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Privacy Notice
Privacy & Security Notice
Customers & Users of our Websites
On-LinePaper.co.uk Ltd is committed to
complying with the General Data Protection Regulation (GDPR) and the Data
Protection Act 2018.
On-LinePaper.co.uk Ltd is seriously
committed to the privacy and security of your personal information. In order to
comply with UK and European Law, we have to be registered with the Information
Commissioner's Office (ICO). Our UK registration number is ZA350333.
Looking after the personal information you share with us is very important, and
we want you to be confident that your personal data is kept safely and securely
and to understand how we use it to offer you a better and more personalised
shopping experience.
We have published this notice to help
you understand:
• how and why “On-LinePaper.co.uk
Ltd” collects information from you;
• who we share
your information with, why and on what basis; and
• what your
rights are under the new GDPR regulations
If we make changes to this notice we
will notify you by updating it on our website. “On-LinePaper.co.uk Ltd” will be
what is known as the ‘Data Controller’ of the personal data you provide to us,
and we will sometimes refer to ourselves in this notice as “we” or “us”. By
Data Controller, this means “On-LinePaper.co.uk Ltd” determines the purposes
and way in which any personal data are, or will be, processed.
Should you need to contact us, please
write to:
Data Protection Dept,
On-LinePaper.co.uk Ltd, 1A Black Hill Industrial Estate, Black Hill,
Stratford-upon-Avon, Warwickshire. CV37 0PT. United Kingdom.
or via the email dataprotection@on-linepaper.co.uk quoting the subject as
“Security and Privacy Enquiry”.
This privacy notice was last updated on
14th May 2018.
What information we collect when you
register and why:
When you buy goods from us via website,
telephone, face to face at a trade show or event, or make an enquiry through
one of our websites you are entering into a contract with us to supply goods or
provide information or technical support for the use of the goods that we sell.
When ordering, we will always need to
set up an account either through our website or on our internal operating
system in order to process your information and provide the service you require
from us as well as creating any value added tax (VAT) invoice as required for
legal purposes by UK HMRC tax laws and our financial accounts. In order for us
to set this up, we will ask you to provide some personal information such as;
• full name
• address
• a username &
password
• contact numbers, and
• email address
If you have placed an order with us
before as an existing customer, we never store collect or store credit or debit
card payment information within our data and so this will have to be entered
through our secure third party gateway each time you place an order.
When you apply for a credit account, we get information about you from credit
reference agencies. This is covered in more detail in the section, 'Who we
share your information with and why'.
In order to undertake website
personalisation, we will also gather information about the devices you use to
access our sites (desktop and mobile), and this may include IP address. Much of
the information is gathered through the standard use of automatic analytical
software such as Google Analytics. For further information on our use of
cookies and tracking please see our Cookie Notice at the end of this document.
When you shop personally on our
premises, “On-LinePaper.co.uk Ltd” also uses CCTV for security monitoring
purposes.
How do we use your information?
Data Protection says that we are
allowed to use and share your personal data only where we have a proper reason
to do so. The law says we must have one or more of these reasons and these are:
• Contract - your
personal information is processed in order to fulfil a contractual arrangement
e.g. in order to send you your requested catalogue or provide the goods you
have ordered and paid for.
• Consent – where you
agree to us using your information to make contact e.g contact via our brand
newsletters about offers and events etc.
• Legitimate Business
Interests - this means the interests of “On-Line Paper”in managing our business
to allow us to provide you with the best products, service and customer
technical advice in the most secure and appropriate way e.g. to transfer your
data to certain third partys such as delivery partners/couriers such as Royal
Mail & DPD.
• Legal Obligation –
where there is statutory or other legal requirement to share the information
e.g. when we have to share your information with government and civil
departments for the purposes of law enforcement and the investigation of any
fraudulent activities.
