Jeremy Cooper Ltd takes personal data privacy very seriously. The company acts in accordance within the laws of the United Kingdom. Our data privacy policy and procedures have been updated to comply with both the General Data Protection Regulation (GDPR) 25th May 2018.
We observe the 6 lawful bases for collecting and using personal data
- By consent of the individual for a specific purpose
- To fulfil contract - e.g. order, delivery, invoicing etc.
- For legal action, e.g. recording an accident
- For legitimate interest, e.g. business arrangement/ offer of service
- For vital interests, e.g. protecting someone’s life
- For a public task, e.g. a legal task for public interest
We collect and store one or more of the following data when you make a request for information, a quotation, the supply products and services, invoicing and administration:
Name, email address, telephone number and full postal address and any email preferences you may have provided to us.
OPT-IN/ OPT OUT POLICY FOR MARKETING EMAILS
Personal data is captured in circumstances of legitimate interest, e.g. when enquiries, quotations and services are requested. We will obtain the consent of any new data (name and email address of non-established contacts) prior to adding the data to our email marketing database and sending any unsolicited information. You can opt out from our email marketing database at any time by clicking on the unsubscribe button which is featured at the bottom of any marketing email we send you.
We use a specialist third party email platform (including, but not limited to, Mailchimp) to deliver marketing emails.
We do not share your information with any other third parties, unless it’s necessary to do so to fulfil a personal request, undertake a contract/ project, or for legal obligations.
HOW DIGITAL DATA IS OBTAINED AND USED
When people email Jeremy Cooper for business-related information/ services or for personal reasons.
When Jeremy Cooper emails people for business-related information/services or for personal reasons.
HOW DIGITAL DATA IS STORED
All emails and contact details are filed on a MacBook Pro Computer in dedicated email folders. A Dropbox cloud storage facility is also utilised to store data. The MacBook Pro Computer is password protected and so too is Dropbox.
The email folders are cleaned on a monthly basis and any obsolete ones are transferred to trash and subsequently permanently deleted from trash.
Emails and contact details are also stored temporarily on Jeremy Cooper’s iPhone. All emails are cleaned and permanently trashed on a fortnightly basis – or less. The phone is password protected.
Email addresses for key clients, associates and suppliers (‘’corporate’’ subscribers) of Jeremy Cooper Ltd are also stored within the Mailchimp digital marketing platform. The account holder is Jeremy Cooper – [email protected]. The account is password protected.
Data relating to client marketing campaigns, projects, financial and privileged content is stored on the MacBook Pro Computer and Dropbox. This data is then archived on a monthly basis and stored on External Hard Drives.
The MacBook Pro Computer and External Hard Drives are securely locked away when not in use.
HOW HARD COPY/ PRINTED DATA IS OBTAINED AND USED
Paperwork and documents related to the servicing of business functions and personal matters.
We do not share your information with any other third parties, unless it’s necessary to do so to fulfil a personal request, fulfil a contract/project, or for legal obligations.
HOW HARD COPY/ PRINTED DATA IS STORED
Client files are stored in lever arch files, card folders and secure plastic pouches and archive boxes. Paperwork and documents featuring personal data are securely destroyed when obsolete using a Fellowes paper shredding machine.
SUBJECT ACCESS REQUEST (SAR)
If you wish to request a copy of the data we have stored relating personally to you, please email your request to [email protected] You must email your request using the exact stored email address your request relates to. We will undertake your request within 30 days of submission.
OTHER DATA PRIVACY INFORMATION
As we strive to provide you with the most responsible data privacy policy and be fully compliant with the new GDPR law, we reserve the right to update this privacy policy page at any time.
Please note - we do not store credit card numbers or any other payment information.
RIGHT TO BE FORGOTTEN
If you wish to have all your data deleted (name, email address, postal address, telephone number and any email preferences), please email your request to: [email protected]. You must email your request using the exact stored email address your request relates to. We will undertake your request within 30 days of submission.
DATA BREACH & NOTIFICATION
In the unlikely event of any data breach, we will notify the appropriate supervisory authority within 72 hours of discovering the breach.
In the unlikely event of such a data breach resulting in a high risk to the rights and freedoms of individuals, we will notify those individuals wherever feasible within 72 hours of discovering the breach.
Any queries or complaints relating to our data protection policy, should be directed to our Data Protection Officer Jeremy Cooper via email: [email protected] We will aim to respond to any requests within 5 working days of receipt.
17th May 2018