Privacy Policy
GRAPHIQUE MEDIA SOLUTIONS LIMITED – PRIVACY POLICY
We truly value our relationship with our customers, suppliers and business partners and the trust you place in us with your Personal Information.
We collect and handle Personal Information from people every day and we take our responsibilities regarding your Personal Information very seriously and can assure you of the following:-
WE WILL BE OPEN AND HONEST ABOUT THE INFORMATION WE COLLECT
You can ask us at any time about what information we collect about you, how we use it, who we may share it with, how long we keep it and how we protect it.
WE WILL ONLY USE IT FOR THE SPECIFIC PURPOSES WE'VE TOLD YOU ABOUT
We will only use your Personal Information for the purposes we've told you about in our Privacy Notices.
We can’t – and won’t – use it for any other purposes without your permission, unless we have a legal right or a legal obligation.
WE WILL COLLECT NO MORE DATA THAN WE NEED FOR THOSE PURPOSES
The Information we collect about you depends on the services or products you choose from us however, rest assured we will only collect the data we need for that specific purpose, no more.
WE ENDEAVOUR TO CHECK THAT IT'S ACCURATE AND KEEP IT UP TO DATE
We do what we reasonably can to check the Information we collect is accurate and to keep it up to date.
If you need to update your own information, such as change of address or contact details, please give us a call or send us an email any time.
If you do spot a mistake in your Information, you can call us or email to us to ask us to correct it. You’ll find our details at the end of this notice.
WE WILL NOT KEEP IT FOR ANY LONGER THAN WE NEED IT
We have a Records Retention Policy that sets limits on the length of time we keep Personal Information. The periods vary depending on the type of information and the reason we are using or keeping it.
You can find details of how long we keep different types of Personal Information in the Your Informationsection of this policy.
WE PROMISE TO PROTECT YOUR PRIVACY AND YOUR INFORMATION
Keeping information secure is paramount to us. We routinely monitor our computer systems and networks for external and internal threats and attacks.
Access to your Personal Information is restricted to our employees and supplier colleagues who need it to perform their job.
Where practical, we anonymise your personal information so that people who access it will not be able to identify you unless they need to for their job.
WE WILL RESPOND QUICKLY TO ANY CONCERNS YOU RAISE WITH US
You can raise any concerns you may have about our handling of your Personal Information by writing to our Data Protection Officer.
If you are not happy with the outcome, you have the right to raise your concern with the Information Commissioner’s Office.
WE PROMISE TO TREAT YOU AND YOUR INFORMATION FAIRLY AND LAWFULLY
We will only collect, use and share your Personal Information if you’ve given us your permission or if we have either a legal right or a legal obligation.
This is known as the legal basis and we are required by law to let you know the legal basis for each of our activities involving your Information.
You will find the legal basis, together with other details of the information we collect in the Your Information section to the right.
We ensure fairness by regularly reviewing the ways in which we collect and use your Information and by providing you with full details in this Privacy Policy.
YOUR PERSONAL INFORMATION RIGHTS & HOW TO EXERCISE THEM
Personal Information is just that – it’s personal. And it’s yours, not ours – we know that so we want to make sure that it’s easy for you to take control of it.
Below are your rights – legal rights that the Information Commissioner will help you to enforce if we slip up.
Should you make a request about your Personal Information, we will confirm that we have received your request and let you know if we need anything else from you, then we will provide you with copies within a month.
RIGHT OF ACCESS TO YOUR INFORMATION
You can ask us for a copy of all your Personal Information or for some particular information.
RIGHT TO HAVE INACCURATE OR OUT OF DATE INFORMATION CORRECTED
If we’ve made a mistake and got some of your Information wrong, or if something has changed, like moving house, just let us know and we’ll fix or update it.
RIGHT TO STOP RECEIVING MARKETING EMAILS, TEXTS AND NOTIFICATIONS
You can ask us to stop sending you emails, notifications or post at any time, simply by giving us a call or sending us an email.
RIGHT NOT TO BE PROFILED FOR MARKETING PURPOSES
We can tailor the offers we send you and make it more personal. But, as we said, you’re in control, so you can tell us to stop at any time.
RIGHT TO PREVENT PROCESSING OF YOUR INFORMATION
You can ask us to stop using your Personal Information but to keep it if you need it for some reason, for example if you are making a claim.
RIGHT TO HAVE YOUR PERSONAL INFORMATION DELETED (“RIGHT TO BE FORGOTTEN”)
You can ask us to erase or delete your Personal Information. We will either delete or anonymise your Information except for Information that we need to keep for legal reasons.
RIGHT TO HAVE YOUR INFORMATION TRANSFERRED TO ANOTHER SERVICE PROVIDER (“RIGHT OF PORTABILITY”)
You have a right to ask us to transfer your Information to another organisation. Just let us know what Information you want us to include and who you want us to send it to.
RIGHT TO MAKE A COMPLAINT TO THE REGULATOR – THE INFORMATION COMMISSIONER’S OFFICE (ICO)
If you have a concern or complaint about the way we are handling your Personal Information, the Information Commissioner’s Office is there to help you. They may ask you to give us an opportunity to put things right first, and we would certainly like you to give us the chance.
You can find the Information Commissioner’s Office’s contact details and a complaint form on their website: www.ico.org.uk.
If you send us a request to exercise any of these rights and we don’t complete it within a month, or if you are unhappy about the way we or any of our partners are handling your Personal Information,you can lodge a complaint by contacting our Data Protection Officer.
If you are not happy with the Data Protection Officer’s response or handling of your complaint, you have the right to report your concern to the Information Commissioner’s Office, whose contact details can be found on their website at: www.ico.org.uk/global/contact-us
YOUR INFORMATION
Everything we do is driven by you, to make sure that the service we give is the best it can be.
