Privacy Policy

This is the website of Letterbox Distribution and we can be reached via e-mail at enquiries@letterboxdistribution.com

We aim to fully comply with Article 13 of the General Data Protection Regulation (GDPR) in providing information to data subjects where data is collected from them. All personal data captured is processed in accordance with the Data Protection Act 2018. Greatbatch Ltd trading as Letterbox Distribution.com is the controller, staff members have received adequate data protection training which is further enhanced by our ongoing training programme in place. It is sometimes necessary for third party suppliers e.g. those that offer professional business services such as mail wholesalers, to us to access personal data. We always ensure that we undertake full due diligence with any such organisation and also ensure that we have in place a Data Processing Agreement.

We collect data at the following capture points – Print Quotation Form, Enquiry Form, Chat Box, Telephone, Email, Linkedin, Facebook, Twitter, Instagram and our CRM system. The email addresses of those who communicate with us via e-mail, aggregate information on what pages consumers’ access or visit, information volunteered by the consumer, such as survey information and/or site registrations.

The main purpose of the processing of personal data is the performance of a contract. No data will be held for any longer than is necessary to fulfil the contract and will be deleted unless specified by a client on April 1st each year unless it has been kept on our systems for less than 12 months. The only information that may be held longer is for our own accounting purposes, and for legal and tax purposes.

The information we collect is not shared with other organisations for commercial purposes.

In terms of personal data we use for marketing, we will keep this data for as long as we are able to market to you and if you withdraw your consent or opt-out of marketing communications, we will keep your contact details only to ensure that we do not contact you again for marketing purposes. Where electronic marketing is concerned we comply with our obligations under the Privacy and Electronic Communications (EU Directive) Regulations 2003 (PECR).

Data subject’s rights

You have rights in respect of your personal data. We will need to confirm your identity before we can consider your request so, if you wish to exercise any of these rights, we will need two forms of identity to ensure you are the data subject. These can be a passport, driving licence or current utility bill.

The right to be informed – you have the right to be told about the collection and use of the personal data you provide. This privacy policy sets out the purpose for which we process your personal data, how long we will keep your data, who we will share your data with. If you have any questions on how and why we process your data please contact our Data Protection Officer (DPO) at enquiries@letterboxdistribution.com or telephone 020 8440 0400. If you want to know more about this right, the Information Commissioner’s Office (ICO) has more guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-be-informed/

Right of access – you have the right to know whether we are processing your personal data, and to a copy of that data. We would need as much information as possible to enable us to locate your data. We will respond to your request within 28 days of receipt of your request. If you want to exercise this right, please contact our  DPO at the contact details above. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-of-access/

Right to rectification – you have the right to have any incorrect personal data corrected or completed if it is incomplete. You can make this request verbally or in writing. We will need as much information as possible to enable us to locate your data. We will look at any request and inform you of our decision within 28 days of receiving the request.  If you want to exercise this right, please contact our DPO at the contact details above. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-rectification/

Right to erasure – this right, often referred to as the right to be forgotten allows you to ask us to erase personal data where there is no valid reason for us to keep it. We will look at any request and inform you of our decision within 28 days of receiving the request.  If you want to exercise this right, please contact our DPO at the contact details above. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-erasure/

Right to restrict processing – you have the right to ask us to restrict processing of your data. We will look at any request and inform you of our decision within 28 days of receiving the request.  If you want to exercise this right, please contact our DPO at the contact details above. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-restrict-processing/

Right to data portability – you have the right to move, copy or transfer your personal data from one IT environment to another. This right applies to data that you have provided to us and that we are processing on the legal basis of consent or in the performance of a contract and that processing is by automated means. We will respond to your request within 28 days of receipt of your request. If you want to exercise this right, please contact our DPO at the contact details above. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-data-portability/

Right to object – you have the right to object to our processing of your personal data based on (i) legitimate interests, or for the performance of a task in the public interests/exercise of official authority (including profiling); (ii) direct marketing (including profiling); and (iii) for purposes of scientific/historical research and statistics.

  • Legitimate interests/legal task – your objection should be based on your particular situation. We can continue to process the data if we can demonstrate compelling legitimate grounds which override your interests.
  • Direct marketing – you have an absolute right to ask us to stop processing for the purposes of direct marketing. We will action your request as soon as possible.
  • Scientific/historical research and statistics – your objection should be based on your particular situation. If we are conducting research where the processing is necessary for the performance of a public task, we can refuse to comply with your objection.

If you want to exercise this right, please contact our DPO at the contact details above. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-object/

Rights relating to automated decision making including profiling – you have the right in respect of automated decision making, including profiling. Where we carry out solely automated decision making, including profiling, which has legal or similarly significant effects on you, we can only do this if it is in connection with a contract with you, we have a right under law or you have provided your explicit consent. We will tell you if this happens and tell you how you can request human intervention or challenge the decision. If you want to exercise this right, please contact our DPO at the contact details above. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/rights-related-to-automated-decision-making-including-profiling/

  1. Processing based on consent

Where we process your personal data based on your consent you have the right to withdraw that consent at any time without reason. You can opt-out by using the unsubscribe/opt-out in any marketing we send you and you can contact our DPO at the contact details above.

  1. The right to lodge a complaint to the supervisory authority

If you are unhappy with any aspect of our handling of your data you can make a complaint to the Information Commissioner’s Office – https://ico.org.uk/concerns/

  1. Statutory/contractual requirement to provide personal data.

The personal data that you provide to us is necessary for us to carry out the contract you have entered into with us or for us to perform our obligations under Statute. We will only use your data to discuss requirements regarding the services we provide to you. Personal data may be needed to fulfil the job description and for accounts. We process employee National Insurance Number for payroll, National Insurance & Tax Purposes.

Cookie Information

Cookies are very small text files that are stored on your computer when you visit some websites.

We use cookies to help identify your computer so we can tailor your user experience, track shopping basket contents and remember where you are in the order process.

You can disable any cookies already stored on your computer, but these may stop our website from functioning properly.

The following is necessary in the operation of our website.

The following are required to provide you with the best user experience and also to tell us which pages you find most interesting (anonymously).

Functional Cookies

This Website Will:

  • Track the pages you visits via Google Analytics

Targeting Cookies

This Website Will:

  • Allow you to share pages with social networks such as Facebook/LinkedIn
  • Allow you to share pages via Add This

To view the ‘Add This’ Privacy Policy or to opt out of any online behavioural advertising, please visit Add This and click on the ‘Opt Out’ button.

This website will not

  • Share any personal information with third parties.

If you do not want to receive emails from us in the future, please let us know by sending us an email at the above address.

If you supply us with your postal address online, you will only receive the information for which you provided us your address.

Persons who supply us with their telephone numbers online will only receive telephone contact from us with information regarding orders they have placed online.

With respect to ad servers: we do not partner with or have special relationships with any ad server companies.

From time to time, we may use customer information for new, unanticipated uses not previously disclosed in our privacy notice. If our information practices change at some time in the future we will contact you before we use your data for these new purposes to notify you of the policy change and to provide you with the ability to opt out of these new uses.

Consumers can have this information corrected by sending us an email at the above address.

If you feel that this site is not following its stated information policy, you may contact us at the above email address.

We regularly review this privacy policy and it will be updated when necessary, please check periodically for updates, any significant changes will be communicated to you.

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