties, those parties shall be informed of the erasure (unless it is impossible or would require disproportionate effort to do so).<\/p>\n<p><strong style=\"font-size: 15px;\">16. Restriction of Personal Data Processing<\/strong><\/p>\n<p>16.42\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Data subjects may request that the Company ceases processing the personal data it holds about them. If a data subject makes such a request, the Company shall retain only the amount of personal data concerning that data subject (if any) that is necessary to ensure that the personal data in question is not processed further.<\/p>\n<p>16.43\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 In the event that any affected personal data has been disclosed to third parties, those parties shall be informed of the applicable restrictions on processing it (unless it is impossible or would require disproportionate effort to do so).<\/p>\n<p><strong style=\"font-size: 15px;\">17. Data Portability<\/strong><\/p>\n<p>17.44\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Where data subjects have given their consent to the Company to process their personal data in such a manner, or the processing is otherwise required for the performance of a contract between the Company and the data subject, data subjects have the right, under the GDPR, to receive a copy of their personal data and to use it for other purposes (namely transmitting it to other data controllers).<\/p>\n<p>17.45\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 To facilitate the right of data portability, the Company shall make available all applicable personal data to data subjects in the following formats:<\/p>\n<p>17.45.43\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Comma separated values (CSV);<\/p>\n<p>17.45.44\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Microsoft Excel (xlsx).<\/p>\n<p>17.46\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Where technically feasible, if requested by a data subject, personal data shall be sent directly to the required data controller.<\/p>\n<p>17.47\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All requests for copies of personal data shall be complied with within one month of the data subject\u2019s request. The period can be extended by up to two months in the case of complex or numerous requests. If such additional time is required, the data subject shall be informed.<\/p>\n<p><strong style=\"font-size: 15px;\">18. Objections to Personal Data Processing<\/strong><\/p>\n<p>18.48\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Data subjects have the right to object to the Company processing their personal data based on legitimate interests, direct marketing (including profiling).<\/p>\n<p>18.49\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Where a data subject objects to the Company processing their personal data based on its legitimate interests, the Company shall cease such processing immediately, unless it can be demonstrated that the Company\u2019s legitimate grounds for such processing override the data subject\u2019s interests, rights, and freedoms, or that the processing is necessary for the conduct of legal claims.<\/p>\n<p>18.50\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Where a data subject objects to the Company processing their personal data for direct marketing purposes, the Company shall cease such processing immediately.<\/p>\n<p><strong style=\"font-size: 15px;\">19. Automated Decision-Making<\/strong><\/p>\n<p>19.51\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The Company may use personal data in automated decision-making processes.<\/p>\n<p>19.52\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Where such decisions have a legal (or similarly significant effect) on data subjects, those data subjects have the right to challenge to such decisions under the GDPR, requesting human intervention, expressing their own point of view, and obtaining an explanation of the decision from the Company.<\/p>\n<p>19.53\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The right described in Part 19.2 does not apply in the following circumstances:<\/p>\n<p>19.53.45\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The decision is necessary for the entry into, or performance of, a contract between the Company and the data subject;<\/p>\n<p>19.53.46\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The decision is authorised by law; or<\/p>\n<p>19.53.47\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The data subject has given their explicit consent.<\/p>\n<p><strong style=\"font-size: 15px;\">20. Personal Data Collected, Held, and Processed<\/strong><\/p>\n<p>The following personal data is collected, held, and processed by the Company (for details of data retention, please refer to the Company\u2019s Data Retention Policy):<\/p>\n<table border=\"1\" width=\"586\" cellspacing=\"0\" cellpadding=\"0\">\n<tbody>\n<tr>\n<td valign=\"top\" width=\"142\"><strong>Scope<\/strong><\/td>\n<td valign=\"top\" width=\"198\"><strong>Type of Data<\/strong><\/td>\n<td valign=\"top\" width=\"246\"><strong>Purpose of Data<\/strong><\/td>\n<\/tr>\n<tr>\n<td valign=\"top\" width=\"142\"><strong>Customers, Prospects, Suppliers &amp; Staff<\/strong><strong>\u00a0<\/strong><\/td>\n<td valign=\"top\" width=\"198\">Contact details (name, email, phone, address)<\/td>\n<td valign=\"top\" width=\"246\">Delivery of products, services, offers, promotions and company updates to you.<\/td>\n<\/tr>\n<tr>\n<td valign=\"top\" width=\"142\"><strong>Customers, Suppliers<\/strong><\/td>\n<td valign=\"top\" width=\"198\">Transaction history (quotes, jobs, invoices, purchases)<\/p>\n<p>&nbsp;<\/td>\n<td valign=\"top\" width=\"246\">Provision of continued service to you, to comply with our legal obligations and for our legitimate business interests.