The Alcester Connection (trading as The Connection Magazine) takes the privacy of its customers seriously and we are committed to handling and protecting your personal data correctly. We want to make sure you are clear about the data we collect from you, when we collect data and how it is processed, used and stored.
- Who we are and how to contact us.
- When do we collect your personal data?
- Do we collect any Special Categories of personal data?
- How and why do we use your personal data?
- What happens if you do not provide necessary personal data?
- How do we protect your personal data?
- How long do we store your personal data for?
- Who do we share your personal data with?
- What are your rights concerning your personal data?
- How you can access the personal data we have collected from you.
- How can you stop the use of your personal data for the purpose of Direct Marketing?
For the purposes of this document, we have outlined the types of data we collect under the descriptor of “Personal Data” as follows:
Identity Data: Title, Business Name, First Name, Surname
Contact Data: Business Address, Home address if provided as an alternative by the customer, Billing Address, Email address, Telephone numbers
Transaction Data: Information concerning payments to/from you, bookings or services purchased by you.
Marketing & Communications Data: Preferences in receiving marketing from us and your communication methods.
Who are we and how can you contact us?
The Alcester Connection, trading as ‘The Connection Magazine’ is a partnership between Amy James, Philip Williams and Carol Williams.
Our trading address is 4 Cleeve Road, Marlcliff, Bidford on Avon, Warwickshire, B50 4NR.
You can contact us by post at the above address or by email at firstname.lastname@example.org
When do we collect personal data?
- When we receive enquiries about our services or products, we will collect identity and contact data (Business name, contact name, telephone number, email address) in order to provide media packs or to send examples of our products to you.
- When you register as a new customer, all identity and contact data listed above is required in order to complete your booking and to deliver our service.
- We do not collect any financial data pertaining to bank account details or payment cards, but we record payments (i.e. Transaction data) received via bank transfer, cheque or cash.
- As part of a competition entry, whereby we require identity and contact data.
No Special Categories of Personal Data
We do not collect any “Special Categories of Personal Data” about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Neither do we collect any information about criminal convictions and offences.
How and why do we use your personal data?
- In order to complete your booking. This is a contractual necessity. Without your identity, contact and transaction data, we are unable to process or deliver your order.
- To invoice for services and products, and to provide account statements/updates and payment reminders.
- For marketing purposes: We have a legitimate interest in providing you with updates concerning our copy deadlines or offers where you have purchased or shown interest in similar services from us.
- Competition entries: To administer any of our competitions which you enter and to deliver the prize to the winner(s).
What happens when you do not provide necessary personal data?
Where we need to process your Personal Data either to comply with the law, or to perform the terms of a booking/purchase you have requested of us and you fail to provide that data when requested, we may not be able to fulfil the booking or finalise your purchase (for example, to provide you advertising space within The Connection Magazine or to proceed with print orders).
How do we store and protect your personal data?
All personal data is treated with the utmost care and appropriate steps taken to protect it.
Access to personal data stored electronically is password-protected. We do not hold any sensitive data such as card payment information.
Electronic data is backed up regularly and stored on site at our business premises and with a cloud-hosted storage CRM system. The production datacentre of our CRM system uses an embedded data storage service and is located in Fareham, Hampshire. The cloud hosting platform has advanced security features such as pro-actively monitored and maintained firewall protection and per-client VLAN isolation. The system also maintain a replica copy of their server on a separate physical host that updates every 5 minutes and can be failed over to in the event of a production server failure. All communication between their servers and our browser is encrypted, so that data travelling over the public Internet cannot be intercepted and read. This is done using RC4 128 bit SS.
As well as a disaster recovery replication, our CRM system also backs up your data to a separate storage server at least every 15 minutes, 24 hours per day. This backup data is retained for 30 days and then destroyed.
Further hard copies of personal data are stored in locked filing cabinets at our business premises.
How long do we store your personal data for?
We will only keep your personal information for as long as we require it for the purposes of providing you with our service or products. However, we may also be required to keep some of your personal information for specified periods of time, for example laws required by financial reporting legislation.
Who do we share personal data with?
We do not, nor have we ever, bought, sold or exchanged any personal customer data with any third parties, however we sometimes need to share data with trusted third parties in the form of names and addresses in order to deliver invoices, products or marketing information by post.
The third parties we work with are:
Royal Mail, DPD
You are entitled to:
- have your data processed in a fair, lawful and transparent way.
- be informed about how your personal data is being used to deliver your order.
- access personal data we hold about you.
- require us to correct any mistakes in your personal data.
- require us to delete personal data.
- object at any time to processing of your personal data for direct marketing purposes.
How can you access the personal data we have collected from you?
It is your responsibility to ensure that the personal information you provide to us is accurate, complete and up-to-date. You may request access to the information we hold about you, or request that we update or correct any personal information we hold about you, by setting out your request in writing and sending it to us at email@example.com
We will process your request as soon as reasonably practicable, provided that there are no legal grounds preventing this from happening. If we are unable to meet your request, we will let you know why. For example, it may be necessary for us to deny your request if it would have an unreasonable impact on the privacy or affairs of other individuals, or if it is not reasonable and practicable for us to process your request in the manner you have requested.
How can you stop the use of your personal data for direct marketing?
Email us directly to firstname.lastname@example.org and request to opt out.
Data Controller: Amy James
Address: The Alcester Connection, 4 Cleeve Road, Marlcliff, Bidford on Avon, Warwickshire, B50 4NR
Telephone: 01789 491005