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SUMMARY:

 

We respect the EU’s General Data Protection Regulations (GDPR) and this policy explains how we collect and treat any information you give us.

 

WHY WE VALUE YOUR PRIVACY

 

We value your privacy as much as we do our own, so we’re committed to keeping your personal and business information safe. We’ll never use your personal information for any reason other than why you gave it, and we’ll never give anyone access to it unless we’re forced to by law.

 

HOW WE COLLECT INFORMATION

 

We ask for contact information including your name, email address, postal address and telephone number when you make an enquiry to work with us or supply us. We ask for your financial, billing and contact information when you purchase a service from us.

 

WHAT INFORMATION WE HOLD

 

When you contact us by email, telephone or giving us your business, we collect your name, title, email address, phone number and the company you work for, if you’ve given us that.

 

When you buy a service from us, we collect your name, email address, phone number, and any other personal data you provide us in order to action the work.

 

If you do business with us, we also collect your business name and bank details and keep records of the invoices we send you and the payments you make.

 

If you work for us, we collect the relevant personal information to fulfil our HR and payroll requirements.

 

WHERE WE STORE YOUR INFORMATION

 

When you contact us by telephone or email, we store your information in our contact database, as well as the mailboxes used to deliver the email. When you buy a service from us, your information will also be stored in on our Accounts system - these services help us manage our client’s contact data, user account information and accounting information.

 

WHAT WE USE YOUR INFORMATION FOR

 

We might email or phone you about our products and services, but if you tell us not to, we won’t get in touch again. If you do any business with us, we will use your information to contact you regarding ongoing work, we may also use your information to achieve the work agreed.

 

We will use your information to send you invoices, statements, or reminders. We might also use your contact information to invite you to take part in events with us.

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WHO IS RESPONSIBLE FOR YOUR INFORMATION AT OUR COMPANY

 

Ryan Holmes, our Proprietor & Director, is responsible for the security of your information. You can contact him by email at imagenationlincs@gmail.com if you have any concerns about the information we store.

 

WHO HAS ACCESS TO INFORMATION ABOUT YOU

 

When we store information in our own systems, only the people who need it have access. By being a small organisation, we can control the data used and kept with ease.

 

THE STEPS WE TAKE TO KEEP YOUR INFORMATION PRIVATE

 

When we store your information it is in a computer with a password and kept in a locked premises.

 

The computers are all firewall protected and PC assess is protected by strong, unique passwords. These computers ask for authentication whenever they’re started.

 

HOW TO COMPLAIN

 

We take complaints very seriously. If you’ve any reason to complain about the ways we handle your privacy, please contact Ryan Holmes by email at imagenationlincs@gmail.com

 

If you prefer postal communication:

 

Ryan Holmes

Imagenation (Lincoln) Ltd

45 Stane Drive

Bracebridge Heath

Lincoln

LN4 2UL

 

LINKS TO OTHER WEBSITES

 

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy policy. You should exercise caution and look at the privacy statement applicable to the website in question.

 

CHANGES TO THIS POLICY

 

If we change the contents of this policy, those changes will become effective the moment we publish them on our website.

 

GDPR – WHAT IS THE GDPR?

 

The General Data Protection Regulation (GDPR) imposes strict controls on how all organisations collect and process personal data within the EU and/or the personal data of EU citizens.

 

The enforcement of the GDPR is overseen by the UK’s supervisory authority, the Information Commissioner’s Office (ICO). It ensures that everyone is playing by the rules and that the rights of data subjects – the people whose data is being processed – are correctly protected.

Those individuals or businesses which determine the purposes and means of processing personal data are referred to as data controllers under the GDPR, whereas a data processor is responsible for processing data on behalf of the data controller.

 

The regulation outlines six key principles for organisations that process individuals’ personal information. These are that data shall be:

 

• processed lawfully, fairly and transparently

• collected for specified, explicit and legitimate purposes

• adequate, relevant and limited to what is necessary for processing

• accurate and kept up to date

• retained only for as long as necessary

• processed in an appropriate manner to maintain security

 

We’ll continue to monitor the guidance around GDPR compliance from privacy-related regulatory bodies and will adjust our plans accordingly if it changes.

 

WHAT IS IMAGENATION (LINCOLN) LTD ROLE UNDER GDPR?
 

We act as a data controller under the GDPR. As a data controller: We act as a data controller for the EU customer information we collect to provide our services and to provide customer support. This customer information includes things such as customer name and contact information.

 

AWARENESS & ACCOUNTABILITY
 

We have a commitment to compliance with the GDPR. We understand our own responsibilities.

 

AUDIT

We have undertaken an audit to clearly document what data we hold, where we hold it, where that data comes from and where it goes. This enables us to keep track of all data and helps us to make the right decisions when it comes to making sure that your data is always protected.

 

POLICIES

We have updated our privacy policy so that you can see exactly how, why and where we may be processing your data, and how long we hold it for.

 

BASIS AND CONSENT
 

In order to use our Services, you need to accept our policy and by agreeing to our Services Contract, you are automatically accepting this and do not need to sign a separate document.

 

In other words, by using our Services, you are entering into an agreement which gives us a legitimate basis to process your data, in line with GDPR requirements.

 

However, in order to keep you up to date with other matters such as news updates and other general correspondence we will need your explicit consent. We make sure it’s obvious where and how you can agree to this and you can unsubscribe from these updates at any time.

 

YOUR RIGHTS
 

Under the GDPR you have the right to see a full copy of any data we hold about you and also the right to request that it is fully deleted from our system (although we may be required to keep some records to ensure that you are not contacted in future, or to comply with any legal obligations).

 

This is also true for the data you hold about your customers within our Services – you need to be able to adhere to GDPR requirements too and it is our job to help you do that.

 

KEEPING DATA SECURE
 

We are constantly improving our security measures to keep the information we hold within our Services safe and whenever we work with third parties (sub-processors) to help us provide our service, we ensure that their security processes are as robust as our own.

 

DELETING A CLIENT’S DATA
 

Customers have the ability to remove or delete information they have uploaded to our Services. Likewise, customers may deactivate their account and request that all personal data we have collected and stored is deleted.

 

AUDIT

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All information is stored on a password protected laptop being backed at regular intervals on a separate hard drive.

This laptop requires password input to open.

Should information go missing, it is the policy of Imagenation (Lincoln) Ltd to inform the ICO directly within 24 hours to inform them of a breach of regulations. Information is backed up and customers whose information is likely to be compromised will also be informed.

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CONTACT DETAILS

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Imagenation (Lincoln) Ltd have a database of all customers which it uses until it completes the contract. Imagenation (Lincoln) Ltd hold information on clients such as Name, Address, Telephone Number, Email address for a period of 6 years plus current. We do not hold personal information such as passport numbers, drivers licences of bank details of our clients. 

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INVOICING, BANKING & ACCOUNTS

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Imagenation (Lincoln) Ltd bill each client through invoicing and as such do not hold personal bank information for any clients.

We operate a secure online banking system with Yorkshire Bank which is password protected in accordance with Yorkshire Bank security policies. The password is only known by Ryan Holmes.

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MARKETING

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This is done through Facebook, Instagram, Linked in and email newsletters (until instructed not to send further information this way).

Further contact to customers is primarily done whilst the job is being completed and afterwards information is kept on the database for 6 years plus current at which time it is then securely deleted.