Here is a list of the ways that we may
use your personal information, and which of the reasons described above we rely
on to do so. Where we list legitimate interests as a reason, we also describe
below what we believe these legitimate interests are.
|
What we use your
personal information for |
Our reasons (legal
basis) |
Our explanation of
“The Imaging Warehouse’s” |
|
Set up your Web account |
• Legitimate interest |
Process efficiency in dealing with such activity. |
|
Process your orders |
• Fulfilling a contract |
N/A |
|
Notify you of your order status. |
• Legitimate interests |
Process efficiency in dealing with such activity,
and to make improvements to our services. |
|
Manage your account/ provide customer services to
you. This may include: transfers to Third Countries who undertake customer
services/communications activities call recording data verification customer
complaints/queries |
• Legal obligation/ Legitimate interests
(depending on nature of services) |
Keeping our records up to date, handling our
customer contact efficiently and effectively, working out which of our
products and services may interest you and telling you about them. |
|
To detect, investigate and report financial crime
(e.g. Fraud, Deception, Identity Theft) |
• Legal Obligation / legitimate interests |
Developing and improving how we deal with
financial crime. Complying with any legal obligation placed on us by
regulators such as the FCA. Complying with any regulations that apply to us.
Process efficiency in dealing with such activity, and to make service and
process improvements. |
|
Undertake website personalisation and
administration. |
• Legitimate interests |
Developing products, services, applications and
designs that attract and retain customers. Improving customer interaction
with our sites. Defining types of customers for new products or services |
|
Marketing communications to inform you of special
offers, promotions, new lines and Sales. |
• Legitimate interests |
Developing products, services, applications and
designs that attract and retain customers. Improving customer interaction
with our sites. |
|
|
• Legitimate interests |
Developing products, services, applications and
designs that attract and retain customers. Improving customer interaction
with our sites. |
|
Contact you to undertake customer satisfaction
surveys, invite you to provide product reviews or for market research. |
• Legitimate interests |
Developing products, services, applications and
designs that attract and retain customers. Improving customer interaction
with our sites. |
|
|
• Legitimate interests |
To maintain the security of our network this in
turns helps us to maintain the safety and confidentiality of your
information. |
|
Logistics planning, demand forecasting, management
information and research |
• Legitimate interests |
We use information about shopping habits,
products bought and volumes, to help us to respond to demand, ensure the
right products get to the right areas and to help us plan our ranges. |
Who we share your information with and
why
“On-Line Paper” works with a number of
trusted suppliers and businesses in order to provide you the high quality goods
and services you expect from us such as delivery companies, credit reference
agencies, fraud prevention agencies, product technicians visiting your home
amongst others.
Some examples of the categories of third parties with whom we share your data
are:
Supplier Partners
“On-Line Paper” works with a number of trusted partners who supply products and
services on our behalf. All partners are subject to thorough security checks,
and will only hold the minimum amount of personal information needed in order
to fulfil the orders you place or provide a service on our behalf.
Delivery Partners
In order for you to receive your goods, “On-Line Paper” works with a number of
delivery partners. Again, we only pass limited information to them in order to
ensure delivery of your items.
IT Companies
“On-Line Paper” works with business who support our website and other business
systems.
Marketing Companies
We work with compliant marketing companies who help us manage our electronic
communications with you or carry out surveys and product reviews on our behalf.
Payment processing
“On-Line Paper” works with trusted third party payment processing providers in
order to securely take and manage payments either by telephone or through the
website.
Credit Reference Agencies
If you apply for a credit account with us, we will make searches about you with
credit reference agencies. We do this to make sure customers who apply for
credit accounts are able to manage the level of credit offered and not
committing fraud by providing false or inaccurate information.
In order to process your application we will supply your personal information
to credit reference agencies (CRA’s) and they will give us information about
you, such as your financial history. We do this to assess your creditworthiness
and product suitability, check your identity, manage your account, trace,
recover debts, and prevent criminal activity.
We will also continue to exchange information about you with the CRAs on an
ongoing basis, including about your settled accounts and any debts not fully
repaid on time. CRAs will share your information with other organisations. Your
data may be linked to the data of your spouse, any joint applicants or other
financial associates.
The identities of the CRAs, and the ways in which they use and share personal
information, are explained in more detail at:
CreditSafe Credit Reference Agency Information Notice
Experian Credit Reference Agency Information Notice
Debt recovery and fraud prevention services
Before we provide services, goods or financing to you, we undertake checks for
the purposes of preventing fraud and money laundering, and to verify your
identity. These checks require us to process personal data about you.
Details of the personal information that will be processed include, for
example: name, address, date of birth, contact details, financial information,
employment details, device identifiers including IP address and vehicle
details.
