Use of private information policy (GDPR)

Last updated: 8th October 2018

Summary:
We respect the EU’s General Data Protection Regulations (GDPR) and this policy explains how we collect and treat any information you give us. You won’t find any complicated legal terms or long passages of unreadable text. We have no desire to trick you into agreeing to something you might later regret.

Our policy covers
– How we collect information
– What information we hold
– Where we store your information
– What we use your information for
– Who’s responsible for your information at our company
– Who has access to information about you
– The steps we take to keep your information private
– Cookies and non-identifiable information
– How to complain
– Changes to the policy

How we collect information
We ask for contact information including your name, email address and phone number when you contact us so that we can reply to your enquiry.

We collect your email address if and when you sign up for our newsletter.

What information we hold
When you contact us by email, through our website or social media channels, we collect your name, email address and phone number if you’ve given us that.

If you do business with us, we collect your name, email address, phone number and a delivery address. We also keep records of the invoices we send you and the payments you make.

If you sign up for a newsletter, we only collect your email address.

Where we store your information
When you contact us by email, we store your information and a record of the conversation in Gmail, our email software.

If you contact us via social media, we keep a record of the conversation in the social media account.

If you sign up for a newsletter, we store your email address in Mailchimp, our marketing platform.

If you do business with us, we store your information in our accounts software, Freeagent.

What we use your information for
If you contact us by email, through our website or social media channels, we use your contact information to respond to your enquiry.

If you do business with us, we will use your information to send you invoices, statements, or reminders.

If you have opted-in to our marketing communications, we occasionally use your email address to send you details of our products and services. When we do, you have the option to unsubscribe from these communications.

We’ll never use your personal information for any reason other than why you gave it.

Who’s responsible for your information at our company
Sean Johnson, our data protection officer, is responsible for the security of your information. If you have any concerns about the information we store, you can contact them by email at dpo@fwddigital.net, or by phone on 01778 550050, or by post to FWD Digital, Eventus, Sunderland Road, Market Deeping, Peterborough, PE6 8FD.

Who has access to information about you
When we store information in our own systems, only the people who need it have access. Our management team have access to everything you’ve provided, but individual employees have access to only what they need to do their job.

We will not share your information with anyone outside of our organisation, unless required to do so under law.

The steps we take to keep your information private
Where we store your information in third-party services, we restrict access only to people who need it.

The computers we use are protected by a passcode or fingerprint recognition. These computers ask for authentication whenever they’re started or after 5 minutes of inactivity. Our mobile devices are also protected by a passcode or fingerprint recognition.

Cookies and non-identifiable information
We may also collect non-identifiable information in the form of cookies. We use cookies, as many websites do, to help provide you with the best experience we can. These cookies are small text files stored on your own computer.

Our cookies help us
– Improve the speed and security of the site
– Determine if you are logged in or not
– Remember your preferences for our website
– Tailor content to your needs
– Allow you to comment on our site
– Make our shopping cart and checkout work

We do not use cookies to
– Collect any personally identifiable information
– Collect any sensitive information
– Pass personally identifiable data to third parties

Google Analytics cookies
We use Google Analytics to compile anonymous visitor statistics allowing us to continuously improve our website. These statistics tell us:

– How many people have visited our website
– What type of technology they are using (type of browser, device and settings)
– How long they spend on the site
– What pages they looked at
– How they reached our site (e.g. from a search engine)
– Whether they have been before

These statistics are anonymous and contain no personally identifiable information.

Third party functions
Our site may also include functionality provided by third parties such as embedded videos from YouTube. These services may set their own cookies and disabling them may cause the functions to break.

Disabling and deleting cookies
By default, browsers are set to accept cookies and it’s common for websites to use this technology.

To find out how to disable and/or delete cookies in your browser, do a quick Google search for “clear cookies [plus the name of your browser]” (eg; Chrome, Safari, Firefox, Internet Explorer).

Please note that if you choose to disable cookies parts of this website may not function correctly.

Your legal rights
In certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

– Request access to your personal data
– Request correction of your personal data
– Request erasure of your personal data
– Object to processing of your personal data
– Withdraw consent to processing of your personal data
– Complain about the way we handle your data

If you would like to action any of your legal rights please contact Sean Johnson by email at dpo@fwddigital.net, or by phone on 01778 550050, or by post to FWD Digital, Eventus, Sunderland Road, Market Deeping, Peterborough, PE6 8FD.

Changes to the policy
If we change the contents of this policy, those changes will become effective the moment we publish them on our website.