PRIVACY POLICY & USE OF COOKIES

Cawston Press – Data Privacy Policy

Cawston Press Ltd is an English company (registration number 04019196). Our registered office is at Timsons Business Centre Bath Road Kettering Northants NN16 8NQ, telephone 01536 419 938.    

OUR PROMISE ABOUT YOUR PERSONAL INFORMATION

At Cawston Press, we promise respectful treatment of the personal information of everyone we have contact with.  Just like everything we do, we want it to be simple and transparent.

This Policy explains how we do that – when and why we collect information, how we use it, the limited situations when other people can see or use it, and how we keep it secure.

But just to set the scene, in case you don’t want to read through all the details just now, we can be clear up front.

We don’t sell, rent or trade email lists with anyone else.

We’ve split this Policy into sections, depending on who you are.

Section A is for everyone.

Section B is for you if you’re a consumer – a person who drinks our drinks.

If you are, or you work for, a business prospect or customer, section C is for you.  A “customer” is a shop or outlet that sells our drinks.

And if you’re a supplier, section D is for you.

Section A: For everyone

Whoever you are, our intention is to use your information to make things work smoothly for you in your experience of dealing with Cawston Press.  If that’s not how it turns out for you, please make sure to give us a shout. Call the office on 01536 419 938 and ask for the Data Protection Manager, or email dataprotectionmanager@cawstonpress.com.

This Privacy Policy is up to date to May 2018.  We keep this Policy under regular review, and we may revise it at time goes on.  Please check back here from time to time to make sure you’ve got the latest information.

Words or phrases with special meaning

In this Policy, there are words and phrases that have a specific meaning or that we are using in a special way.  They are:

“personal data” any information about an identifiable living human being.

“process” we “process” your personal data when we do anything with it, which might include:  collecting, recording, organising, storing, adapting, altering, retrieving, using, combining, disclosing, or deleting it.

“special category data” this is personal data that reveals racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, sex life or sexual orientation, health, genetic or biometric data.

 

Our general approach to personal data

 

We’re committed to protecting your privacy, and honouring your legal rights to control how we use your personal data.

We only collect and use personal data when we need to

  • because you have asked us to do something (for example, send you newsletters);
  • so that we can reply to queries or complaints;
  • to develop and manage our business relationships;
  • to help grow our business and fulfil our contracts;
  • to meet our legal obligations.

We try to make sure the information we hold is accurate and up to date, and is no more than we need to have.

You can check the information we hold about you by emailing us and asking, and if you find anything wrong we will delete it or correct it promptly.

If you have any questions or concerns about our use of your information, or how we have responded to any request about your personal data, please take it up in the first instance by emailing dataprotectionmanager@cawstonpress.com.

If we can’t sort it out, the official authority here in the UK is the Information Commissioner, and you can raise your concerns with them here.

 

Cookies on our website

 

If you visit our website, we use cookies and similar technologies to

recognise your repeat visits and preferences

measure the effectiveness of our campaigns

analyse our website traffic

Our cookies do not identify you personally to us.  When you visit our website, targeting/advertising cookies do link into Facebook and Instagram to deliver ads there that are relevant to you, limit the number of times that you see an ad, and help us analyse our marketing campaigns.

If you click through a link on our website to a different website, then the cookie policy for that website will then apply to your session, and we have no control over those.

To learn more about cookies, including how to disable them, view http://www.allaboutcookies.org/ or https://www.aboutcookies.org/.

By using our website, you agree to our use of cookies unless you have disabled them yourself. Please note that by deleting or disabling future cookies, your user experience may be affected and you might not be able to take advantage of certain functions of our site.

 

Newsletter Sign Up

 

If you sign up for our newsletter, you will have to supply us with some information so that we can deliver it.  We also ask you for details that we think will be helpful in tailoring our offers. We will also use the information you provide to tune the information we send you to what we think will be most useful or interesting for you.

It’s up to you how much information you provide.

When you sign up, you will have to confirm your email address so that we are sure that you really do want to get our newsletter.

You can stop receiving newsletters and email marketing from us at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails.

We hold your information for our newsletter list in a program called MailChimp. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice here. MailChimp holds data in the USA – they comply with the EU-US Privacy Shield Framework, protecting your data.

We monitor who opens what in our newsletter lists, and in the pre-set sequences of information we send you.  We do this so we can see if content is popular and generate more of it, or if it is not read.

There may be sub-routines that trigger if you click on links or articles.  These are designed to offer you more information about things you are interested in.

You can unsubscribe from these sequences at any time.

From time to time, we contact individual email newsletter subscribers but it is extremely rare.  This would normally be if something odd were going on and we wanted to check you could see and use the content or find out what was causing a problem.

 

Social media

 

We have an active presence on social media, including Facebook, Instagram, Twitter, Gorkana and LinkedIn.  Click the name of the platform for a link to their privacy policy.

If you ‘like’ any of our posts, enter our competitions, or ‘follow’ us, we can make ourselves aware of who you are from the information that you publish in your profile on the relevant platform.  Your information is held by the platform and is subject to their data policy – we don’t control those. You can find a link to the privacy policy for each of the social media platforms by clicking on their name above.