We process your personal data on the basis that we have a legitimate interest
in preventing fraud and money laundering, and to verify identity, in order to
protect our business and to comply with laws that apply to us. Such processing
is also a contractual requirement of the services or financing you have
requested.
Fraud prevention agencies can hold your personal data for different periods of
time, and if you are considered to pose a fraud or money laundering risk, your
data can be held for up to six years.
Consequences of Processing
If we, or a fraud prevention agency, determine that you pose a fraud or money
laundering risk, we may refuse to provide the services or financing you have
requested, or to employ you, or we may stop providing existing services to you.
A record of any fraud or money laundering risk will be retained by the fraud
prevention agencies, and may result in others refusing to provide services,
financing or employment to you. If you have any questions about this, please
contact us on the details above.
Data Transfers
Whenever fraud prevention agencies transfer your personal data outside of the
European Economic Area, they impose contractual obligations on the recipients
of that data to protect your personal data to the standard required in the
European Economic Area. They may also require the recipient to subscribe to
‘international frameworks’ intended to enable secure data sharing.
Your Rights
Your personal data is protected by legal rights, which include your rights to
object to our processing of your personal data; request that your personal data
is erased or corrected; request access to your personal data.
For more information or to exercise your data protection rights, please contact
us using the contact details above. You also have a right to complain to the
Information Commissioner’s Office, which regulates the processing of personal
data.
Transfers to third countries
Some of the information you provide to
us may be transferred to countries outside of the European Economic Area
usually for the purposes of fulfilment of a contract or providing the supply of
goods through one of our official distributors (i.e. Name & Address details
to deliver your goods or a legitimate business contact with a distributors to
provide goods or services on our behalf).
This is a transfer to a “third country”.
For example, “On-LinePaper.co.uk Ltd” has a business relationship with a
distributor in the USA who acts on our behalf to provide a supply of our goods
and services within their territory. Although the data is held in UK data
centres colleagues in the USA may access it to undertake the activities
described above.
If you place an order with us and you are outside of the UK we may transfer the
data that we hold on you to a trusted distributor partner.
“On-LinePaper.co.uk Ltd” also works with suppliers and partners who may make
use of cloud and/or hosted technologies. We undertake data security due
diligence on our partners and ensure that that these partners conform to
appropriate accreditations.
Wherever transfers of data to third party counties occurs “On-LinePaper.co.uk
Ltd” will always take steps to put in place appropriate contractual provisions
to ensure that there are strict rules regarding both the confidentiality and
security of your information.
Keeping in touch with you
We want to keep you up to date with
information about new ranges, special offers and improvements to our website.
When you set your account up, we will ask you if you want to receive this type
of marketing information however, in order to achieve the best results from our
products, there will be a need to allow us to contact you as and when required
to enable the downloading of information such as ICC Profiles tools and
similar.
“On-LinePaper.co.uk Ltd” will never share your information with companies
outside of the brands owned by “On-LinePaper.co.uk Ltd”.
.
If you decide you do not want to receive this marketing information you can
request that we stop by any of the following options…
• By writing to the
Data Protection Dept – Email: dataprotection@on-linepaper.co.uk
• By calling our head
office 01892 771245
• By logging into your
website account online and amending your contact preferences
• By clicking on the
unsubscribe link within any marketing email you receive from us
(Your preferences are
changed as quickly as possible once your request has been received – a
reasonable time is 1 to 3 days. It is possible that you may continue to receive
mailings for a short period while your request is dealt with.)
How long we keep your information
If we collect your personal
information, the length of time we retain it is determined by a number of
factors including the purpose for which we use that information and our
obligations under other laws.
We may need your personal information
to establish, bring or defend legal claims. For this purpose, we will always
retain your personal information for a period of 10 years after the date it is
no longer needed by us for any of the purposes listed under the section “How we
use your information” above. The only exceptions to this are where:
• the law requires us
to hold your personal information for a longer period, or delete it sooner;
• you exercise your
right to have the information erased (where it applies) and we do not need to
hold it in connection with any of the reasons permitted or required under the
law;
• we bring or defend a
legal claim or other proceedings during the period we retain your personal information,
in which case we will retain your personal information until those proceedings
have concluded and no further appeals are possible; or
• in limited cases,
existing or future law or a court or regulator requires us to keep your
personal information for a longer or shorter period.
What are your rights?
