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Privacy Policy

 

1.About This Policy

1.1 This policy explains the personal data we hold about our customers, website visitors, authors, business partners, employees and shareholders: how we use it; how we keep it safe and what your rights are in relation to it. It applies when we are acting as a data controller of the personal data of such people.

1.2  We may amend this Data Privacy Policy from time to time without giving advanced notice. Please check our website (www.fernhurstbooks.com) for any amendments.

1.3 We are Fernhurst Books Limited (contact details in Section 6).

1.4 We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.

2.The Personal Data We Collect, Why & How We Will Use It

PERSONAL DATA

 

WHY & HOW USED

LAWFUL BASIS FOR PROCESSING

Customers

Personal & Employees /

Representatives of Trade Customers

Name

Address

Telephone number(s)

E-mail address(es)

Books ordered

Credit card details (personal only)

Bank account details (personal only)

Mailing preferences

Correspondence

To process orders

Performing our contract with the customer

To provide service & information to customers & to manage the relationship

Our legitimate interest in managing our business

To feed order information through to our distributors and wholesalers

Our legitimate interest in managing our business

To market to personal customers

By informed consent through a tick box on the shopping cart or the individual signing up to our mailing list on our website or in other ways.

Website Visitors

Data about use of website:

IP address

Geographical location

Browser type & version

Operating system

Referral source

Length of visit

Page views

Website navigation paths

Timing, frequency & pattern of use

To allow us to analyse use of the website. We would never tie this information to individuals, even though the information potentially allows us to do so.

For the purposes of our legitimate interests in operating our business, specifically monitoring & improving our website.

 

PERSONAL DATA

WHY & HOW USED

LEGAL BASIS FOR PROCESSING

Author / Royalty Holders

Personal & Employees /

Representatives of Trade Royalty

Holders

Name

Address

Telephone number(s)

E-mail address(es)

Bank account details (personal only)

Correspondence

Photographs

To pay royalties

Performing our contract with the author / royalty holder

To communicate with & manage the relationship

Our legitimate interest in managing our business

To promote the author and their books and to illustrate their books

Performing our contract with the author / royalty holder

Licence Rights Holders

Personal & Employees /

Representatives of Trade Rights

Holders

Name

Address

Telephone number(s)

E-mail address(es)

Bank account details (personal only)

Correspondence

To pay & receive royalties

Performing our contract with the licensed rights’ holder

To communicate with & manage the relationship

Our legitimate interest in managing our business

Suppliers

Personal & Employees /

Representatives of Trade Suppliers

Name

Address

Telephone number(s)

E-mail address(es)

Bank account details (personal only)

Correspondence

To place & manage orders

Our legitimate interest in managing our business

Media Contacts

Name

Address

Telephone number(s)

E-mail address(es) Correspondence

To notify of new books & send review copies

Our legitimate interest in managing our business

Employees Name

Address

Telephone number(s)

E-mail address(es) Date of birth

Bank account details

National Insurance number

Correspondence

Photographs

To pay & act as employer

To fulfil our contract with the employee

To provide information to government / tax authorities  

To meet our legal obligations

To use in the company’s publicity, including press, websites & other social media platforms

Our legitimate interest & the staff’s role in promoting our business

 

PERSONAL DATA

WHY & HOW USED

LEGAL BASIS FOR PROCESSING

Employees

Record & outcome of disciplinary hearings

Managing employees

To fulfil our contract with the employee

Shareholders

Name

Address

Telephone number(s)

E-mail address(es)

Bank account details

Correspondence

To pay dividends

Performing our contract with the shareholder

To communicate with & manage the relationship

Our legitimate interest in managing our business


3.Protecting Your Personal Data

3.1 We use generally accepted standards of technology and operational security to protect personal data and keep it secure.

3.2 We will promptly tell you of any breach of your personal data which might expose you to serious risk.

3.3 We may disclose your personal data to specific third parties to whom we subcontract in order for them to conduct transactions for you and provide services to you on our behalf. However, this will only be personal data that is required for them to undertake this task and we will have a contract requiring them to keep your personal data secure, not to use it for their own purposes and to delete it at the end of the contract.

3.4 Financial transactions may be processed through a secure payment system which will have its own privacy policy.

3.5 The only other times we will share your personal data with any other third party without your consent is when we are required to do so by law.
 

4.Retaining & Deleting Your Personal Data

4.1  We will not keep your personal data for longer than is necessary for the purpose(s) it is held and to fulfil our legal obligations. (We are expected to keep information for 6 years for: claims in contract; tort [excluding personal injury]; tax and VAT; payroll and employment.)

4.2   Excepting the above, we will retain your personal data as follows:

  1. Communication data (name, address, telephone number(s), e-mail address(es): for up to 2 years after you cease to be a customer / business associate / employee of ours.
  2. Transactional data (books ordered, credit card details, bank account details): up to 1 year after the transaction.
  3. Financial data (bank account details, National Insurance number): up to 2 years after you cease to be a customer / business associate / employee of ours.
     

5.Your Rights

5.1  Under the GDPR your principle rights with regard to your personal data are:

  1. to have access to the data held
  2. to have the data held corrected
  3. to have the data held erased (in certain circumstances)
  4. to object to or restrict the processing of the data (in certain circumstances)
  5. to have the data transferred (in certain circumstances)
  6. to withdraw consent
  7. to complain to the Information Commissioner:

www.ico.org.uk/concerns

0303 123 1113

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

This is a very brief summary of your rights. Please refer to the Information Commissioner’s website for a full explanation of your rights.
 

6.Our Details

6.1    We can be contacted at:

Fernhurst Books Limited, Regent House, 50 Holly Walk, Leamington Spa, Warwickshire. CV32 4HY.

01926 337488

Please address any questions, comments and requests regarding our data  processing practices to our Director by contacting: [email protected]

14th May 2018