Privacy / GDPR Notice updated 19/05/18
Zeralynx Print Direct Limited understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our customers & suppliers and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
- Information About Us
Zeralynx Print Direct Limited.
Registered in England under company number 4510705
Registered & Trading address: Unit 6a Courtlands Trading Estate, Taunton, TA2 6NS
VAT number: 800 5757 48
Data Protection Officer: Matthew Stanford-Page.
Email address: [email protected]
Telephone number: 01823 251888.
- What Does This Notice Cover?
This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
- What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5, below.
- What Are My Rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
- The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us me to find out more or to ask any questions using the details in Part 11.
- The right to access the personal data we hold about you. Part 10 will tell you how to do this.
- The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
- The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we Please contact us using the details in Part 11 to find out more.
- The right to restrict (i.e. prevent) the processing of your personal data.
- The right to object to us using your personal data for a particular purpose or purposes.
- The right to data portability. This means that you can ask us for a copy of your personal data held by us to re-use with another service or business in many cases.
- Rights relating to automated decision-making and profiling. We do not use your personal data in this way
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
- What Personal Data Do You Collect?
We may collect some or all of the following personal data (this may vary according to your relationship with us:
- Date of birth;
- Email address;
- Telephone number;
- Business name;
- Job title;
- Payment information;
- How Do You Use My Personal Data?
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data will be used for the following purposes:
- Providing and managing your account.
- Supplying our products and services to you. Your personal details are required in order for us to enter into a contract with you.
- Personalising and tailoring our products and services for you.
- Communicating with you. This may include responding to emails or calls from you.
- Supplying you with information by email or post that you have opted-in to (you may unsubscribe or opt-out at any time by emailing us or unsubscribing from the email.
With your permission and/or where permitted by law and using the ‘soft opt-in’ method if you have purchased products or services from us in the past 24 months, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone or post with information, news, and offers on our products or services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.
- How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
- We keep your personal information for the minimum period as described by HMRC which is 7 years.
- Your artwork files that may also contain your personal information is kept for an indefinite period securely on our in-house servers and only deleted on request
- How and Where Do You Store or Transfer My Personal Data?
All of your data is stored in the U.K. on encrypted servers compliant with GDPR
We store or transfer some or all of your personal data in countries that are not part of the European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein). These are known as “third countries” and may not have data protection laws that are as strong as those in the UK and/or the EEA. This means that we will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR including:
- We have on file Privacy policies of third party accounting software only and ensure their current trusted security certificates are upto date on a regular basis
- Bank details & Card details are not stored in our accounting software
- Do You Share My Personal Data?
We will not share any of your personal data with any third parties for any purposes, subject to one important exception.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.]
- How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within 7 days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
- How Do I Contact You?
To contact us me about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Matthew Stanford-Page
Postal Address: Unit 6a Courtlands Trading Estate, Taunton, TA2 6NS
Data Protection Officer: Matthew Stanford-Page.
Email address: [email protected]
Telephone number: 01823 251888.
- Security precautions in place to protect the loss, misuse or alteration of your information , data, artwork or payment information.
When you give us personal information, artwork or data, we take steps to ensure that it’s treated securely. Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems as below:
- Our Access to the internet is protected by firewalls both at the workstation & router level
- Antivirus & Malware protection is provided by a leading UK security provider NSET
- Hard drives & storage devices are encrypted with ESET endpoint Security 2 factor login.
- By request emails can be sent encrypted – data is sent encrypted as standard and a password is telephoned to you.
- Databases received by electronic format are quarantined for automatic deletion and stored on our inhouse encrypted servers for a period no longer than 30 days.
- Only authorised employees or GDPR compliant 3rd party service providers have access to your artwork and data.
- Backups of all systems, emails & artwork are conducted daily with our onsite servers and overwritten every 7 days.
- Printed waste containing information not in the public domain or for advertising purposes is removed from site and security shredded.
- Hard copy samples of your products are stored in a locked secure area
- Card payment services are supplied by worldpay and we are PCI Compliant, any merchant copy receipts are stored in the accounts secure storage area
- Our website is SSL secure and your online order information is stored by our providers on their servers in the EU
- USB drives supplied to us are stored in a locked box in our secure area
- Regular staff training, data audits & tracking & overseeing by the Data Protection Officer
- Samples of our work shown to other persons will not contain information not available in the public domain.
Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be made available on our website. www.zeralynx.co.uk