This Privacy Information Notice was last updated on 1st May 2019.
Who we are
We are graphics.coop, the trading name of Graphics Co-op Ltd, a company limited by guarantee. Company number SC625959 registered in Scotland.
We’re committed to protecting and respecting your data privacy.
Note: This Privacy Information Notice relates to graphics.coop as Data Controller. If graphics.coop is also a Data Processor for your organisation, please read ‘How we process personal data on behalf of clients’.
Collection, processing and storage of personal data
graphics.coop collects, processes and stores personal data in order to carry out and promote our business of providing design, digital and hosting, maintenance and technical support services to our customers.
This Privacy Information Notice details what personal data we collect, how we collect it, why we collect it, the lawful basis for processing it, where we store it and how long we store it for. The notice also provides information about how to request, modify or delete the personal data we hold through a Subject Access Request (SAR) and how to contact our Data Protection Officer (DPO) with any questions about our data protection policies or procedures.
How we collect personal data
What we collect
- Name
- Email address
- Phone number
- Company/organisation
- IP address
Why we collect it
To respond to enquiries
Lawful basis for processing
Consent
Where we store it
UK based secure server
Email server
Back-ups
Third party sharing/ International data sharing
Flywheel
What we collect
- Name
- Organisation
- Email address
Why we collect it
To send marketing and other information about our services
Lawful basis for processing
Consent
Where we store it
Our website
Our on-site email server
Back-ups of the above
Mailchimp
Campaign Monitor
Third party sharing/ International data sharing
Flywheel – a US-based company who host our website
Campaign Monitor – an Australian email marketing service
Mailchimp – a US-based email marketing service
What we collect
- Name
- Email address
- Phone number
- Company/organisation
- Job title
- Company/organisation Address
- Other information (eg CVs, internship requests)
Why we collect it
To send and respond to communications
Lawful basis for processing
Performance of contract/
Legitimate interest
Where we store it
Email server
Back-ups
Third party sharing/ International data sharing
None
What we collect
- Name
- Email address
- Phone number
- Company/organisation
- Job title
- Company/organisation Address
Why we collect it
To send communications
To prepare and send estimates and invoices
Lawful basis for processing
Performance of contract
Where we store it
Internal secure server
Back-ups
Third party sharing/ International data sharing
None
What we collect
- Name
- Email address
- Phone number
- Company/organisation
- Job title
- Company/organisation Address
Why we collect it
To send and respond to communications
To manage projects
Lawful basis for processing
Performance of contract
Where we store it
EU based server (Republic of Ireland)
Back-ups
Third party sharing/ International data sharing
Teamwork
What we collect
- Name
- Email address
- Phone number
- Company/organisation
- Job title
- Company/organisation Address
Why we collect it
To respond to and manage support requests
Lawful basis for processing
Performance of contract
Where we store it
EU based server (Republic of Ireland)
Back-ups
Third party sharing/ International data sharing
Teamwork
What we collect
- Name
- Email address
- Phone number
- Company/organisation
- Job title
Why we collect it
To prepare and send project proposals
Lawful basis for processing
Performance of contract/Legitimate Interest
Where we store it
Third party sharing/ International data sharing
Proposify
What we collect
- Name
- Email address
Why we collect it
To create user accounts
Lawful basis for processing
Performance of contract
Where we store it
UK based secure server
Third party sharing/ International data sharing
None
What we collect
IP address
Why we collect it
To perform data security and maintenance tasks
To detect and prevent fraud and unauthorised access
Lawful basis for processing
Legitimate interest/
Performance of contract
Where we store it
UK based secure server
Third party sharing/ International data sharing
What we collect
IP address
Why we collect it
To monitor and analyse usage on website
Lawful basis for processing
Legitimate interest
Where we store it
Third party sharing/ International data sharing
Google Analytics and Google Maps – to USA. Google is an active member of the EU-US Privacy Shield.
Cookies
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. The information below explains the cookies we use and why.
Cookie: Universal Analytics (Google)
Name: _gat, _ga, _gid
Purpose:
These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in ananonymous form, including the number of visitors to the website,where visitors have come to the website from and the pages they visited.
Cookie: Universal Analytics (Matomo – formerly Piwik)
Name: pk_ses, pk_id
Purpose:
These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in ananonymous form, including the number of visitors to the website,where visitors have come to the website from and the pages they visited.
How do I change my cookie settings?
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org or www.allaboutcookies.org.
Find out how to manage cookies on popular browsers:
To find information relating to other browsers, visit the browser developer’s website.
To opt out of being tracked by Google Analytics across all websites, visit https://tools.google.com/dlpage/gaoptout.
Special category personal data
We do not collect, process or store any special categories of personal data such as race, ethnic origin, politics, religion, trade union membership, genetics, biometrics (where used for ID purposes), health, sex life or sexual orientation, or criminal offence data. (except where necessary to carry out performance of employment contracts – if you are an employee of graphics.coop please refer to the Employee Privacy Policy for details of how your personal data is collected, processed and stored).
