How we use your information
This privacy notice tells you what to expect when we collect personal information. It applies to information we collect about you when signing up to our newsletter, making any enquiry or placing an order.
Our Website
When someone visits www.modernprint.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website.
Any messages you send us via the website will also be stored on the website along with any data they contain for a period of 6 months.
Client & Potential Clients Websites and Emails
We retain the ability to access websites and emails that we are hosting for customers. We also manage some websites (whilst not hosting them) which also gives us access. Thirdly, we may access websites that customers have given us access to for the purpose quoting for work. In all these situations where we have unrestricted access we can see what ever data the end website users (our customers customers) have put through the website and emails. We need this access to perform routine maintenance, upgrades, agreed exploratory work, and troubleshooting. Otherwise, user data will not be accessed without written permission.
Any data that we handle or view will be done so confidentially and securely to avoid any forms of unlawful processing. We will protect the data we are handling against accidental or unlawful destruction, accidental loss, alteration, unauthorised disclosure or access.
Save for prior written instructions, we shall not disclose any user data available to us aside from any legal obligations to do so and to hosting companies for the purpose of website hosting and email provision.
Modern Print & Design Newsletter
We use a third party provider, MailChimp, to deliver our monthly newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our newsletter. For more information, please see MailChimp’s privacy notice.
Social Media
We use a third party provider, Hootsuite to manage our social media interactions. If you send us a private or direct message via social media the message will be stored by Hootsuite for three months. It will not be shared with any other organisations. Your private message is also stored on the social media platform you sent it on and kept for 3 months.
Email & paper correspondence
Email is processed via our internet service provider, British Telecom who do not retain copies of emails. The emails are managed and stored by Krystal Hosting and deleted after 5 years. Letters, printed emails and other hard copy documents relating to orders will be retained securely within the premises for no more than 8 years after your order is invoiced.
We also store your information in our computers and will retain a back up copy on a secure NAS server, held securely at a separate premises. The information will be lawfully processed due to the contractual agreement you undertake by placing an order, by your request to join our newsletter or by making an enquiry.
Order information will be retained in line with HMRC requirements for financial records, for 7 years + 1 year or operational purposes totalling 8 years.
Paper enquiry records where no subsequent order was made will be retained for no more than 3 years. However, all digital emails relating to enquiries will be held for up to 5 years.
Trade Work
From time to time we outsource printing to 3rd party specialist contractors. If your design contains personal data, for example in a business card it will be seen by them. However, because it is embedded in a PDF artwork file as a vector outline it would be difficult and impractical for them to harvest and use the data.
Your Rights
Under the Data Protection Act 2018, you have rights as an individual which you can exercise in relation to the information we hold about you. You can read more about these rights here – https://ico.org.uk/your-data-matters/
Access to personal information
We will try to be as open as we can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘data subject access request’ under the Data Protection Act 2018. If we do hold information about you we will:
- give you a description of it; tell you why we are holding it; tell you who it could be disclosed to; and let you have a copy of the information in an intelligible form.
To make a request to us for any personal information we may hold you need to put the request in writing to the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the address below.
How to contact us
If you want to request information about our privacy policy you can email us at theboys@modernprint.co.uk or write to:
Trevor Collins, Modern Print & Design, Chase House, Meyrick St, Pembroke Dock, Pembrokeshire. SA72 6JD
Current policy as of 7-7-2018