Processing Your Personal Data (2018 General Data Protection Regulation Compliant)
What is 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”.
What Data does WDM need?
Washington Direct Mail Limited (WDM) will be what’s known as the ‘Controller’ of the contact and marketing information that you provide to us.
WDM will collect contact details about you which include your name, your job title, your company name, your contact address, your contact details and your email address.
In addition, WDM will also collect data from your interactions through WDM websites, emails, social media, SMS and written communication media.
Why does WDM need this data?
We need to process – that is collect, store and use – your basic contact information in order to continue to provide our services to yourself and your organisation. This includes the provision of quotations and invoices and other financial documents and entering into contracts for the services that we may provide to you and your organisation.
We will use your name, address, email address, contact and interaction details to inform you of our future offers and similar products and services. We will only ever share your details with third partners who are representing us, and where we have a signed project agreement in place. To do this we need your consent and this will be requested within any transaction or marketing process. You don’t have to agree to this, and you can unsubscribe at any time via phone, email or via our website where you will be immediately withdrawn from our marketing lists.
Where will WDM store your Data?
All the personal data we process is done so by our staff in the UK however for the purposes of IT hosting and maintenance this information is located on servers within the European Union. No third parties have access to your personal data unless the law allows them to do so, or unless WDM has a prior project agreement in place showing that the third party is working on behalf of WDM. WDM have a Data Protection regime in place to oversee the effective and secure processing of your personal data.
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.
How long will WDM keep your information?
We are required under UK tax law to keep your basic contact data – which includes your name, address and contact details – for a minimum of 6 years. After this time, it will be destroyed. The information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information. You may withdraw this consent at any time, simply by emailing firstname.lastname@example.org. We will immediately withdraw your name from our marketing lists.
What are your rights?
If at any point you believe the information we process on you is incorrect you can request to see this information and even have it corrected or deleted. If you wish to raise a complaint on how we have handled your data, please contact our Data Protection Officer who will investigate the matter. Our Data Protection Officer is Jon Beasley and you can contact him via email on email@example.com.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can escalate to the Information Commissioner’s Office (ICO).
This statement is available in other formats. These can be requested by emailing WDM at firstname.lastname@example.org