You are entitled to request the
following from “On-LinePaper.co.uk Ltd”, these are called your Data Subject
Rights and there is more information on these on the Information Commissioners
website www.ico.org.uk
• Right of access – to
request access to your personal information and information about how we
process it
• Right to
rectification – to have your personal information corrected if it is inaccurate
and to have incomplete personal information completed
• Right to erasure
(also known as the Right to be Forgotten) – to have your personal information
erased. Contact ++(44) (0)1892 771245
• Right to restriction
of processing – to restrict processing of your personal information
• Right to data
portability - to electronically move, copy or transfer your personal
information in a standard form
• Right to object - to
object to processing of your personal information
• Rights with regards
to automated individual decision making, including profiling –rights relating
to automated decision making, including profiling
If you have any
general questions about your rights or want to exercise your rights please
contact dataprotection@on-linepaper.co.uk
You have the right to lodge a complaint with a data protection regulator in
Europe, in particular in a country you work or live or where your legal rights
have been infringed. The contact details for the Information Commissioner’s
Office (ICO), the data protection regulator in the UK, are available on the ICO
website www.ico.org.uk where
your personal information has or is being used in a way that you believe does
not comply with data, however, we encourage you to contact us before making any
complaint and we will seek to resolve any issues or concerns you may have.
Cookies Policy
This notice is
designed to help you understand what cookies are, how “On-LinePaper.co.uk Ltd”
uses them and the choices you have in regards to their use.
By continuing to use any of our websites, you are agreeing to our use of
cookies in the manner described in this notice.
Your privacy and our use of cookies
Under EU law, it is our responsibility
to inform you that we use cookies within our websites and describe their
general usage below.
Cookies on this website
Cookies are small text files stored by
your device when you access most websites on the internet. We will use two
types of cookies:
• Session cookies -
these expire when you close your browser and do not remain on your computer.
• Persistent cookies -
these are stored in the longer term on your computer. They are normally used to
make sure the site remembers your preferences.
This web site uses cookies in order to
make it easier to use and to support the provision of relevant information and
functionality to you. Cookies also provide us with information about how this
Website is used so we can keep it is as up to date, relevant and error free as
possible. Further information about the types of cookies in use on this Website
is set out below.
By using this Website you agree to the
use of cookies. Please note that certain cookies may be set the moment you
start visiting this Website. These will be session cookies on your first visit
to this Website. If you continue to use or revisit this Website then persistent
cookies of the types described below will be served. You can choose to manage
the cookies we use on this Website through your browser settings at any time.
For more information about how to do this, and about cookies in general, you
can visit www.allaboutcookies.org.
Please note that preventing cookies is
likely to impact the functionality or performance of this Website, or prevent
you from using certain services provided through it. If you choose to prevent
cookies, we cannot guarantee access to the services provided through this
Website or be sure how this Website will perform during your visit. Preventing
cookies will also affect our ability to update this Website to cater for user
preferences and improve its performance.
The types of cookies we currently use
on this Website are set out below. The cookie categories are based on the
category definitions contained in the International Chamber of Commerce
UK Cookie guide.
Strictly Necessary Cookies
Strictly necessary cookies are
essential to enable you to move around this Website and use its features and/or
services. These cookies allow this Website to provide services at the request
of users.
This Website uses strictly necessary
cookies to:
• Identify you as being
logged in to this Website
• Remember the goods
and services you ordered when you get to the checkout page
• Remember things like
information you've entered on order forms when you navigate to different pages
during your session on this Website
• Remember things like
service selections you have made which are essential for us to provide you with
services you have requested
• Make sure you connect
to the right service on our website when we make any changes to the way the
website works
Performance Cookies
Performance cookies allow us to update
this Website to cater for Website user preferences and improve performance.
They collect information about how this Website is used, e.g. which pages users
visit most often and where error messages are delivered. These cookies don't
collect information that identifies individuals. All information is aggregated
and therefore anonymous.
This Website uses performance cookies
to:
• Provide statistics on
how this Website is used (including selections that you have made and goods and
services that you have viewed, during your use of this Website)
• See how effective our
adverts are (we don't use this information to target adverts to you when you
visit other websites)
• Provide feedback to
partners that one of our visitors also visited their website. This can include
details of any products bought. This lets our partners improve their website,
but we don't allow our partners to reuse this information for further
advertising
Functional Cookies
Functional cookies allow this Website
to remember choices you make, e.g. your user name, log in details and language
preferences and any customisations you make to Website pages during your visit.
