Privacy Notice

Your right to privacy

Paperfly.co.uk is committed to protecting your personal information and we take the security of that information seriously. When we collect personal data our policy is to be transparent about how it is collected, the purposes of the collection and how we will process it. This statement explains how and why we collect and use personal information.  We may use personal data provided to us as set out in this statement or as otherwise stated at the point of collection.

About Paperfly

“Paperfly”, “Us”, “We” means Nicholls Shipping, trading as Paperfly, a partnership trading
from 87 Kingsgate Road, London NW6 4JY, UK.

How we comply with regulations

We are committed to compliance with all data protection regulations.  We have assigned a Data Protection Officer (DPO) who is tasked with ensuring the fair processing of your information in line with the regulations.  You can contact our DPO using the details below. You also have the right to complain to the ICO if you have any concerns.

 

What data we hold about you and what we do with it

Information we hold about you

When we collect information about you, the personal information we retain may include:

- name, address and contact information;
- information we need to set you up as a customer on our system;
- information about the products and services you use, are interested in and related details;
- information we need to be able to process payments and establish credit worthiness;
- records of contact with you, such as notes, emails and letters;
- choices you have made regarding how you want to be contacted;

How we use your personal information

We will only collect, use, hold or disclose personal information where we have a lawful basis to do so.  This means information needed to provide you with a product or service, to satisfy legal or regulatory requirements, or where we have your consent. We will use your information to deliver our products and services to you, communicate with you and to keep our records up-to-date.  This may include contacting you by telephone, post, fax or email to: send order acknowledgements, invoices, statements and updated terms and conditions; and marketing, catalogues, sales material, information about competitions or new subscriptions if you ask us to keep you informed;. We will never sell your data.

How we collect information about you

Customer registrations

When you order or register as a customer of paperfly.co.uk we ask for your name, email address, registered cardholder address and delivery address if separate. This allows us to process and fulfil your orders and to notify you of your order status. We ask if you want to be notified about new products and offers. We also ask for a telephone number, which enables us to contact you urgently, if there is a problem with your order.

Your order and address details will be sent to our warehouse so that they can process your order.  The data is also stored on the paperfly.co.uk website and on the Accounts and Customer Management System at our offices.  If you have asked to be notified about new products and offers, personal information including contact name, email and communication preferences may be transferred to a third-party provider so we can send you special offers, marketing information, product news and details of events.  You can unsubscribe from email marketing and information at any time.

Subscribers to our online newsletters and e-shots

This includes anyone who subscribes to our latest news at offers at paperfly.co.uk by entering their contact details into the online subscription form.  When you subscribe, personal information including contact name, email and communication preferences will be transferred to a third-party provider so we can send you special offers, marketing information, product news and details of events.  You can unsubscribe from email marketing and information at any time.

How we handle your personal information in relation to email information and marketing

We use a third party provider, MailChimp to store contact details and to publish our email marketing campaigns, email newsletters, notices and invitations to events. MailChimp has a very rigorous management of subscriptions to mailing lists.  You will be able to unsubscribe at any time either by clicking unsubscribe at the bottom of every newsletter or e-shot or on MailChimp’s website where you can manage the information that is stored about you.  If you unsubscribe paperfly.co.uk will not be able to add you to the list again. You can see MailChimp’s privacy notice here: https://mailchimp.com/legal/privacy/.

People who email us

Any email sent to paperfly.co.uk staff will be automatically stored on our mail servers at our offices and those of our e-mail service provider which is currently Google. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.

Visitors to our website

When someone visits paperfly.co.uk   we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. This information is only processed anonymously.

Use of cookies and links to other website

We use cookies to track visitors to our websites to help us tailor the content and features to our customers’ interests and preferences.  We sometimes link our websites and social media to other relevant sites. You should aware that we have no control over the privacy policies of some of the websites we link to. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

How do I change my cookie settings?

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

We are planning to enhance our cookie tool to allow users to more easily change their cookie settings after their initial choice.

How we process, protect and share your personal information

How we protect your information

The security of your information is very important to us.  To prevent unauthorised access, accidental loss, disclosure or destruction of data, Nicholls Shipping's computers and servers are behind firewalls, protected by anti-virus software and backed-up regularly.  Our servers are only accessible to members of Nicholls Shipping staff using complex passwords that are changed monthly.  All the online services we use in relation to the transfer and storage of data are protected by complex passwords.

How we share your information

From time to time we may send information to, receive information from, or exchange your personal information with:

- other parts of the Nicholls Shipping group to enable us to deliver our service to you and to allow us to
manage our business;
- companies who perform essential services for us;
- regulators, courts or other public authorities;
- the emergency services in the case of accident or emergency;
- our financial or legal representatives, collection agencies, receivers, trade associations and the like
where necessary in accordance with and to enforce the terms of our agreements.

Where we have relationships with other organisations that process your information on our behalf we take care to ensure they have high data security standards that comply with UK and EU law. If the business is reorganised or sold to another organisation, we may transfer any personal information we hold to that organisation.

International Transfers

Some of the companies we use for online services like hosting our website, storing our email or maintaining and publishing our email lists may use data-stores that are outside the UK and/or the EU.  This means that your data may be transferred and stored internationally.  If you are based outside the EU / UK data may be transferred between the UK and the territory in which you are based. When we do share data which might be transferred internationally, we will only do so with organizations that provide the same privacy and security as is legally required in the UK and the EU.

How long we keep your information

Where you have set up a customer account with us we will keep your personal information only for as long as necessary to administer the accounts you have with us in line with regulatory and legal requirements, and will remove all personal information relating to it when you no longer have a customer relationship with us and all regulatory requirements to hold the information have expired.
Where you have enquired about our products or subscribed on our website we aim to only send you information and marketing about our events, products, services and subscriptions for a maximum of two years unless you have become a customer of ours, are actively engaged with the communications we send you or tell us you still want to hear from us.  When we remove you from our subscription list we will also where possible remove your personal information from our databases and any that we control on third-party providers.  Please note, we may need to maintain some element of personal information on our servers or those of our email marketing providers to manage unsubscribes and re-subscriptions and ensure that we don’t send emails to someone who has already unsubscribed from our mailing lists.

How you can manage information we hold and how we use it

Data protection regulations mean you have rights over how we hold and use the information we hold about you:

- you have the right to withdraw your consent from us using your data for any activities we do not have
a lawful basis to use it for.  You can withdraw it at any time;
- you have the right to request access to the information we hold about you;
this is called a Data Subject Access Request;
- you have the right to know who your data is shared with and why;
- you have the right to have your details updated if they are inaccurate and for information not required
for lawful reasons to be deleted;
- you have the right to have automated processing and profiling restricted;
- you have the right to request that information we process by automated means is sent to you or another nominated data controller in a commonly used electronically readable format

If you wish to action any of the above please contact us using the details below.

Complaints or queries

We always do our best to meet the highest standards when collecting and using personal information. For this reason, we take any complaints very seriously and encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.

We have endeavoured to draft this privacy notice to be clear and concise. It may not be an exhaustive description of all aspects of our collection and use of personal information. However, if there is any area upon which you would require further detail and information or explanation please address requests to our DPO using the contact details below.

Contacting paperfly.co.uk

DPO
Paperfly.co.uk
C/o Nicholls Shipping
87 Kingsgate Road
London
NW6 4JY

T: 0207 328 0491

dpo@paperfly.co.uk

Changes to this Notice

We regularly review this notice. Last updated May 2018