CUSTOMER & USERS OF OUR WEBSITE
Online Paper, its trading name and logo are wholly owned and operated by The Imaging Warehouse Ltd.
The Imaging Warehouse Ltd. is committed to complying with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
The Imaging Warehouse 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 The Imaging Warehouse Ltd. collects information from you
- Who we share your information with, why and on what basis
- 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. The Imaging Warehouse 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 The Imaging Warehouse 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, The Imaging Warehouse Ltd., Unit 1A Black Hill Industrial Estate, Sand Barn Lane, Stratford-upon-Avon, Warwickshire, CV37 0FA, United Kingdom.
Or via the email email@example.com quoting the subject as “Security and Privacy Enquiry”.
This privacy notice was last updated on 29th November 2023.
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
- Email Address
- Contact Number
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’.
When you shop personally on our premises, The Imaging Warehouse 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.|
|Notifying you about enhancements to our services, such as changes to the website and new services that may be of interest to you.||• 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.|
|Maintaining network and data security||• 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:
“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.
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.
“On-Line Paper” works with business who support our website and other business systems.
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.
“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.
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 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: firstname.lastname@example.org
• 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 email@example.com
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.
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.
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.
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 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 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:
• 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
• 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.
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?
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
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 firstname.lastname@example.org 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.
Modern Slavery Act Statement
This statement is made pursuant to s.54 of the Modern Slavery Act 2015 and sets out
the steps that The Imaging Warehouse and its subsidiary undertakings, including
PermaJet, Premier Ink and Online Paper, (“TIW” or the “Group”) have taken and will
continue to take to address the risk of modern slavery or human trafficking taking place
within our business or supply chain. Modern slavery encompasses slavery, servitude,
human trafficking and forced labour.
The Imaging Warehouse Group is a leading UK supplier into the digital and analogue
photographic market. Our digital printing portfolio includes photographic and fine art
papers, desktop and large format printers and the full range of Inks to support. Our
analogue darkroom range includes film, film processing chemicals, papers and specialist
developing and processing equipment. The Group’s operations are wholly located
within the UK comprising multiple warehouses, a fabrication facility and a trade
TIW is committed to best corporate practices and ethical values and has a zerotolerance
approach to any form of modern slavery. The Group is committed to acting
ethically and with integrity and transparency in all business dealings and to putting
effective systems and controls in place to safeguard against any form of modern slavery
taking place within the business or our supply chain.
Potential risk areas
The two parts of our operations where we consider there is a potential risk of modern
slavery are our supply chain and employees.
The Group sources globally across our product portfolio. Given many originate from
overseas locations we have identified some as carrying a higher potential risk of
The group currently has 18 employees all of whom are based in the UK. Risk areas
include the right to work in the UK and minimum statutory pay provisions. These are
judged as extremely low probability but something to be mindful of.
We view our overall risk to be low.
Policies and procedures
In order to mitigate the risk of modern slavery within the risk areas identified the Group
operates a number of policies and practices covering suppliers and recruitment.
Following training in 2018 & 2019, the Group undertook the following activities during
1. Senior management cascaded the key themes of Modern Slavery to their own
teams as appropriate.
2. Major suppliers completed a Supplier Assessment questionnaire providing
details about how they conduct business including confirming they have a policy
that ensures their employees are treated fairly with equal opportunities
designed to eliminate victimisation and forced labour. The questionnaire also
asks whether they ensure their suppliers have a similar policy.
Through 2020 & 2021, the Group intends to:
- Perform a risk assessment of all significant suppliers to identify further suppliers
that we require to complete the Supplier Assessment questionnaire detailed
above. The outcome of all Supplier Assessments will be reviewed by senior
members of the procurement team, risk assessed with follow up enquiries and
actions put in place as required.
- All significant suppliers will be written to clarifying the TIW Group policy and
expectations to ensure they comply with the Modern Slavery Act.
- Recruitment through agencies will cease and all future recruitment will be
bought in house to ensure compliancy against modern slavery.
Approval of this statement
This statement was approved by the Board of Directors on 1st April 2019 and signed on
its behalf by:
The Imaging Warehouse Ltd
Our company’s foundations are built on strong ethical core values
which guide our actions. We protect the environment, support the
law and respect international human rights.
This policy applies to all brands and companies included in the Imaging Warehouse Group. It extends
to all employees and sets out guidance and values expected from our suppliers.
We acknowledge that our work has a potential impact on the environment and therefore we have a
duty to ensure we proactively manage all these impacts in a responsible and ethical manner. We do
this through identifying all significant environmental impacts and putting processes into place to
prevent, reduce and mitigate them in an innovative and practical manner.
The Imaging Warehouse complies with all applicable UK and EU Environmental laws and legislation;
in relation to specific environmental aims:
Following the closure of the government backed CRC Scheme in March 2019 we are actively
evaluating alternatives for formal accreditation in this area. We will create an energy management
strategy to drive a programme of energy efficiency initiatives.
Following a review of transportation in 2013 we tendered out parcel delivery services and a key
criterion in this area was environmental impact. We awarded these services to DPD, a strong factor
in their success being their TOTAL ZERO carbon neutrality commitment which can be viewed here –
They continue to innovate in this area such as introducing the UK’s first EV trucks.
Construction and refurbishment:
We ensure that new buildings and refurbishment projects comply with relevant building regulations
and where possible are compatible with sustainability principals and best practices such as BREEAM.
We ensure that our vehicle fleet is operated in as efficient manner as possible and we make
available schemes to all staff to promote sustainable travel where possible. We are pleased to
confirm that our modern company vehicle fleet is excluded from the new London Ultra Low Emission
Zone charges that come into place in April 2019
Our policy of Reduce, Reuse, Recycle and Recover where possible has significantly cut down on
waste. We continue to engage staff in this area and educate on the importance of sustainable waste
management and the importance of reducing our carbon footprint.
We pride ourselves on sustainable sourcing and request copies of FSC certification from our supplier
base where all pulp products are concerned. We constantly review our supplier base and visit
manufacturing facilities to ensure continued vigilance and compliance in this area.
In tandem with the product sourcing, our packaging is created using environmentally friendly
materials and is free of solvent based cements and chemicals. It is therefore considered archivally
stable and can be used to store product for prolonged periods of time without decay or any harmful
effects to the environment or wildlife.
Where applicable, all packaging materials received in the deliveries from our supply chains and
conduct of our daily business is either re-used or recycled responsibly through the appropriate
commercially licensed channels.
Managing Director – The Imaging Warehouse