It makes sense that we want to get to know you better, find out more about the kind of things you like, and the things you’re not so keen on!
WHAT INFORMATION DO WE COLLECT AND HOW DO WE USE IT?
We collect and use Information about you to:
a. provide quotes and fulfil orders
b. accept payment for products and services
c. help us understand your likes and dislikes so we can keep improving
d. send you offers and news about products and services we think you’ll like
We may also use your Information where necessary to carry on our business, to maintain and test our computer systems, to provide a safe environment, to comply with our legal and contractual obligations, and to protect our property and assets.
WHO DO WE SHARE IT WITH AND WHO CAN ACCESS IT?
We have controls to limit access to your Information to:
a. Individual colleagues who need it to do their job, such as processing your bookings or dealing with enquiries and complaints
b. Business partners, who need it to provide services to us, such as maintaining our computer systems or running marketing campaigns
If requested, and where it is required or permitted by law, we may provide Information to:
a. Official bodies, such as government agencies, local authorities, regulators and the police, who are authorised to request Information where it is necessary for their lawful purposes
b. Our advisers, including lawyers, insurers, accountants and auditors
c. Other organisations such as law firms or insurance companies acting on behalf of individuals, who may request evidence containing Personal Information, to support a claim in relation to an incident or accident involving their client
WHERE DO WE STORE AND PROCESS YOUR INFORMATION?
Some of our computer systems operate in countries outside the UK so some of your Information is stored and processed overseas.
Because the law in some of these countries does not provide the same level of protection as UK law, we have agreements in place with any company that processes Personal Information outside the European Economic Area.
These agreements require that, wherever your Information is held, it is protected to the same high standard as required by law in the United Kingdom.
HOW DO WE PROTECT AND SECURE IT?
We use security measures, including physical, administrative, and technical safeguards to protect the confidentiality of your Personal Information. These measures may include encryption, security certificates, access controls, information security technologies, policies, procedures and other information security measures to help protect your Information.
When designing or buying new computer systems and processes we look at ways to identify and mitigate potential security risks and then monitor and test our security systems to help protect your Information.
Where possible, we also try to anonymise information so that people can’t be identified from it. For example, we may analyse data about sales of new products and menus and use this to help us to improve and see which items are popular or not! But we don’t need to know who has purchased these items – we just need to know, for example, how many bought certain products at certain times, or how much the average customer spends each visit. So instead of just putting all of our customers’ information together and analysing it, we first remove the pieces of information that could identify them, such as names, contact details, addresses and so on.
HOW LONG DO WE KEEP YOUR INFORMATION?
Unless you have requested anything different, we will keep your Personal Information for 2 years then we will securely delete it.
We do need to keep some anonymous information for longer than this, such as customers’ shopping habits and buying patterns, so we can analyse it to identify trends and changes in customer activity and buying habits. We remove all names, contact details and any other information that identify individual customers, so it’s all just anonymous numbers and data.
WHY ARE WE ALLOWED TO COLLECT AND USE YOUR INFORMATION?
The reason depends on the particular activity we use your Information for. We can collect your Information if one of the following applies:
a) You have specifically given us your permission (the law calls it “consent”). Where we need your consent to use your Information for a particular purpose, we must be able to show that the consent is:
• Specific – we have to tell you exactly what activity your consent covers.
• Informed – we have to provide you with clear details of what you are consenting to.
• Freely-given – you must have a genuine choice; for example, we couldn’t say “by registering for Jamaica Inn Wi-Fi, you consent to us sending you marketing emails” because that would prevent you from using the Wi-Fi service if you chose not to consent to marketing emails.
• Unambiguous – this means that you must have clearly indicated your wishes by confirming your agreement to a statement (e.g. by ticking a box) or taking some positive action to show that you intended to give your consent.
We will need your consent for the following activities – we will always make it clear at the time:
• Placing cookies on your device to find out how you use our websites so we can personalise what you see by tailoring advertisements and notifications to the things you are interested in
• Using the location tracking function on your mobile device to enable location based services and advertising
• Certain situations where you share sensitive Information about yourself, such as your health
b) We need to use your Information to meet our contractual obligations to you. This applies where we collect your credit or debit card details to take payment for something you are buying from us.
c) We need to use your Information to enable us to run our business successfully (the law calls it “legitimate interests”).
• We can only do this if we can show that there is little or no risk to you or your Personal Information Rights (see “Your Rights”)
• The main examples of this are marketing and personal profiling
• As you know, businesses that sell directly to customers and consumers need to advertise and market their products and services
• Personalised marketing is a common feature of modern-day life and online shopping in particular. It offers a lot of benefits for both businesses and customers, so we’re allowed to develop a personal profile for you by collecting and analysing information about what you buy, what you look at on our websites and other information available from public and official sources such as the Census, the Electoral Role and the Land Registry
• This enables us to tailor our offers and marketing communications to you personally, so that you get offers for things you are likely to buy – meaning that you are more likely to save money.
• We believe that our use of your Personal Information for marketing and personal profiling purposes creates little or no risk to you or your rights but we want to be sure that you are happy for us to do it, so we will always ensure that we put you and your interests first
• We also make it easy for you to exercise your right to ask us to stop marketing and/or personal profiling at any time – simply click on the unsubscribe option on any of our newsletter emails
d) We need to use your information to comply with a law which we are subject to or if we are legally required to do so.
Where the law tells us that we need to use certain information, then we are allowed to do so, as long as we only use it for that purpose.
HOW TO CONTACT US
By telephone: 01726 893129
By email: robin@gms.uk.com
By post: Units 8 & 9, Victoria Business Park, Roche, Cornwall PL26 8LX