<\/td>\n<\/tr>\n<tr>\n<td valign=\"top\" width=\"142\"><strong>Customers, Prospects, Suppliers, Staff<\/strong><\/td>\n<td valign=\"top\" width=\"198\">Contact logs (email, phone call history, campaign responses)<\/p>\n<p>&nbsp;<\/td>\n<td valign=\"top\" width=\"246\">Legitimate business interests to ensure that we are providing a relevant and effective service to you<\/td>\n<\/tr>\n<tr>\n<td valign=\"top\" width=\"142\"><strong>Customers, Suppliers, Staff<\/strong><\/td>\n<td valign=\"top\" width=\"198\">Signed documents (pricing and service agreements)<\/p>\n<p>&nbsp;<\/td>\n<td valign=\"top\" width=\"246\">Legitimate business interest and legal compliance.<\/td>\n<\/tr>\n<tr>\n<td valign=\"top\" width=\"142\"><strong>Website visitors<\/strong><\/td>\n<td valign=\"top\" width=\"198\">Technical (IP address, analytics tracking data)<\/p>\n<p>&nbsp;<\/td>\n<td valign=\"top\" width=\"246\">To deliver relevant content and measure the effectiveness of the advertising we use and the website content and usefulness<\/td>\n<\/tr>\n<tr>\n<td valign=\"top\" width=\"142\"><strong>Customers, Suppliers, Staff<\/strong><\/td>\n<td valign=\"top\" width=\"198\">Financial (bank account details, payment logs)<\/td>\n<td valign=\"top\" width=\"246\">To comply with legal requirements and for our legitimate business interests<\/td>\n<\/tr>\n<tr>\n<td valign=\"top\" width=\"142\"><strong>Staff<\/strong><\/td>\n<td valign=\"top\" width=\"198\">Other (D.O.B, Tax \/ NI details, next of kin, criminal record, accident log)<\/td>\n<td valign=\"top\" width=\"246\">Payment of salary, tax &amp; NI on your behalf and emergency contact<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><strong style=\"font-size: 15px;\">21. Data Security &#8211; Transferring Personal Data and Communications<\/strong><\/p>\n<p>The Company shall ensure that the following measures are taken with respect to all communications and other transfers involving personal data:<\/p>\n<p>21.54\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All emails containing personal data must be encrypted using TLS encryption as a minimum;<\/p>\n<p>21.55\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All emails containing personal data must be marked \u201cconfidential\u201d;<\/p>\n<p>21.56\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Personal data may be transmitted over secure networks only; transmission over unsecured networks is not permitted in any circumstances;<\/p>\n<p>21.57\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Personal data may not be transmitted over a wireless network if there is a wired alternative that is reasonably practicable;<\/p>\n<p>21.58\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Personal data contained in the body of an email, whether sent or received, should be copied from the body of that email and stored securely. The email itself should be deleted;<\/p>\n<p>21.59\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Where personal data is to be sent by facsimile transmission the recipient should be informed in advance of the transmission and should be waiting by the fax machine to receive the data;<\/p>\n<p>21.60\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Where personal data is to be transferred in hardcopy form it should be passed directly to the recipient or sent using a tracked and secure service; and<\/p>\n<p>21.61\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All personal data to be transferred physically, whether in hardcopy form or on removable electronic media shall be transferred in a suitable container marked \u201cconfidential\u201d.<\/p>\n<p><strong style=\"font-size: 15px;\">22. Data Security &#8211; Storage<\/strong><\/p>\n<p>The Company shall ensure that the following measures are taken with respect to the storage of personal data:<\/p>\n<p>22.62\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All electronic copies of personal data should be stored securely using strong passwords in accordance with the password policy;<\/p>\n<p>22.63\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All hardcopies of personal data, along with any electronic copies stored on physical, removable media should be stored securely in a locked box, drawer, cabinet, or similar;<\/p>\n<p>22.64\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All personal data stored electronically should be backed up daily with backups stored onsite and offsite. All backups should be encrypted AES encryption;<\/p>\n<p>22.65\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 No personal data should be stored on any mobile device (including, but not limited to, laptops, tablets, and smartphones), whether such device belongs to the Company or otherwise without the formal written approval of the data protection officer and, in the event of such approval, strictly in accordance with all instructions and limitations described at the time the approval is given, and for no longer than is absolutely necessary; and<\/p>\n<p>22.66\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 No personal data should be transferred to any device personally belonging to an employee and personal data may only be transferred to devices belonging to agents, contractors, or other parties working on behalf of the Company where the party in question has agreed to comply fully with the letter and spirit of this Policy and of the GDPR (which may include demonstrating to the Company that all suitable technical and organisational measures have been taken).<\/p>\n<p><strong style=\"font-size: 15px;\">23. Data Security &#8211; Disposal<\/strong><\/p>\n<p>When any personal data is to be erased or otherwise disposed of for any reason (including where copies have been made and are no longer needed), it should be securely deleted and disposed of. For further information on the deletion and disposal of personal data, please refer to the Company\u2019s Data Retention Policy.