Retention and deletion of personal data
We identify and delete personal data in our possession when it is no longer needed for the performance of our contract with the client organisation, unless we are required to keep it for legal or security reasons.
We are required by UK government regulations to keep certain types of data (eg payroll, accounts and VAT records) for a minimum of 7 years. We also need to keep details of the fulfilment of business contracts for several years after completion of a contract as part of our professional indemnity insurance.
Accordingly, we routinely delete most other data, including emails, in batches after 8-9 years have elapsed. We keep some accounting and archival data (including design work) indefinitely.
When deleting personal data, we take steps to delete all copies beyond reasonable possibility of restoration, including copies on backups. Digital data is deleted securely by overwriting it, and data on paper physically destroyed.
Who do we share your personal data with?
Aside from graphics.coop staff it is sometimes necessary to share your personal data with Third Party Service Providers working on our behalf:
We may pass your information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process payment and send you mailings). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract or agreement in place that requires them to keep your information secure and not to use it for their own marketing purposes.
We will not sell or rent your information to third parties.
It may be necessary to share your personal data where there is a legal requirement to do so.
Your legal rights in relation to personal data and how graphics.coop addresses these
This privacy policy forms part of your right to be informed about what personal data is collected about you and what is done with that data.
You may make a subject access request to ask for any personal data that we hold on you. We are obliged to answer your request within 30 days, free of charge. To make a Subject Access Request please complete the form below or email dpo@graphics.coop.
You may ask for any data we hold on you that is incorrect to be corrected by us. To make a data rectification request please email dpo@graphics.coop.
You may ask for personal data about yourself to be removed, subject to other considerations e.g. we are required by law to keep invoice data for at least 6 years. To make a data erasure request please email dpo@graphics.coop.
You may ask to restrict the processing of you personal data in certain circumstances. To make a request to restrict processing of your personal data please email dpo@graphics.coop.
The right to data portability gives individuals the right to receive personal data they have provided to a controller in certain circumstances. To make a data portability request please email dpo@graphics.coop.
You can object to your personal data being used for marketing purposes. We do not use data for marketing except with your consent and you are free to change your preferences at any time.
We do not use automated decision making or undertake profiling with personal data.
More information on rights in relation to automated decision making and profiling
How we protect your personal data
We maintain a high level of physical and electronic security in relation to the collection, storage and disclosure of your information. We take reasonable steps to ensure that any information we hold about you is protected. We use Secure Socket Layer (SSL) software, which encrypts information given over the internet to protect all personal data as soon as it is possible.
The software scrambles data transmitted between your computer and our server, where it is unscrambled securely. While we make every reasonable effort to ensure that information sent to us is done so securely, we cannot warrant the security of information transmitted to us through the internet. When you transmit information to us via the internet, including email, you do so at your own risk.
Internally graphics.coop utilises password managers so that passwords can be administered securely. We use and enforce strong passwords and where we store data we encrypt it. Internal back-ups are being kept securely off the business premises of graphics.coop but within the UK (as part of the disaster-recovery plan).
What data breach procedures we have in place
We will document any personal data breaches, comprising the facts relating to the personal data breach, its effects and the remedial action taken.We will notify the Information Commissioner Office (ICO) no later than 72 hours if the breach is likely to result in a risk to the rights and freedoms of natural personsin accordance with Article 55.
When the personal data breach is likely to result in a high risk to the rights and freedoms of natural persons, will we communicate the personal data breach to the data subject without undue delay. This communication will describe in clear and plain language the nature of the personal data breach and include:
- the name and contact details of the data protection officer or other contact point where more information can be obtained;
- describe the likely consequences of the personal data breach;
- describe the measures taken or proposed to be taken by us to address the personal data breach, including, where appropriate, measures to mitigate its possible adverse effects.
This communication to the data subject is not required if the conditions in Article 34 – 3a), b) or c) – are met.:
- the controller has implemented appropriate technical and organisational protection measures, and those measures were applied to the personal data affected by the personal data breach, in particular those that render the personal data unintelligible to any person who is not authorised to access it, such as encryption;
- the controller has taken subsequent measures which ensure that the high risk to the rights and freedoms of data subjects is no longer likely to materialise;
- it would involve disproportionate effort. In such a case, there shall instead be a public communication or similar measure whereby the data subjects are informed in an equally effective manner.
What third parties we receive data from
We do not buy or receive personal data from any third parties.
What automated decision making and/or profiling we do with personal data
We do not use automated decision making or undertake profiling with personal data.
Privacy Notice updates
We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this Policy.
This Privacy Information Notice was last updated on 1st May 2019.
How to contact us
We are registered with the Information Commissioner’s Office (ICO) in the UK:
The Graphics Company on the ICO register
Our Data Protection Officer is Steve West.
If you are unhappy with the way we handle your personal data and we have not been able to resolve it, you have the right to lodge a complaint with the ICO.
Any questions regarding this Policy and our privacy practices should be sent by email to dpo@graphics.coop or by writing to graphics.coop Unit 30, 1st Floor, Fleming House, Fort Kinnaird Retail Park Edinburgh EH15 3RD or by telephone on 0131 464 0067.
