Terms & Conditions

Scope

All data subjects whose personal data is collected, in line with the requirements of the GDPR.

Responsibilities

The Data Protection Officer (Nikki Duggan) is responsible for ensuring that this notice is made available to data subjects prior to Dataforms collecting/processing their personal data.

All Employees of Dataforms who interact with data subjects are responsible for ensuring that this notice is drawn to the data subject’s attention and their consent to the processing of their data is secured.

Privacy notice

Who are we?

Dataforms provides the delivery of personalised customer communications through creative design, bespoke application development, printing, enclosing and dispatch.

Since 1965 Dataforms has established the reputation throughout the South East of England undertaking contracts for several major companies and household names. Our success was, and remains, attributable to a firm commitment to quality, providing our customers a service which produces on time and within budget.

Our Data Protection Officer (Nikki Duggan) and data protection representatives can be contacted directly here:

nikki.duggan@dataforms.co.uk

01689 874056

The personal data we would like to collect from/process on you are:

Personal data type:	Source (where Dataforms obtained the personal data from if it has not been collected directly from you, the data subject. Note if the personal data has been accessed from publicly accessible sources):
Company name, address, telephone and fax number – this information is stored on our Shuttleworth MIS system.	We only use the data that you supply to us and have consented to. We do not access any public sources for data.
Contact name, telephone and mobile number – this information is stored on our Shuttleworth MIS system.
Contact name, telephone and mobile number – this information is stored on our Shuttleworth MIS system.
Contact email address – This information is stored on our email exchange server and Shuttleworth.
Job Bags for orders you have requested we carry out containing: Hard copy estimate, works order, Artwork stamped ok to proceed, signed off samples of the job during each stage of production – this information is retained in individual job bags for administration purposes.
Customer supplied – Artwork – this information is emailed or FTP to us by you – the Artwork is stored on our server.
Customer supplied – Data Files that you have supplied to us via encrypted email or FTP for processing.

The personal data we collect will be used for the following purposes:

Production of printed material.
Producing of personalised mailing and enclosing attachments if required and dispatch.

Our legal basis for processing for the personal data:

Contractual obligations between you the controller and Dataforms the processor.

Any legitimate interests pursued by us, or third parties we use, are as follows:

We do not disclose to any third party.

The special categories of personal data concerned are:

None unless advised by the controller

Consent

By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified.

Consent is required for Dataforms to process both types of personal data, but it must be explicitly given. Where we are asking you for sensitive personal data we will always tell you why and how the information will be used.

You may withdraw consent at any time by contacting the Data Protection Officer (Nikki Duggan).

Disclosure

Dataforms will notpass on your personal data to third parties without first obtaining your consent.

Retention period

Dataforms will process personal data for as long as you are a customer and will store the personal data for:

or data that we process for you as the controller we retain the data for 30 days, all jobs carried out by Dataforms are recorded on a spreadsheet, all hard copies containing personal data within the job bag are destroyed within 30 days are placed in our secure waste for destruction, a certificate of destruction is retained.
Contract performance and SLA’s we have a legal obligation to retain records for a minimum of 6 years.
BACS processing records are retained for 6 years.

Your rights as a data subject

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

Right of access – you have the right to request a copy of the information that we hold about you. (First request for access is free of charge, further requests are subject to an administration charge £10.00. We have 1 month to respond to a request for access and a further 2 months to comply)
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
Right of portability – you have the right to have the data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
Right to judicial review: in the event that Dataforms refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in clause 3.6 below.

All of the above requests will be forwarded on should there be a third party involved (as stated in 3.4 above) in the processing of your personal data.

Complaints

In the event that you wish to make a complaint about how your personal data is being processed by Dataforms (or third parties as described in 3.4 above), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and Dataforms’ data protection representatives Data Protection Officer (Nikki Duggan).

The details for each of these contacts are:

	Supervisory authority contact details	[Data Protection Officer (DPO)] / [GDPR Owner] contact details
Contact Name:	Information Commissioner’s Office	Nikki Duggan
Address line 1:		Dataforms Chartered Press Limited
Address line 2:		Cray Avenue
Address line 3:		Orpington
Address line 4:		Kent
Address line 5		BR5 3RG
Email:		nikki.duggan@datafroms.co.uk
Telephone:	0303 123 1113	01689 874056

Privacy statement

Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:

“any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

How we use your information

This privacy notice tells you how we, Dataforms, will collect and use your personal data.

Why does Dataforms need to collect and store personal data?

In order for us to provide you with our service we need to collect personal data for correspondence purposes and/or detailed service provision. In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy. In terms of being contacted for marketing purposes Dataforms would contact you for additional consent.

Will Dataforms share my personal data with anyone else?

We may pass your personal data on to third-party service providers contracted to Dataforms in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with Dataforms’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.

How will Dataforms use the personal data it collects about me?

Dataforms will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavor to keep your information accurate and up to date, and not keep it for longer than is necessary. Dataforms is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Under what circumstances will Dataforms contact me?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

Can I find out the personal data that the organisation holds about me?

Dataforms at your request can confirm what information we hold about you and how it is processed. If Dataforms does hold personal data about you, you can request the following information:

Contact details of the data protection officer, where applicable.
The purpose of the processing as well as the legal basis for processing.
If the processing is based on the legitimate interests of Dataforms or a third party, information about those interests.
The categories of personal data collected, stored and processed.
Recipient(s) or categories of recipients that the data is/will be disclosed to.
If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
How long the data will be stored.
Details of your rights to correct, erase, restrict or object to such processing.
Information about your right to withdraw consent at any time.
How to lodge a complaint with the supervisory authority.
Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
The source of personal data if it wasn’t collected directly from you.
Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

What forms of ID will I need to provide in order to access this?

Dataforms accepts one of the following forms of ID when information on your personal data is requested:

Passport, driving licence, birth certificate or utility bill (from last 3 months).

Contact details of the Data Protection Officer (Nikki Duggan):

	Data Protection Officer (Nikki Duggan)
Contact Name:	Nikki Duggan
Address line 1:	Dataforms Chartered Press Limited
Address line 2:	Cray Avenue
Address line 3:	Orpington
Address line 4:	Kent
Address line 5:	BR5 3RG
Email:	nikki.duggan@dataforms.co.uk
Telephone:	01689 874056

Document Owner and Approval

The Data Protection Officer (Nikki Duggan) is the owner of this document and is responsible for ensuring that this record is reviewed in line with the review requirements of the GDPR.