They are necessary to provide features and services specific to individual
users.
This Website uses functional cookies
to:
• Identify you as
having consented to use of cookies by this Website
• Remember settings
you've applied (such as layout, text size, preferences and colours)
• Remember selections
you have made (such as search functions and results, and goods and services)
• Apply customised
content segments to individual users
• Apply users'
individual service specifications (such as usage or credit allowance)
• Share information
with partners to provide a service on our website. The information shared is
only to be used to provide the service, product or function and not for any
other purpose
What do we use Cookies for?
• They enable you to
transact, whilst other non-essential cookies enable us to give you an enhanced,
personalised web experience and determine relevant products to show you.
• To personalise and
improve your customer experience.
• To allow you to
securely sign in to your website account with us, so that you can use "My
Account" features such as order information, making payments and viewing
statements.
• To recognise the
device that you are using.
• To store the content
of your online shopping basket whilst you browse the site and to complete an
order.
• To record the areas
of the Site that you have visited, products you have viewed and time spent
browsing, as well as the products you purchased. We use this information to
help make the website more user friendly, develop our website design and to
continuously improve the quality of the service we provide.
• To distribute
visitors to our website evenly across platforms to ensure the content is served
at the fastest possible speed.
• For re-marketing
purposes to determine relevant related products to show you when you're
browsing on other selected websites. These cookies can be associated with
services provided by a third party such as an advertising network.
• We also offer you the
facility to share your experience on our website through social media sites
such as Facebook and Twitter. By using these features, you are consenting to
allow cookies from these providers. More information about how these providers
use cookies can be found at their websites.
Cookies are an
essential part of how our websites work, as they remember certain information
about a visitor. We use First Party cookies (these are placed there and used
solely by us) and Third Party cookies (these are placed there by third parties
we work with).
Are cookies safe?
Yes. The information stored in cookies
is safe and anonymous to any external third party, and your account security is
never compromised. You can find more information about cookies at http://www.allaboutcookies.org/ and www.youronlinechoices.com/.
For a video about cookies visit https://www.google.com/intl/en-GB/policies/technologies/cookies/
Can I turn off cookies?
Yes – but if you choose not to allow
the use of cookies, your experience of our website will be limited and many
integral aspects of the website, including (but not limited to) adding items to
your shopping basket and accessing your account, will not work at all.
To change your cookie settings, or if you want to be notified each time a
cookie is about to be used, you should amend the settings provided in your web
browser to prevent us from storing cookies on your computer hard drive.
For information on how to disable cookies, please consult the "Help"
tab of your browser via the menu bar. For further information on non-essential
cookies used for targeting and banner advertising please see below.
Details of our Third Party Cookies
“On-LinePaper.co.uk Ltd” allows
selected Third Parties who participate with us in marketing programs to place
cookies when you visit our site. These cookies enable us to monitor your
activity on our website and provide us with various statistical data so that we
can amend and improve your experience.
For details of the Third Party cookies
we use please see the table below. “On-LinePaper.co.uk Ltd” is not responsible
for the content or privacy policies of Third Parties or other websites and we
advise that you check these yourself.
The following Cookies are all used for Analytical or Connection purposes.
Google Tag Manager
Google Analytics
Twitter
Facebook Connect
Facebook Custom
Audiences
Opting Out of Analytics
Website visitors who don’t want their
data used by Google Analytics can install the Google Analytics opt-out browser
add-on. To opt-out of Analytics for the web, visit the Google
Analytics opt-out page and install the add-on for your browser.
Learn more about the opt-out and how to properly install the browser
add-on here.
Visitors can also
opt-out of Google Analytics for Display Advertising and customize Google
Display Network ads using the Ads Settings
Should you need to contact us please
write to:
Data Protection Dept,
On-LinePaper.co.uk Ltd, 1A Black Hill Industrial Estate, Black Hill,
Stratford-upon-Avon, Warwickshire. CV37 0PT. United Kingdom.
Telephone: ++(44) (0)1892 771245 or via
the email dataprotection@on-linepaper.co.uk quoting
the subject as “Security and Privacy Enquiry”.
This privacy notice was last updated on
14th May 2018 and further changes will be communicated by updating this notice.
