1.     INTRODUCTION

Paperchase is committed to data protection and data privacy. With the General Data Protection Regulation (GDPR) becoming enforceable from 25 May 2018, we have undertaken a GDPR readiness programme to review our business, the way we handle data and the way in which we use it to provide our services and manage business operations.

This notice details the personal data we may retain, process and share with third parties. We are committed to ensuring that your information is secure, accurate and relevant. To prevent unauthorised access or disclosure, we have implemented suitable physical, electronic, and managerial procedures to safeguard and secure personal data we hold.

We respect the privacy rights of individuals and are committed to handling personal information responsibly and in accordance with applicable law. This notice sets out the personal data that we collect and process about you, the purposes of the processing and the rights that you have in connection with it.

We hope the following sections will answer any questions you have but if not, please do get in touch with us at

Paperchase Public Relations Limited, 3 Blackmsmiths Close, Thrussington, Leicestershire, LE7 4UJ.

 

2.     WHO WE ARE

Paperchase Public Relations Limited ("Paperchase", "we", "us" or "our") is a company incorporated in England and Wales with company number 09490210. . Our registered office is 3 Blackmsmiths Close, Thrussington, Leicestershire, LE7 4UJ. For the purpose of data protection laws, we registered with the Information Commissioner's Office under number CSN3977210.

 

 

3.     LEGAL BASIS FOR COLLECTING YOUR DATA  

We will normally collect personal data from you only where we need it to perform a contract with you (i.e. to deliver services to you), where we have your freely given consent to do so, or where the processing is in our legitimate interests and only where this interest is not overridden by your own interests or fundamental rights and freedoms.  In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person.

Any processing solely based on consent will be made clear to you at the time of collection or use – consent can be withdrawn at any time.

 

4.     WHEN DO WE COLLECT YOUR PERSONAL DATA?

·       When you enter into a contract with us

·       When you request a quote from Paperchase

·       When you supply services to Paperchase

·       When we engage with you for public relations contact in order to distribute targeted and relevant material in the legitimate interest of both ourselves, our clients and journalists

·       When you have given a third-party permission to share this with us

·       When you contact us with a query or complaint

 

 

5.     WHAT DATA DO WE COLLECT?

We are proportionate in what data we collect, usually this will be restricted to

·       Business contact details and job title

·       Details of your visits to our websites and which site you came from to ours

 

6.     WHY DO WE CAPTURE YOUR DATA?

 

·       To fulfil our contractual obligations to you

·       To respond to your request for a quote

·       To enable you to supply a service to Paperchase

·       When we engage with you for public relations contact in order to distribute targeted and relevant material in the legitimate interest of both ourselves, our clients and journalists

·       To respond to a query or complaint

·       To send you communications required by law or which are necessary to inform you about our changes to the services we provide you. E.g. a revised privacy notice

 

7.     WHO DO WE SHARE YOUR DATA WITH?

 

·       To conduct our contractual obligations, we may share your data with a third party, such as a subcontractor or operational companies such as a courier. Generally, we restrict what we share to your name, job title and business contact details. 

·       We may also disclose personal data to third parties on other lawful grounds, including:
·         To comply with our legal obligations, including where necessary to abide by law, regulation or contract, or to respond to a court order, administrative or judicial process
·         In response to lawful requests by public authorities (including for national security or law enforcement purposes)
·         As necessary to establish, exercise or defend against potential, threatened or actual litigation
·         Where necessary to protect the vital interests of our employees or another person 
·         In connection with the sale, assignment or other transfer of all or part of our business; or
·         With your freely given and explicit consent

 

8.     HOW DO WE PROTECT YOUR PERSONAL DATA?

We know how much data security matters to us all.  With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.

We have robust systems, and processes in place and we regularly monitor our system for possible vulnerabilities and attacks.

 

9.     HOW LONG WILL WE RETAIN YOUR DATA?

Personal data will be stored in accordance with applicable laws and kept for as long as needed to carry out the purposes described in this notice or as otherwise required by law.

Generally, for customer and suppliers this means your personal information will be retained until the end of our contract plus a reasonable period of time thereafter to respond work-related inquiries or to deal with any legal matters. This excludes:

·       Health and safety assessments, site information and work projects are retained for a minimum of 6 years, and longer if any queries arise regarding the job.

·       The visitor book will be retained for the life of the book.   

·       All financial accounts which may include personal data is held for a minimum of 6 years, in according with the HMRC rules.

For public relations contacts, personal information will be regularly updated to ensure legitimacy of interest and an option to opt-out of contact included with every use of the data held.

 

10.  WHO DO WE SHARE YOUR DATA WITH?

We take care to allow access to personal data only to those who require such access to perform their tasks and duties, and to third parties who have a legitimate purpose for accessing it. Whenever we permit a third party to access personal information, we will implement appropriate measures to ensure the data is used in a manner consistent with this notice and that the security and confidentiality of the data is maintained.

To conduct our contractual obligations, we may share your data with a third party, such as a subcontractor or operational companies such as a courier. Generally, we restrict what we share to your name, job title and business contact details.

In addition, we make certain personal data available to third parties who provide services to us. We do so on a "need to know basis" and in accordance with applicable data protection and data privacy laws. For example, to IT companies who support our website and other business systems.    

We may also disclose personal data to third parties on other lawful grounds, including:

·       To comply with our legal obligations, including where necessary to abide by law, regulation or contract, or to respond to a court order, administrative or judicial process

·       In response to lawful requests by public authorities (including for national security or law enforcement purposes)

·       As necessary to establish, exercise or defend against potential, threatened or actual litigation

·       Where necessary to protect the vital interests of our employees or another person

·       In connection with the sale, assignment or other transfer of all or part of our business; or

·       With your freely given and explicit consent

 

11.  WHERE WE PROCESS YOUR DATA

Generally, your data will be processed in the UK. Occasionally, we may need to transfer personal data to countries outside of the United Kingdom. When we export your personal data to a different country, we will take steps to ensure that such data exports comply with applicable laws. For example, if we transfer personal data outside the European Economic Area (EEA), such as to the United States, we will implement an appropriate data export solution such as entering into contracts with the data importer that contain EU model clauses or taking other measures to provide an adequate level of data protection.

 

12.  YOUR RIGHTS

You may exercise the rights available to you under data protection law as follows:

·       The right to be informed.

·       The right of access.

·       The right to rectification.

·       The right to erasure.

·       The right to restrict processing.

·       The right to data portability.

·       The right to object.

·       Rights in relation to automated decision making and profiling.

We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws. You can read more about these rights at:

https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/

To exercise any of these rights, please contact Sian Coley.

Remember, if you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide some services you’ve asked for.

 

13.  ISSUES AND COMPLAINTS

We try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This notice was drafted with clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed.

If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office in their capacity as the statutory body which oversees data protection law – www.ico.org.uk/concerns.

 

14.  UPDATES TO THIS NOTICE

This notice may be updated periodically to reflect any necessary changes in our privacy practices. In such cases, we will inform you. We encourage you to check this notice periodically to be aware of the most recent version.

 

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