The General Data Protection Regulations (GDPR) (2018) requires Shiny Vinyl Ltd to be open about the information that it holds on you and uses. It is our policy is to respect the privacy of clients and to maintain compliance with the General Data Protection Regulations (GDPR). Personal data related to clients will be protected. We will, if required, sign a separate confidentiality agreement if the client deems it necessary. We will ensure that any suppliers to the company are fully GDPR compliant. You are entitled to audit the business to ensure we comply with the GDPR.
Please contact the Directors of Shiny Vinyl Ltd in writing. You have the right to withdraw your consent to the processing of data. Please contact the Directors of Shiny Vinyl Ltd in writing. This policy complies with the General Data Protection Regulations May 2018. This policy outlines the information we collect and how we use it.
GDPR PRINCIPALS
Process personal data fairly and lawfully. We will make all reasonable efforts to ensure that individuals who are the focus of the personal data (data subjects) are informed of the purposes of the processing, any disclosures to third parties that are envisaged; given an indication of the period for which the data will be kept, and any other information which may be relevant.
Process the data for the specific and lawful purpose for which it collected that data and not further process the data in a manner incompatible with this purpose.
We will ensure that the reason for which it collected the data originally is the only reason for which it processes those data, unless the individual is informed of any additional processing before it takes place.
Ensure that the data is adequate, relevant and not excessive in relation to the purpose for which it is processed. We will not seek to collect any personal data which is not strictly necessary for the purpose for which it was obtained. Forms for collecting data will always be drafted with this mind. If any irrelevant data are given by individuals, they will be destroyed immediately.
Keep personal data accurate and, where necessary, up to date. We will review and update all data on a regular basis. It is the responsibility of the individuals giving their personal data to ensure that this is accurate, and each individual should notify us if, for example, a change in circumstances mean that the data needs to be updated. It is the responsibility of the company to ensure that any notification regarding the change is noted and acted on.Only keep personal data for as long as is necessary. We undertake not to retain personal data for longer than is necessary to ensure compliance with the legislation, and any other statutory requirements. This means we will undertake a regular review of the information held and implement a weeding process. We will dispose of any personal data in a way that protects the rights and privacy of the individual concerned (e.g. secure electronic deletion, shredding an disposal of hard copy files as confidential waste).
Process personal data in accordance with the rights of the data subject under the legislation. Individuals have various rights under the legislation including a right to:be told the nature of the information we hold and any parties to whom this may be disclosed
prevent processing likely to cause damage or distress
prevent processing for purposes of direct marketing
be informed about the mechanics of any automated decision taking process that will significantly affect them
not have significant decisions that will affect them taken solely by automated process
take action to rectify, block, erase or destroy inaccurate data
sue for compensation if they suffer damage by any contravention of the legislation
request that the Office of the Information Commissioner assess whether any provision of the Act has been contravened. We will only process personal data in accordance with individuals’ rights.
Put appropriate technical and organisational measures in place against unauthorised or unlawful processing of personal data, and against accidental loss or destruction of data. Our Directors are responsible for ensuring that any personal data which they hold is kept securely and not disclosed to any unauthorised third parties. We will ensure that all personal data is accessible only to those who have a valid reason for using it. We will have in place appropriate security measures:
keeping all personal data in a lockable cabinet with key-controlled access.
password protecting personal data held electronically.
encryption of data In addition, we will put in place appropriate measures for the deletion of personal data – manual records will be shredded or disposed of as ‘confidential waste’ Hard drives will be wiped clean before disposal or if that is not possible, destroyed physically. A log will be kept of the records destroyed.
Ensure that no personal data is transferred to a country or a territory outside the European Economic Area (EEA) unless that country or territory ensures adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data. We will not transfer data to such territories without the explicit consent of the individual. This also applies to publishing information on the Internet – because transfer of data can include placing data on a website that can be accessed from outside the EEA – so we will always seek the consent of individuals before placing any personal data (including photographs) on its website or social media sites.
CUSTOMER CONTACT DETAILS FOR MARKETING PURPOSES
If you complete our online enquiry form, you will be asked for your name, email address, telephone number and company (as well as the necessary product/choices you are interested in). These details will be sent to the company email address and a member of staff will contact you in order to go through your enquiry. You will be asked on the enquiry form if you would like to opt into receiving marketing literature. We will only send marketing emails where this box has been ticked. You have the ability to unsubscribe on our marketing emails or you may contact the directors of Shiny Vinyl Ltd. We store out customer information on our internal system and our accountancy system for quotations, invoicing and accounting purposes (which is password protected).
If you require Shiny Vinyl Ltd to sign a confidentiality agreement, it is the responsibility of the client to request and provide. It is your responsibility to ensure you have the correct permissions in place before you pass any design or photographs to Shiny Vinyl Ltd. Should we produce any artwork we will get the necessary licenses/permissions to use the design/artwork.
Our policy is to hold limited client data and where possible to delete the data once we have completed a project for a client. We will not hold any data for any longer than is necessary.
CUSTOMER CONTACT DETAILS FOR MARKETING PURPOSES
If you engage our services in order for us to carry out marketing campaigns on your behalf, or provide names of individuals within your company, we ask that you only provide us with email addresses/names/positions on an excel spreadsheet (that is specifically related to that job). It is your responsibility to ensure that you have explicit consent to send out marketing literature to that individual prior to sending the information to Shiny Vinyl Ltd. Please ensure that you only send data to us where consent has been gained. It is also your responsibility to inform your client that you pass their information on to a third party. We do not retain third party information; we securely erase the data once a campaign has been successfully sent.
We do not pass this data onto any third parties. We use Mailchimp to send out marketing emails on behalf of our clients. This databases records how successful a campaign has been. We aim to keep this information for a period of two years in order to provide you with this data, after this period the data is securely deleted. Social Media: We do not ask you to provide us with any personal data in order for you to view our social media platforms.
PAYMENT
We accept payment via BACS and Paypal. Shiny Vinyl Ltd do not store any payment details.
COOKIE POLICY
Please see our Cookie Policy for further details.
INFORMATION SECURITY
It is our policy to encrypt all files and to have a two-point password/ authentication on all files, including any applications which are used on company mobile phones. We back-up on a weekly basis via our server which is encrypted. We confidentially shred any paperwork we receive once we have completed a project. Our employees, are all trained in cyber security and handling personal data. We annually review our security and systems and take any necessary actions which is an outcome of this report. The company take appropriate cyber precautions and have cyber insurance.
STORAGE
We store client details for a period of seven years, in the event that the client, wishes to recover or restore data. If you would like us to store this data for a longer period, we will do so at your request and for an additional charge. Details can be found in our terms and conditions.
TRANSPARENCY AND CHOICE
You may at any time contact the company and ask what information we hold on you and your Company. You may ask us to update this information if it is incorrect, which we will strive to do as quickly as possible. You may ask for any company data to be deleted and requests should be made in writing to the Directors of Shiny Vinyl Ltd. Please write to the Directors of Shiny Vinyl Ltd, if you wish for data to be erased. However, there may be circumstances where we are unable to do this (to fulfil our legal responsibilities).
DATA BREACHES
We will inform a client of a data breach as soon as it is practically possible, but usually within 48 hours. Shiny Vinyl Ltd will comply with the ICO data breach procedures. Changes: Our Privacy Policy may change from time to time. We will not reduce your rights under this policy without your explicit consent. We will inform you of any Policy changes at the earliest opportunity.
COMPLIANCE
We regularly review this policy to ensure that it complies with current legislation. Terms and Conditions: Please view this Policy alongside our Terms and Conditions.
