privacy policy

Updated 24.5.2018 in compliance with the latest General Data Protection Regulations.

1. Background

This Privacy Notice (“Notice”) sets out how Litchfield Morris, a business Partnership based in the United Kingdom, protects the privacy of your personal information.

Litchfield Morris is a Herefordshire based graphic design business. We need to collect and use personal information in order to perform our business functions and activities. We are firmly committed to protecting the privacy and confidentiality of personal information and to maintaining various physical, electronic and procedural safeguards to protect personal information in our care.

For the purposes of the General Data Protection Regulation 2016/679 (“GDPR”) we will be either the “data processor” or “data controller” for any personal information you provide to us in connection with our relationship. The precise role we will be assuming is dependent on the context of our relationship with you and the purpose of the processing being undertaken.

For the provision of graphic design services by Litchfield Morris, we will be the data controller and this Notice shall apply.

For the purpose of all our marketing activities, we will be the data controller and this Notice shall apply.

By providing personal information to us, you agree that this Notice will apply to how we handle your personal information and you consent to us collecting, using and disclosing your personal information as detailed in this Notice. If you do not agree with any part of this Notice, you should not provide your personal information to us. If you do not provide us with your personal information, or if you withdraw a consent that you have given under this Notice, this may affect our ability to provide services to you or negatively impact the services we can provide to you. There may be instances where your local data protection laws impose more restrictive information handling practices than the practices set out in this Notice. Where this occurs we will adjust our information handling practices in your jurisdiction to comply with these local data protection laws.

2. What personal information do we collect?

Personal information has the meaning given under your local data protection law, and, where the GDPR applies, the meaning of personal data given under the GDPR. Personal information generally means information which relates to a living individual who can be identified from that information, or from that information and other information in a person’s possession, including any expression of opinion, whether true or not, and whether recorded in material form or not, about an identified or reasonably identifiable individual, and any indication of intention in respect of an individual.

Generally, the type of personal information we collect about you is the information that is needed to facilitate and to arrange graphic design services.

We therefore typically (but not exclusively) process the following types of personal information about you:
Contact information (such as name, residential/mailing address, telephone number, email address).

When you make contact with us for other purposes, we may also collect personal information about you in relation to those purposes. For example, we may collect your personal information so that we can contact you about an enquiry or feedback you have sent to us. We also collect information that is required for use in the business activities of Litchfield Morris and our related entities, including for example, financial details necessary in order to process various transactions, video surveillance footage used for security purposes, and other relevant personal information you may elect to provide to us.

3. How do we collect personal information?

We will only collect personal information in compliance with your local data protection laws. We usually collect your personal information from the information you submit during the course of your relationship with us. We will collect this information directly from you unless it is unreasonable or impracticable to do so.

Generally, this collection will occur:

when you deal with us either in person, by telephone, letter, email;

• when you visit and register on our website; or
• when you connect with us via social media.

We may collect personal information about you:

• when you subscribe to receive marketing from us (e.g. e-newsletters);
• when you request brochures or other information from us; or
• when you provide information, or use our services, on social media.

Unless you choose to do so under a pseudonym or anonymously, we may also collect your personal information (other than sensitive information) when you complete surveys or provide us with feedback.

We make every effort to maintain the accuracy and completeness of your personal information which we store and to ensure all of your personal information is up to date. However, you can assist us with this considerably by promptly contacting us if there are any changes to your personal information or if you become aware that we have inaccurate personal information relating to you (see section 13 below). We will not be responsible for any losses arising from any inaccurate, inauthentic, deficient or incomplete personal information that you, or a person acting on your behalf, provide to us.

4. How do we use your personal information?

We will only process your information, where:

• you have given your consent to such processing (which you may withdraw at any time, as detailed at section 8 below);
• the processing is necessary to provide our services to you;
• the processing is necessary for compliance with our legal obligations; and/or
• the processing is necessary for our legitimate interests or those of any third party recipients that receive your personal information (as detailed in sections 5 and 6 below).

