Privacy Policy

Easy2name GDPR Privacy Policy

Privacy Notice

Easy2name Ltd provide, by mail order, a range of personalised products including name labels, luggage straps and bags.

Your Personal Data

So Easy2name Ltd can deliver an effective service, at times we need to collect and use your personal data. This notice outlines the types of data we use, and how and why we will use it:

Purpose: To register you as a customer
What We Need: Your name, address, email address and telephone number
Legal Basis for Processing: Performance of a contract
Data Will Be Stored: Within our Order Processing System & our CRM Management System
Data is Kept for: Six years after the end of the tax year in which your last invoice was issued
Data Source: Directly from you, Amazon, Etsy, eBay

Purpose: To deliver our products to you
What We Need: Your name, address, email address, telephone number and payment details
Legal Basis for Processing: Performance of a contract
Data Will Be Stored: Within our Order Processing & our CRM Management System
Data is Kept for: Six years after the end of the tax year in which your last invoice was issued
Data Source: Directly from you, Amazon, Etsy, eBay

Purpose: To communicate details of products/services to you
What We Need: Name, email address and your communication preferences
Legal Basis for Processing: Legitimate interest
Data Will Be Stored: Within our CRM Management System and with our preferred email marketing platform service providers
Data is Kept for: For as long as you consent to us processing (as per the Information Commissioner’s guidance, we will review your consent at least every two years)
Data Source: Directly from you

Purpose: To send newsletters
What We Need: Name, email address and your communication preferences
Legal Basis for Processing: Consent
Data Will Be Stored: Within our CRM Management System and with our preferred email marketing platform service providers
Data is Kept for: For as long as you consent to us processing (as per the Information Commissioner’s guidance, we will review your consent at least every two years)
Data Source: Directly from you

Purpose: To send a requested sample to you
What We Need: Your name, address, email address and telephone number
Legal Basis for Processing: Consent
Data Will Be Stored: Within our CRM Management System.
Data is Kept for: For as long as you consent to us processing (as per the Information Commissioner’s guidance, we will review your consent at least every two years)
Data Source: Directly from you

Purpose: To send a requested brochure to you
What We Need: Your name, address and email address
Legal Basis for Processing: Consent
Data Will Be Stored: Within our CRM Management System.
Data is Kept for: For as long as you consent to us processing (as per the Information Commissioner’s guidance, we will review your consent at least every two years)
Data Source: Directly from you

Purpose: To send you fundraising leaflets and contact you regarding claiming your commission
What We Need: Your name, address, email address and telephone number
Legal Basis for Processing: Consent
Data Will Be Stored: Within our Order Processing and within our CRM Management System.
Data is Kept for: For as long as you consent to us processing (as per the Information Commissioner’s guidance, we will review your consent at least every two years)
Data Source: Directly from you

Purpose: To recruit new talent
What we need: Your name, address, email address, employment history (e.g. CV)
The legal basis for us processing this: Legitimate interest (where you have shown an interest in working with us, we will process your personal data to enable recruitment to take place)
Where this data will be stored: UK servers, hosted by Generate UK Ltd, our hosting partners
How long will we keep this data: Six months after the closure of the recruitment campaign during which the data was collected. This is to allow any follow up activities to take place.
Where the data is sourced: Directly from you

Purpose: To manage our employees
What we need: Your name, address, email address, right to work, employment history (e.g. CV), performance information, payroll data
The legal basis for us processing this: Performance of a contract (without this data we cannot legally employ you or pay you)
Where this data will be stored: UK servers, hosted by Generate UK Ltd, our hosting partners
How long will we keep this data: For as long as you remain an employee, then for three years from the end of the tax year in which you leave (in line with HMRC rules)
Where the data is sourced: Directly from you

Automated Processing

We do not carry out any automated processing to drive automated decisions.

Cookies

You can read about how we use cookies on our cookies page.

Your Rights

Whilst we are holding or processing your personal data, you have the following rights:

Right of access – you have the right to request a copy of the information that we hold about you.
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be deleted.
Right to restriction of processing – where certain conditions apply you have a right to restrict the processing of your personal data.
Right of portability – you have the right to have the data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
Right to judicial review: in the event that Easy2name Ltd refuses your request under rights of access, we will provide you with a reason as to why. If you are not satisfied with this you have the right to complain to the relevant supervisory authority (see detail below on Complaints)
Where you have consented to processing of your personal data, you have the right to remove this consent at any time

You can exercise these rights at any time by contacting the appropriate individual under ‘Key Contacts’.

Disclosure

In most instances, we will not disclose your personal data to third parties without your consent. We have the following third party agreements in place:

Ingenico process online payments on our behalf, this service is based in the United Kingdom

First Data process telephone payments on our behalf, this service is based in the United Kingdom

Generate UK provide marketing activities on our behalf, this service is based in the United Kingdom

Trengoonline customer service chat tool to allow us to speak directly to customers, this service is based in the United Kingdom

Red Circle Digital to administer our Email Marketing Activities, this service is based in the United Kingdom

Feefo obtain and hold product reviews on our behalf, this service is based in the United Kingdom

GDPR Design help us hold and process your communication preferences securely in line with consent provided via our website

Some of the organisations we share information with are based in third countries (countries sitting outside of the European Economic Area), and there are appropriate safeguards in place to protect your personal data:

Organisation: PayPal

Country: United States

Safeguard in place: Data protection adequacy assessment for the European Commission (EU – US Privacy Shield)

Organisation: Microsoft by use of Outlook

Country: United States

Safeguard in place: Data protection adequacy assessment for the European Commission (EU – US Privacy Shield)

Key Contacts

Our Data Protection Representative is responsible for helping ensure we treat your personal data appropriately. They can be contacted through the following means:

Data Protection Representative

[email protected]
01635 298326

Complaints

If you feel you need to make a complaint about how we are processing your personal data, you can contact the Information Commissioner’s Office as the relevant supervisory authority. You do so through the following means:

Website - https://ico.org.uk/concerns/handling/
Helpline - 0303 123 1113
Email - [email protected]
Post - Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF