GDPR Privacy Notice

Imperial Marketing (‘we’) are committed to ensuring the security and protection of the personal information that we process,  and to providing a compliant and consistent approach to data protection. We have a robust and effective data protection programme in place which complies with the demands of the GDPR and the UK’s Data Protection Bill.

 

We are dedicated to safeguarding the personal information under our remit and have developed a data protection regime that is effective, fit for purpose and demonstrates an understanding of, and appreciation for the new Regulation.

 

We have a consistent level of data protection and security within our organisation. We have carried out an information audit to identify and assess what personal information we hold, where it comes from and how and why it is processed.

 

Our main policies and procedures for data protection have been overhauled to meet the standards and requirements of the GDPR. Accountability and governance measures are in place to ensure that we understand and adequately disseminate and evidence our obligations and responsibilities.

 

We have updated our retention policy and schedule to ensure that we meet the ‘data minimisation’ and ‘storage limitation’ principles and that personal information is stored, archived and destroyed compliantly and ethically. We have dedicated erasure procedures in place to meet the new ‘Right to Erasure’ obligation and are aware of when this and other data subject’s rights apply; along with any exemptions, response timeframes and notification responsibilities.

 

Marketing

We will only mail or email marketing material to existing customers with whom we have had communication already and will only send information regarding the same or similar product to the one already purchased from us. Please be assured that we do not share any personal details we hold with any other company without your consent.

 

Product Personalisation

The personalising of our products requires that we request from yourselves the names of the students in your establishment who are to receive the chosen products on the basis that the required consents have already been obtained.

 

We are committed to maintaining the trust and confidence of our customers and would like to reassure you that personalisation of the products is all done in-house and no personal information you have submitted to us is ever divulged to a third party. As soon as is practical, all personalisation data is securely deleted.

 

Data Subject Rights

In addition to the policies and procedures mentioned above that ensure individuals can enforce their data protection rights, we provide easy to access information via our office of an individual’s right to access any personal information that Imperial Marketing processes about them and to request information about: -

  • What personal data we hold about them
  • The purposes of the processing
  • The categories of personal data concerned
  • How long we intend to store your personal data for
  • The right to request erasure of personal data (where applicable) or to restrict processing in accordance with data protection laws, as well as to object to any direct marketing from us and to be informed about any automated decision-making that we use
  • The right to lodge a complaint or seek judicial remedy and who to contact in such instances

Information Security & Technical and Organisational Measures

Imperial Marketing takes the privacy and security of individuals and their personal information very seriously and take every reasonable measure and precaution to protect and secure the personal data that we process. We have robust information security policies and procedures in place to protect personal information from unauthorised access, alteration, disclosure or destruction.

 

All data is stored and backed up using a FileVault disk encryption feature providing 128 bit AES encryption with a 256 bit key to encrypt the disk and all files stored thereon.

 

Access to Your Personal Information

You are entitled to access the personal information that we hold. Please email your request to our data protection officer Cathy Johnston.

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