If you have any concerns regarding the use of your personal information, or you wish to contact us for further information, please refer to the “Feedback / Complaints / Contact” section below (section 13).

The purposes for which we collect personal information further include:

providing you with services and tools you choose to use identification of fraud or error;

• regulatory reporting and compliance;
• developing and improving our products and services and those of our related entities;
• servicing our relationship with you by, among other things, creating and maintaining a customer profile to enable us to service you better or presenting options on our website we think may interest you based on your browsing and preferences;
• involving you in market research, gauging customer satisfaction and seeking feedback regarding our relationship with you and/or the service we have provided;
• to facilitate your participation in loyalty programs;
• for research and analysis in relation to our business and services, including but not limited to trends and preferences in graphic design and use of our website;
• internal accounting and administration;
• to comply with our legal obligations
• other purposes as authorised or required by law (e.g. to prevent a threat to life, health or safety, or to enforce our legal rights)

Where permitted by local data protection laws, we may use your personal information to send you targeted marketing activities relating to our services (and those of third parties) that we think may interest you, unless you have requested not to receive such information. These may include, but are not limited to, mail outs, electronic marketing and notifications as described below, and telephone calls). We will only use your personal information to send electronic marketing materials to you (including e-newsletters, email, SMS, MMS and iM) if you have opted-in to receive them. You can subscribe to receive e-newsletters and other electronic promotional/marketing materials by following the relevant links on our website or requesting one of our consultants to do so for you.

Should you no longer wish to receive promotional/marketing material from us, participate in market research or receive other types of communication from us, please refer to the “Feedback / Complaints / Contact” section below (section 13). You can unsubscribe from receiving electronic marketing materials by requesting "Unsubscribe" by email. Please also see the “Your rights” section of this Notice to learn about your ability, at any time, to opt out or limit the use of your browsing behaviour for online behavioural advertising purposes (section 8 below).

5. Is personal information disclosed to third parties?

We do not and will not sell, rent out or trade your personal information. We will only disclose your personal information to third parties in the ways set out in this Notice and, in particular, as set out below, and in accordance with your local data protection laws. Note that, in this Notice, where we say “disclose”, this includes to transfer, share (including verbally and in writing), send, or otherwise make available or accessible your personal information to another person or entity.

On our website, you may choose to use certain features that can be accessed through, or for which we partner with, other entities that are not otherwise affiliated with us. These features, which include social networking and geo-location tools, are operated by third parties, including social networks, and are clearly identified as such. These third parties may use or share personal information in accordance with their own privacy policies. We strongly suggest you review the third parties’ privacy policies if you use the relevant features.

6. Security of information

We are committed to safeguarding and protecting personal information and will implement and maintain appropriate technical and organisational measures to ensure a level of security appropriate to protect any personal information provided to us from accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal information transmitted, stored or otherwise processed. Litchfield Morris has implemented various physical, electronic and managerial security procedures in order to protect the personal information it holds from loss and misuse, and from unauthorised access, modification, disclosure and interference. Litchfield Morris regularly reviews security technologies and will strive to protect your personal information as fully as we protect our own confidential information. Litchfield Morris is not responsible for any third party’s actions or their security controls with respect to information that third parties may collect or process via their website, services or otherwise.

We will destroy or de-identify personal information once we no longer require it for our business purposes, or as required by law.

7. Your rights in relation to the personal information we collect

If you wish to:

update, modify, delete or obtain a copy of the personal information that we hold on you;

or

restrict or stop us from using any of the personal information which we hold on you, including by withdrawing any consent you have previously given to the processing of such information; or

where any personal information has been processed on the basis of your consent or as necessary to perform a contract to which you are a party, request a copy of such personal information in a suitable format you can request this by emailing us at the address set out in section 13 below. You will receive acknowledgement of your request and we will advise you of the timeframe within which you will receive your information pack.

