Policy key definitions:
- “I”, “our”, “us”, or “we” refer to the business, Handstand Press.
- “you”, “the user” refer to the person(s) using this website.
- GDPR means General Data Protection Act.
- PECR means Privacy & Electronic Communications Regulation.
- ICO means Information Commissioner’s Office.
- Cookies mean small files stored on a users computer or device.
Processing of your personal data
Under the GDPR (General Data Protection Regulation) we control and/or process any personal information about you electronically using the following lawful bases.
We are registered with the ICO under the Data Protection Register.
• Lawful basis: Consent
The reason we use this basis: For marketing purposes, we will always request your consent before contacting you. You can unsubscribe from our newsletter and marketing emails anytime, by clicking on ‘Unsubscribe’ at the bottom of the email.
Data retention period: We will continue to process your information on this basis until you withdraw consent or it is determined your consent no longer exists.
Sharing your information: We obtain minimum personal details from the form on our WordPress website. We store them in distribution lists on our GDPR compliant email marketing platform, which is only accessible by Handstand Press.
• Lawful basis: Legal obligation
The reason we use this basis: Common law requires us to keep financial records and some other details for a number of years, in case an unlikely dispute about our services is raised and for anti-fraud purposes.
Data retention period: For as long as the law requires.
Sharing your information: We do not share your information with third parties except our accountancy software, accountancy firm and, if requested, the Government bodies that may require access to this information.
• Lawful basis: Contract
The reason we use this basis: When you request a quote from us or enter any kind of service agreement with us, we will process your personal information in order to provide you with the goods or services.
Data retention period: We shall continue to process your information until the contract between us ends or is terminated under any contract terms. Once the contract ends, your details will be processed using the legal obligation basis.
Sharing your information: We may share your personal information with third parties and they include our GDPR compliant accounting software, our accountancy firm, integrated email services and selected UK based contractors who work for us on a regular basis.
• Lawful basis: Legitimate interests
The reason we use this basis: If you are an existing business client we understand there is a legitimate interest on your part and ours for your details to be kept in our records for future business opportunities.
Data retention period: We will carry out a database refresh every 2 years, but you can request to be deleted anytime before that by contacting us at firstname.lastname@example.org
Sharing your information: We do share your personal information with third parties and they include UK based contractors who work for us on a regular basis and accountancy software wherever it is relevant.
If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We shall stop processing your personal information if the lawful basis used is no longer relevant.
Your individual rights
Under the GDPR your rights are as follows. You can read more about your rights in details here;
- the right to be informed;
- the right of access;
- the right to rectification;
- the right to erasure;
- the right to restrict processing;
- the right to data portability;
- the right to object; and
- the right not to be subject to automated decision-making including profiling.
You also have the right to complain to the ICO [www.ico.org.uk] if you feel there is a problem with the way we are handling your data.
We handle subject access requests in accordance with the GDPR.
Some cookies are required to enjoy and use the full functionality of this website.
Cookies that we use are;
- PHPSESSID: This cookie is used to store a simple message when a form is submitted that can be displayed on a different page. For example, if an enquiry form is completed incorrectly, a message will be stored and presented to the user to indicate the errors in the submission. When an enquiry form is submitted successfully, a message is stored and presented to the user thanking them for their enquiry. No personal information is stored in this cookie.
- DYNSRV: This cookie is added by our load balancer to track which web server to send the visitor to. Its purpose is to improve the performance of the website.
Data security and protection
We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures in how we store, access and manage that information. Our methods meet the GDPR compliance requirement.
Transparent Privacy Explanations
We have provided some further explanations about user privacy and the way we use this website to help promote a transparent and honest user privacy methodology.
Email marketing messages & subscription
Under the GDPR we use the consent lawful basis for anyone subscribing to our marketing mailing list. We only collect certain data about you, as detailed in the “Processing of your personal data” above. Any email marketing messages we send are done so through MailChimp, an EMS – email marketing service provider. An EMS is a third party service provider of software/applications that allows marketers to send out email marketing campaigns to a list of users.
Email marketing messages that we send may contain tracking beacons / tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of data such as; times, dates, I.P addresses, opens, clicks, forwards, geographic and demographic data. Such data, within its limitations, will show the activity each subscriber made for that email campaign.
Any email marketing messages we send are in accordance with the GDPR and the PECR. We provide you with an easy method to withdraw your consent (unsubscribe) or manage your preferences / the information we hold about you at any time. See any marketing messages for instructions on how to unsubscribe or manage your preferences, you can also unsubscribe from all MailChimp lists, by following this link, otherwise, contact the EMS provider.
Our EMS provider is; MailChimp. We hold the following information about you within our EMS system;
- Email address
- I.P address
- Subscription time & date
Resources & further information
- Overview of the GDPR – General Data Protection Regulation
- Data Protection Act 1998
- Privacy and Electronic Communications Regulations 2003
- The Guide to the PECR 2003
- Small business GDPR policy template
Privacy Notice Policy Base: v.1 May 2018