<\/p>\n<p><strong style=\"font-size: 15px;\">24. Data Security &#8211; Use of Personal Data<\/strong><\/p>\n<p>The Company shall ensure that the following measures are taken with respect to the use of personal data:<\/p>\n<p>24.67\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 No personal data may be shared informally and if an employee, agent, sub-contractor, or other party working on behalf of the Company requires access to any personal data that they do not already have access to, such access should be formally requested from the data protection officer;<\/p>\n<p>24.68\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 No personal data may be transferred to any employees, agents, contractors, or other parties, whether such parties are working on behalf of the Company or not, without the authorisation of the data protection officer;<\/p>\n<p>24.69\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Personal data must be handled with care at all times and should not be left unattended or on view to unauthorised employees, agents, sub-contractors, or other parties at any time;<\/p>\n<p>24.70\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 If personal data is being viewed on a computer screen and the computer in question is to be left unattended for any period of time, the user must lock the computer and screen before leaving it; and<\/p>\n<p>24.71\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Where personal data held by the Company is used for marketing purposes, it shall be the responsibility of the Marketing Manager to ensure that the appropriate consent is obtained and that no data subjects have opted out, whether directly or via a third-party service such as the TPS.<\/p>\n<p><strong style=\"font-size: 15px;\">25. Data Security &#8211; IT Security<\/strong><\/p>\n<p>The Company shall ensure that the following measures are taken with respect to IT and information security:<\/p>\n<p>25.72\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All passwords used to protect personal data should be changed regularly and should not use words or phrases that can be easily guessed or otherwise compromised. All passwords must contain a combination of uppercase and lowercase letters, numbers, and symbols. All software used by the Company is designed to require such passwords.;<\/p>\n<p>25.73\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Under no circumstances should any passwords be written down or shared between any employees, agents, contractors, or other parties working on behalf of the Company, irrespective of seniority or department. If a password is forgotten, it must be reset using the applicable method. IT staff do not have access to passwords;<\/p>\n<p>25.74\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All software (including, but not limited to, applications and operating systems) shall be kept up-to-date. The Company\u2019s IT staff shall be responsible for installing any and all security-related updates as soon as reasonably and practically possible, unless there are valid technical reasons not to do so; and<\/p>\n<p>25.75\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 No software may be installed on any Company-owned computer or device without the prior approval of the IT department.<\/p>\n<p><strong style=\"font-size: 15px;\">26. Organisational Measures<\/strong><\/p>\n<p>The Company shall ensure that the following measures are taken with respect to the collection, holding, and processing of personal data:<\/p>\n<p>26.76\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All employees, agents, contractors, or other parties working on behalf of the Company shall be made fully aware of both their individual responsibilities and the Company\u2019s responsibilities under the GDPR and under this Policy, and shall be provided with a copy of this Policy;<\/p>\n<p>26.77\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Only employees, agents, sub-contractors, or other parties working on behalf of the Company that need access to, and use of, personal data in order to carry out their assigned duties correctly shall have access to personal data held by the Company;<\/p>\n<p>26.78\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All employees, agents, contractors, or other parties working on behalf of the Company handling personal data will be appropriately trained to do so;<\/p>\n<p>26.79\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All employees, agents, contractors, or other parties working on behalf of the Company handling personal data will be appropriately supervised;<\/p>\n<p>26.80\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All employees, agents, contractors, or other parties working on behalf of the Company handling personal data shall be required and encouraged to exercise care, caution, and discretion when discussing work-related matters that relate to personal data, whether in the workplace or otherwise;<\/p>\n<p>26.81\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Methods of collecting, holding, and processing personal data shall be regularly evaluated and reviewed;<\/p>\n<p>26.82\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All personal data held by the Company shall be reviewed periodically, as set out in the Company\u2019s Data Retention Policy;<\/p>\n<p>26.83\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The performance of those employees, agents, contractors, or other parties working on behalf of the Company handling personal data shall be regularly evaluated and reviewed;<\/p>\n<p>26.84\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All employees, agents, contractors, or other parties working on behalf of the Company handling personal data will be bound to do so in accordance with the principles of the GDPR and this Policy by contract;<\/p>\n<p>26.85\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All agents, contractors, or other parties working on behalf of the Company handling personal data must ensure that any and all of their employees who are involved in the processing of personal data are held to the same conditions as those relevant employees of the Company arising out of this Policy and the GDPR; and<\/p>\n<p>26.86\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Where any agent, contractor or other party working on behalf of the Company handling personal data fails in their obligations under this Policy that party shall indemnify and hold harmless the Company against any costs, liability, damages, loss, claims or proceedings which may arise out of that failure.