Your replies to us, messages you send us, and your other activity linked to our posts may be seen by members of our staff and by our social media marketing agency, Born Social Ltd (https://www.bornsocial.co.uk/).  Our contract with them holds them to high standards of protecting your information.

 

Who can see or use your data?

 

We do not sell or exchange your personal data with organisations who may want to sell you something or use your data for research or other purposes.

Data location and platforms

Like many businesses, we do not have any tailor-made software – we use mainstream packages for everything from our customer records, to email, to accounting.

This means that some of your data may be held in the EEA, and some may be held in services in the USA (with suitable data privacy shields) or elsewhere.  We have picked reputable suppliers with appropriate security standards.

People

As well as our own employees, we also have an outsourced support team for our own business.  This may include Virtual Assistants, Web Designers, IT support, Sales and Marketing, Accounting and more.  Those support services have limited access to your data – only where the service they provide to us means they need it.

For example, if our IT support wants to check the functionality of a laptop or back up, they may need temporary access to information that may include something about you.

Your information is held in the strictest confidence. We contract our employees and our external service providers to strict confidentiality clauses, and require them to comply with current data protection laws.

How long do we keep your data for?

If you unsubscribe from our newsletter list, your record is gone.

Customers and suppliers

We need to keep customer information long enough to satisfy HMRC, our accounting and reporting obligations, and our insurers.  We keep information on prospective customers long enough to make our sales enquiry system effective.

What are your rights?

You have the right to know what information we are collecting on you, and to amend it if it is inaccurate.

If you feel for some reason we have information we should not be keeping, or it is out of date or otherwise wrong, please let us know and we will take appropriate action.  

Signing onto our newsletter list is by your consent – and when you withdraw your consent we stop processing your data.  Apart from that, the information we hold is based on our needing the information to run our business and provide our products and services – either so we can perform our contract with you, or because we have a legitimate business interest in processing your data.

If you want to know what information we have about you (if any), email us at the email address set out above and give us your name and email address(es).  We will happily do a search and let you know what information we hold on you and how we are using it/have used it.

You have a “right to be forgotten” – but that does have some legal limits to it.  If you want us to remove information about you, let us know. If you have been a customer, we may not be able to remove all data as we will have to ensure that we can continue to comply with legal, accounting, taxation and our insurer’s requirements.

SECTION B: for consumers

Most of the information we process comes from you.  We process it so we can reply to you, and when you contact us again we know what you asked before, what you were sent, and what you told us.

Typically, we are collecting name, contact details, how we came across you, and background information from you or published by you on social media or freely accessible on the internet.  See the general notes above, about what happens if you sign up to our newsletter, or engage with us on social media.

If we email you individually using our own email system, or respond to an email sent to us at any of our business email addresses, a copy of that email will also be stored.  We use Microsoft Outlook email, and our emails are held on their servers. [Their data privacy policy is here.  Microsoft holds data in the USA – they comply with the EU-U.S. Privacy Shield Framework, protecting your data.]

We currently keep individual emails from and to you indefinitely, so we have a record of complaints and queries and how we resolved them.

We do not normally keep special category data.  If we have any, it was supplied or made publicly available by you.

SECTION C: Business prospects and customers

Prospect

Most of the information we process comes from you – either directly or through publicly available sources (like LinkedIn).  We process it so we can connect with you, reply to you, and when you contact us again we know what you asked before, what you were sent, and what you told us.

Typically, we are collecting name, contact details, how we came across you, and background information from you or published by you on social media or freely accessible on the internet, on why you might be interested in our products or services or otherwise be a relevant contact for our business.

If we email you individually using our own email system, or respond to an email sent to us at any of our business email addresses, a copy of that email will also be stored.  We use Microsoft Outlook email, and our emails are held on their servers. [Their data privacy policy is here.  Microsoft holds data in the USA – they comply with the EU-U.S. Privacy Shield Framework, protecting your data.]

We currently keep individual emails from and to you indefinitely, so we have a full record of our business dealings.

We do not routinely keep special category data.  To the extent we hold this, it was supplied or made publicly available by you.

Customer

Once you buy something from us, we will collect information from you at the time of sale.

This will include the information we collect from Prospects (above).  We collect your email address, phone number and postal address so we can provide what we have contracted to, invoice you and keep proper records of our business relationship.

We process your data to support the delivery the goods and services you have bought.  We keep records of the goods/services provided to you, and information you give us, so we can support you when needed and advise you of any additional products or services you may need or may be appropriate for you.

Financial and credit details

We use credit reference agencies to assess potential new customers and check if credit insurance is available.

When you pay us, we receive limited information about you from our bank, usually the name of the person who paid us and how much and the reference number.

SECTION D: Suppliers and Associates

We collect information on potential and actual suppliers and associates.   This is mostly provided by you, but we do add to it the same kind of data we use for Prospects (see above).

If you become a supplier or associate we keep a copy of the contract between us and your bank details so we can pay you.  We also keep a record of invoices/payments for accounting purposes.

We keep a record of the work you undertook for us along with any comments, reviews or suggestions about that work including complaints (if any) and their resolution.

This information is all needed to manage the contract between us, support our customer relationships, and manage our supply chain.