Letter Workshop (T/A Election Workshop) Privacy Notice
Election Workshop respects everyone’s rights over their data. We are committed to treating your data responsibly and with care.
This privacy notice will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you. This is necessary due to the changes due to be brought in under GDPR on 25 May 2018.
This privacy notice aims to give you information on how we collect and process your personal data.
Letter Workshop is the ‘Controller’ under GDPR and responsible for your personal data.
We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy notice.
If you have any questions about this privacy notice, including any requests to exercise your legal rights under GDPR, please contact our appointed DPO.
Full name of legal entity: Letter Workshop Limited
Name or title of DPO: Lynne Williams
Postal address: 3 Sheffield Street, Manchester M1 2ND
Telephone number: 0161 272 6216
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Personal data, or personal information is any information about an individual from which that person can be identified. We do not use anonymous data.
We may collect, use, store the following:
- Identity Data: including first name, last name, username or similar identifier, title, role within an organisation;
- Contact Data including billing address, delivery address, email address and telephone numbers;
- Financial Data including bank account and payment card details;
- Transaction Data including details about payments to and from you and other details of products and services you have purchased from us;
- Technical Data including your login data, location, browser plug-in types and versions, IP address, operating system and platform and other technology on the devices you may use to access our websites;
- Profile Data including your username and password, purchases or orders made by you, your preferences, feedback and survey responses;
- Usage Data including information about how you use our website, and products and services ordered;
- Marketing and Communications Data including your preferences in receiving marketing from us and your communication preferences.
If you fail to provide personal data under the terms of a contract we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service but we will notify you if this is the case at the time.
How is your personal data collected?
Information provided directly by yourself, for example by filling in forms or by corresponding with us by post, phone, email or otherwise, including making a request for a quotation.
Information provided by partnership organisations with whom we work and subject to any confidentiality and non-disclosure agreements between ourselves and that organisation.
Publicly available information.
How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you;
- To respond to queries you raise with us;
- To support you and your use of products provided by Election Workshop (for example ALDC Artworker).
- Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests;
- Where we need to comply with a legal or regulatory obligation.
- Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message.
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.
You may receive marketing communications from us if you have requested information or a quotation from us or purchased goods or services from us, and you have opted into receiving marketing communications.
You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time at email: firstname.lastname@example.org
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Services provided on behalf of other organisations
We provide online print and design services for our partner organisations. They can be stand alone websites or sub-sites within the organisation’s website(s). We share personal information with such organisations to:
- Validate your permission to use the service
- Set up and maintain user accounts with up to date information
- Communicate about product options, templates, site improvements
- Provide print and design services
- Provide support and training
Disclosures of your personal data
We may have to share your personal data with third parties in order to perform contract we only do this where processing your data is necessary for the performance of a contract. This includes logistical partners such as couriers and delivery companies and external print partners. We will only share the minimum amount of personal data required to perform the contract.
We require all third parties to respect the security of your personal data. We do not permit our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions under the terms of a contract.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
Access to personal data is limited to employees, and other third parties who have a business need to know and subject to a duty a confidentiality.
Your legal rights
You have a right to:
- Request access to your personal data; commonly known as a “data subject access request”
- Request correction of your personal data;
- Request erasure of your personal data;
- Object to processing of your personal data;
- Request restriction of processing your personal data;
- Request transfer of your personal data;
- Right to withdraw consent.
If you wish to exercise any of the rights set out above, please contact our DPO using the contact information at the head of this notice.
We normally charge an administration fee of £10.00 to access your personal data. We do not charge a fee to exercise any of the other legal rights. We attempt to respond to all legitimate request within 28 days. If this is not possible, we will notify you and keep you updated.
Please note that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, for example we are required by HMRC to retain information on customers for a period of six years for tax reasons.
If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
A cookie is a small ext file sent from a website and stored on the user’s computer by the user’s web browser. If the website is visited again, the user’s browser will transmit the cookie’s information to the server, allowing the recognition of the user.
What data is stored by cookies?
Cookies are used for online information and are not used to store personal information.
How to disable/ delete cookies?
You can deactivate the storage of cookies in your browser settings. Stored cookies can be deleted at any time through your browser.
Certain cookies are vital for the proper function of our online services. This includes: authentication cookies for the identification of our users; temporary cookies to remember certain user input (e.g. items added to a shopping cart, or content of an online form); cookies to remember certain user preferences (e.g. search or language settings);
Please be advised that if cookies are disabled or partially disabled it will leave some or all of our services inoperable.
12th September 2021