Privacy Policy

Protecting your personal details

Last updated: 24th May 2018

Bright Owl Copywriting & Communications cares how information about you is used and shared, and we appreciate your trust in us to do that securely and sensibly. This notice describes our privacy policy.

We believe it is important to protect your Personal Data as defined in the Data Protection Act 1998, The Privacy and Electronic Communications Regulations 2003, also known as “PECR”, and the General Data Protection Regulation (GDPR). We are registered as a “Data controller” with the UK’s Information Commissioner’s Office (ICO). One of our core services includes digital marketing, which includes sending marketing communications business-to-business or to an individual’s email addresses on behalf of our clients.

 

This policy explains how we may collect Personal Data about you. It also explains some of the security measures we take to protect your Personal Data, and tells you certain things we will do and not do. We do not sell, share, rent or trade any personal information that you provide to third parties. The only instance where we may disclose your personal information to third parties, is if we are under a legal duty to disclose or share your personal data to comply with any legal or contractual obligation. Please also read this policy in conjunction with the Website Terms.

Collecting Information
We may collect Personal Data about you from a number of sources, including the following:

  1. Information when you agree to take a service from us including your name, email address, telephone number and a postal address (registered business address).
  2. Information when you contact us with an enquiry or in response to a communication from us.
  3. Information that is available to the public, such as the electoral register.

Using Your Personal Information
We will ensure your personal data is processed lawfully and fairly, and we will only use your Personal Data for the following purposes – we will not keep Personal Data any longer than is necessary:

  1. To help us to identify you when you contact us.
  2. To help us to identify services and products which could be of interest to you.
  3. To enable us to contact you about improvements of any services and products we have provided.
  4.  To allow us to carry out internal marketing analysis and customer profiling, conduct research, including creating statistical and testing information.
  5. To help to prevent and detect fraud or loss; we may check your details with fraud prevention agencies. If you provide false or inaccurate information and we suspect fraud, we will record this.
  6. To allow us to contact you by mail, email and telephone about products, services, relevant news, updates and offers.

Storing Your Personal Information

  1. Any personal data stored shall be accurate, relevant and not excessive in relation to the purpose or purposes for which they are processed and not kept for longer than is necessary.We will take appropriate measures to ensure there is no unlawful processing of personal data due to accidental loss or destruction of, or damage to, personal data
  2. We store our client’s data on a secure password protected CRM system; this information may include name, registered business address, contact email address(es) and telephone numbers. We may also record company size and sector, estimated annual revenue and number of employees to allow us to conduct internal analysis for marketing purposes including customer profiling. We will then retain this data to preserve their ability to give us further instruction without having to provide the data again, unless otherwise agreed for a period of 3 years.
    When data is no longer to be retained, we will delete from the CRM system. We do not store any client data on local computers or hard drives.
  3. We will only store data on behalf of our clients for the purpose of email marketing until an email campaign has been sent; we will then delete this data from our system. When data is provided by our clients, this will be stored either in a private password-protected folder, via an encrypted Excel spreadsheet; or both. We only accept names and email addresses from our clients and request that no other identifiable or sensitive data is given to us for use in email marketing.
  4. We will only store our client’s social media, email marketing and CRM passwords having gained their express permission to post content on behalf of our client’s on social media channels, deliver email marketing services, and for the purpose of updating CRM systems. This information is stored securely in a secure password-protected file and is deleted when services are no longer required.

Disclosure of your information

You agree that we have the right to share your personal information with:

  • Selected third parties including:
    • business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you;
    • analytics and search engine providers that assist us in the improvement and optimisation of our site;
    • if we have been legitimately asked to provide information for legal or regulatory purposes or as part of legal proceedings or prospective legal proceedings.

We may employ individuals to perform functions on our behalf and we may disclose your Personal Data to these parties for the purposes set out above in ‘Storing Your Personal Information’ for sending postal mail, email marketing, updating social media channels, removing repetitive information from customer lists in our CRM system, providing marketing assistance, and providing customer service. Those parties are bound by strict contractual provisions with us and only have access to Personal Data needed to perform their functions, and may not use it for other purposes. Furthermore, they must process the Personal Data in accordance with this Privacy Policy and in line with data regulations.

Where you give us Personal Data on behalf of someone else, you confirm that you have provided them with the information set out in this Privacy Policy and they have given you permission to use their Personal Data.

Protecting Information

We have strict security measures to protect Personal Data.

  1. We maintain physical, electronic and procedural safeguards in connection with the collection and storage of any personally identifiable customer information.
  2. It is important for you to protect against unauthorised access to your password and to your computer. Be sure to sign off when you finish using a shared computer.

The Internet

  1. If you communicate with us using the Internet, we may occasionally email you about our services and products. When you first give us Personal Data through the Website, we will give you the opportunity to say whether you would prefer us not to contact you by email. You can also always contact us email (at the address below) at any time if you change your mind.
  2. Please remember that communications over the Internet, such as emails and webmails (messages sent through a website), are not secure unless they have been encrypted. Your communications may go through a number of countries before they are delivered – this is the nature of the Internet. We cannot accept responsibility for any unauthorised access or loss of Personal Data that is beyond our control.
  3. We may use ‘cookies’ to monitor how people use our site. This helps us to understand how our customers and potential customers use our website so we can develop and improve the design, layout and function of the sites. A cookie is a piece of information that is stored on your computer’s hard drive through your browser, to recognise your browser and which records how you have used a website. This means that when you go back to that website, it can give you tailored options based on the information it has stored about your last visit. You can normally alter the settings of your browser to prevent it from accepting cookies.
  4. If you do not want us to use cookies in your browser, you can set your browser to reject cookies or to tell you when a website tries to put a cookie on your computer. However, you may not be able to use some of the products or services on our website without cookies.

Turning Off Cookies in Different Browsers
The Help menu on the menu bar of most browsers will tell you how to prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie and how to disable cookies altogether. Additionally, you can disable or delete similar data used by browser add-ons, such as Flash cookies, by changing the add-ons settings or visiting the website of its manufacturer.

Website links

  1. The Website may include third-party advertising and links to other websites. We do not provide any personally identifiable customer Personal Data to these advertisers or third-party websites.
  2. These third-party websites and advertisers, or Internet advertising companies working on their behalf, sometimes use technology to send (or “serve”) the advertisements that appear on the Website directly to your browser. They automatically receive your IP address when this happens. They may also use cookies, JavaScript, web beacons (also known as action tags or single-pixel gifs), and other technologies to measure the effectiveness of their ads and to personalise advertising content. We do not have access to or control over cookies or other features that they may use, and the information practices of these advertisers and third-party websites are not covered by this Privacy Policy. Please contact them directly for more information about their privacy practices. In addition, the Network Advertising Initiative offers useful information about Internet advertising companies (also called “ad networks” or “network advertisers”), including information about how to opt-out of their information collection.
  3. We exclude all liability for loss that you may incur when using these third party websites.

Further Information

  1. If you would like any more information or you have any comments about our Privacy Policy, please either write to us at Data Protection Manager, Bright Owl Copywriting & Communications, 60 John Street, Hinckley. LE10 1UY or email [email protected]
  2. We may amend this Privacy Policy from time to time without notice to you, in which case, we will publish the amended version on the Website. You confirm that we shall not be liable to you or any third party for any change to this Privacy Policy from time to time.
  3. You can ask us for a copy of this Privacy Policy by writing to the above address or by emailing us at [email protected]