We endeavour to respond to such requests within a month or less, although we reserve the right to extend this period for complex requests.

We reserve the right to deny you access for any reason permitted under applicable laws. Such exemptions may include national security, corporate finance and confidential references. If we deny access or correction, we will provide you with written reasons for such denial unless it is unreasonable to do so and, where required by local data protection laws, will note your request and the denial of same in our records.

Further correspondence regarding your request should only be made in writing to the Data Protection Officer at the address set out in section 13 below.

Please note that, if you request that we restrict or stop using personal information we hold on you, or withdraw a consent you have previously given to the processing of such information, this may affect our ability to provide services to you or negatively impact the services we can provide to you.

You should always provide accurate information and you agree to update it whenever necessary. You also agree that, in the absence of any update, we can assume that the information submitted to us is correct, unless we subsequently become aware that it is not correct.

You can at any time tell us not to send you marketing communications by email by clicking on the unsubscribe link within the marketing emails you receive from us or by contacting us as indicated below (section 13).

We reserve the right to charge you a reasonable administrative fee for any manifestly unfounded or excessive requests concerning your access to your personal information, and for any additional copies of the personal information you request from us.

8. Social Media Integrations

Our website and mobile applications may use social media features and widgets (such as “Like” and “Share” buttons/widgets) (“SM Features”). These are provided and operated by third party companies (e.g. Facebook) and either hosted by a third party or hosted directly on our website or mobile application. SM Features may collect information such as the page you are visiting on our website/mobile application, your IP address, and may set cookies to enable the SM Feature to function properly.

If you are logged into your account with the third party company, then the third party may be able to link information about your visit to and use of our website or mobile application to your social media account with them. Similarly, your interactions with the SM Features may be recorded by the third party. In addition, the third party company may send us information in line with their policies, such as your name, profile picture, gender, friend lists and any other information you have chosen to make available, and we may share information with the third party company for the purposes of serving targeted marketing to you via the third party social media platform. You can manage the sharing of information and opt out from targeted marketing via your privacy settings for the third party social media platform.

Your interactions with these SM Features are governed by the privacy policy of the third party company providing them. For more information about the data practices of these third party companies, and to find out more about what personal information is collected about you and how the third party uses such personal information, please refer to their privacy policy directly.

9. IP addresses

When you access our website, we may record data regarding your device and the network you are using to connect with us, including your IP address. An IP address is a series of numbers which identify your computer, and which are generally assigned when you access the internet.

We may use IP addresses for system administration, investigation of security issues and compiling anonymised data regarding usage of our website.

10. Tracking Technologies / Cookies

We may use the Google Analytics service on our website. This service uses technologies such as cookies and web beacons to help us analyse how visitors use the website.

11. Linked Sites

Our website may contain links to third party websites over which we have no control. We are not responsible for the privacy practices or the content of such websites. We encourage you to read the privacy policies of any linked third party websites you visit as their privacy policy and practices may differ from ours.

12. Feedback / Complaints / Contact

If you wish to make a a change or correction to your personal information, request a copy of the information we collect on you, request deletion of your information or would like to restrict the further processing of your data, please email us at chris@litchfieldmorris.co.uk

We will respond to these requests within a month of receipt.

If you have any enquiries, comments or complaints about this Notice or our handling of your personal information, please contact the Data Protection Officer using the details set out below and we will responds as soon as practicable.

Email: chris@litchfieldmorris.co.uk
Post: Litchfield Morris, 8 Hunsdon Manor Gardens, Weston-under-Penyard, Ross-on-Wye, Herefordshire HR9 7FQ

13. Changes to our Notice

We may amend this Notice from time to time. If we make a change to the Notice, the revised version will be posted on our website. We will post a prominent notice on our website to notify you of any significant changes to our Notice and indicate at the start of the Notice when it was most recently updated. It is your responsibility, and we encourage you, to check the website from time to time in order to determine whether there have been any changes. If we update our Notice, in certain circumstances, we may seek your consent.