<\/p>\n<p><strong style=\"font-size: 15px;\">27. Transferring Personal Data to a Country Outside the EEA<\/strong><\/p>\n<p>27.87\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The Company may from time to time transfer (\u2018transfer\u2019 includes making available remotely) personal data to countries outside of the EEA.<\/p>\n<p>27.88\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The transfer of personal data to a country outside of the EEA shall take place only if one or more of the following applies:<\/p>\n<p>27.88.48\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The transfer is to a country, territory, or one or more specific sectors in that country (or an international organisation), that the European Commission has determined ensures an adequate level of protection for personal data;<\/p>\n<p>27.88.49\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The transfer is to a country (or international organisation) which provides appropriate safeguards in the form of a legally binding agreement between public authorities or bodies; binding corporate rules; standard data protection clauses adopted by the European Commission; compliance with an approved code of conduct approved by a supervisory authority (e.g. the Information Commissioner\u2019s Office); certification under an approved certification mechanism (as provided for in the GDPR); contractual clauses agreed and authorised by the competent supervisory authority; or provisions inserted into administrative arrangements between public authorities or bodies authorised by the competent supervisory authority;<\/p>\n<p>27.88.50\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The transfer is made with the informed consent of the relevant data subject(s);<\/p>\n<p>27.88.51\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The transfer is necessary for the performance of a contract between the data subject and the Company (or for pre-contractual steps taken at the request of the data subject);<\/p>\n<p>27.88.52\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The transfer is necessary for important public interest reasons;<\/p>\n<p>27.88.53\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The transfer is necessary for the conduct of legal claims;<\/p>\n<p>27.88.54\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The transfer is necessary to protect the vital interests of the data subject or other individuals where the data subject is physically or legally unable to give their consent; or<\/p>\n<p>27.88.55\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The transfer is made from a register that, under UK or EU law, is intended to provide information to the public and which is open for access by the public in general or otherwise to those who are able to show a legitimate interest in accessing the register.<\/p>\n<p><strong style=\"font-size: 15px;\">28. Data Breach Notification<\/strong><\/p>\n<p>28.89\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All personal data breaches must be reported immediately to the Company\u2019s Data Protection Officer.<\/p>\n<p>28.90\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 If a personal data breach occurs and that breach is likely to result in a risk to the rights and freedoms of data subjects (e.g. financial loss, breach of confidentiality, discrimination, reputational damage, or other significant social or economic damage), the Data Protection Officer must ensure that the Information Commissioner\u2019s Office is informed of the breach without delay, and in any event, within 72 hours after having become aware of it.<\/p>\n<p>28.91\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 In the event that a personal data breach is likely to result in a high risk (that is, a higher risk than that described under Part 29.2) to the rights and freedoms of data subjects, the Data Protection Officer must ensure that all affected data subjects are informed of the breach directly and without undue delay.<\/p>\n<p>28.92\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Data breach notifications shall include the following information:<\/p>\n<p>28.92.56\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The categories and approximate number of data subjects concerned;<\/p>\n<p>28.92.57\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The categories and approximate number of personal data records concerned;<\/p>\n<p>28.92.58\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The name and contact details of the Company\u2019s data protection officer (or other contact point where more information can be obtained);<\/p>\n<p>28.92.59\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The likely consequences of the breach;<\/p>\n<p>28.92.60\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Details of the measures taken, or proposed to be taken, by the Company to address the breach including, where appropriate, measures to mitigate its possible adverse effects.<\/p>\n<p><strong style=\"font-size: 15px;\">29. Implementation of Policy<\/strong><\/p>\n<p>This Policy shall be deemed effective as of 21<sup>st<\/sup> May 2018. No part of this Policy shall have retroactive effect and shall thus apply only to matters occurring on or after this date.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Simplified Data Protection Policy \u2013 21st May 2018 Copytech (UK) Ltd t\/a Printondemand-worldwide, PODWW, Fast-Print.net &amp; The Great British Bookshop, acts as a data controller for the personal information we process on our own behalf, and as a data processor for personal information we process based on the instructions of you or another third party [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"page-templates\/page-standard-sidebar.php","meta":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v17.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Privacy Policy | Printondemand-worldwide<\/title>\n<meta name=\"description\" content=\"Print on Demand Worldwide - our Privacy Policy\" \/>\n<meta name=\"robots\" content=\"noindex, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Privacy Policy | Printondemand-worldwide\" \/>\n<meta property=\"og:description\" content=\"Print on Demand Worldwide - 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