The new General Data Protection Regulation (GDPR) is in effect from 25th May 2018. This privacy notice sets out how Silver Spring Graphics Limited uses and protects any information that you give the company when you use this website. We are a company registered in England and Wales (Registration Number 07615581) under the name Silver Spring Graphics Limited. The registered office is at Onega House, 112 Main Road, Sidcup, Kent, DA14 6NE. We are registered as a data controller with the Information Commissioner's Office. This Privacy Notice was last updated on 20th May 2018 and an historic version can be provided by contacting us. We may from time to time change this privacy notice. In the event that there are significant changes made to this privacy notice after this above date we will display a notification on our website.
It is essential that you take the time to read this privacy notice, together with any other terms and conditions we provide, in order to be fully aware of why and how we are using your data.
Silver Spring Graphics Limited is committed to the privacy of your personal data by protecting and respecting this information. This privacy notice explains how we collect, store and use personal data about you when you visit our website, provide requested quotes, purchase items from us, when you interact with us through social media, email, or phone and the personal data you provide to us in relation to personalised orders. In addition this privacy notice provides you with details about the types of personal data that we collect from you, how we use and store your personal data and the rights you have to control our use of your personal data. It covers:
Silver Spring Graphics Limited design, source and market handcrafted items through to contemporary business websites.
If you have any questions about how Silver Spring Graphics Limited uses any of your personal data or would like to exercise your privacy rights - please contact our Data Protection Officer via firstname.lastname@example.org.
This privacy notice section describes how the personal data is collected about you and how it is used
We will only use and collect your personal data for the following purposes:
Our website is designed for a general audience, however we do not knowingly sell products or collect any data from children or any person/s under the age of 18. If you are under the age of 18, you are not permitted to use or submit your data to the website.
We have appropriate organisational safeguards and security measures in place to protect your data from being accidentally accessed lost, altered, disclosed or used in an unauthorised way.
Where we require to supply your data to any third parties (such as Printers etc, please refer to How we share your data section) who are contracted on our behalf to process any part of subjected orders to have security measures in place, in order to protect your data and to process such data in accordance with the law.
If in the unfortunate event that a personal data breach occurs, where it is likely to result in a high risk to the rights and freedoms of individuals, we will notify directly those affected and any applicable regulator within 72 hours of becoming aware of the breach. In addition we will also retain a record of any personal data breaches.
When reporting a breach we will disclose to the supervisory authority:
The information we will provide to individual/s when a breach has taken place
We will provide clear details on the nature of the personal data breach and, at least:
Personal data: Defined as any data and/or information about an individual from which that person can then be identified. It does not include anonymised data, where the identity and identifying information has been removed.
We may collect the following groups of personal data:
Identity Data: Title, First name, Last name, Date of Birth (optional), Photo and Gender.
Contact Data: Delivery address, Email address, Telephone Number, Location, Country and Social Media ID (if contacted directly by you). In addition with written consent to be added to the Refer a Friend discount scheme by retention of name to validate discount to friend’s direct order and any direct future orders placed.
Financial Data: Payment details paid directly to Silver Spring Graphics Limited Business bank account where transfer of deposits and settlements of ordered are accepted. In order to identify your individual order/deposit payment we kindly request for your to either provide your name, initials or initials with ordered item reference. We never store debit/credit card details.
Personalised Order Data: Where you provide personal information/data about other people/individuals in order to process a personalised order. For example their name, date of birth, address, time of birth, weight, date of wedding anniversary – where defined in each itemised product you are confirming to us that you have the consent of those people individual/s or parental consent when providing data regarding a child/children to provide us with their personal information. If you do not have the necessary permissions to submit this information by seeking the individual/s consent or parental consent we kindly request that you do not place a personalised order with us.
If you do not wish to supply certain information/data within the order process for the personalisation of an item, please contact us directly or through the order process of third party selling communities and we can adapt the design of the personalised item accordingly.
In this respect the accuracy in relation to personalisation of order/s using personal information/data we hold/process to complete order/s about you and/or other individual/s is solely dependent upon the accuracy of the data/information that you provide to us. We do not verify personal information provided to us in order to process personalisation. We shall not be responsible for errors or problems that arise as a result of inaccurate information/data submitted by you in relation to personalised orders. We will never use search engines to create a fuller client profile, setup a profile or use the data provided to contact the individual directly – please refer to the how long we keep your data section for the set up of this type of order.
Transaction and Order Data: Details of your purchases made by you and the Fulfilment/Completion of your order/s (such as order number, total amount, Title, Currency, Discounts, Name and Address details, Proof of Postage Receipt - containing House Number and Postcode, Number of items ordered, Product name, Single item price, payments to and from you and details of other products and services you have obtained from us, Feedback, Correspondence or Communications with you in respect of your orders and Details of any discounts applied through the Refer a friend scheme.
Marketing and Communications Data: Silver Spring Graphics Limited will only ever contact you directly in relation to an enquiry made by yourself, or in relation to an order placed by yourself. Enquiries sent via our website contact form are requested to provide consent in order to send the enquiry to us and for us to directly contact the individual before submission. We do NOT provide a sign up and/or newsletter and we only post our products via our social media account, through our website and third party selling communities only. Therefore interactions such as liking, sharing or commenting is based on person/s wishing to participate. It is strictly prohibited by the company Silver Spring Graphics Limited to purchase “followers” on social media, as a genuine audience interested in our products is only reflected through these means.
We may collect personal data about you by:
Direct interactions: You may give us your personal data as described above and by filling in forms, entering information via our website or by corresponding with us directly by Telephone, Email, in Person or otherwise. This can occur when you:
Third Party Order Data from Selling Communities: In relation to completing order details such as Contact Name, Address together with Financial and Transaction data (No payment/card details are stored or visible to us) and purchased product information. We may in addition receive personal data about you from various selling communities in relation to order details and aggregated data.
Technical Data from selling communities through whom you have accessed our online shop in order to provide analytical information via aggregated data means in order to review viewing figures of product listing, keywords searched, favourited items, number of purchases and Year on Year comparisons in order to provide relevant products of interest.
Please note that these Selling Communities are subject to their own privacy notice and it is recommended to read these in addition to our own when using these sites.
Third Party Enquiry Data from Selling Communities: In order to respond to enquiries from third party enquiries, Silver Spring Graphics Limited will respond to the enquiry and use data such as name, product and the provider’s email address to respond to the enquiry through the third party platform only. Please note that these Third Party Selling Communities are subject to their own privacy notice and it is recommended to read these in addition to our own when using these sites.
Enquiry Data from Direct Website Contact Form: In order to respond to direct enquiries from our website’s contact form Silver Spring Graphics Limited will respond to the enquiry via our email address of email@example.com and use data such as name, product and the provider’s emailing address or requested response method (i.e. telephone or email) to respond to the enquiry through the third party platform only.
Social Media Enquiries: Name, Contact details, Enquiry data from social media platforms will only be used to respond to direct messaging in order to respond to your enquiry through the social media’s platform only. Please note that these Social Media sites are subject to their own privacy notice and it is recommended to read these in addition to our own when using these sites.
We will only collect and process your personal data where we have a legal basis to do so. The legal basis as a Data Controller for our collection and use of your personal data varies depending on the purpose for which we have collected it. We will only collect and process personal data from you in the following circumstances:
Silver Spring Graphics Limited will only use your personal data for the purposes outlined within this privacy notice and numbered below to show the types of data used and the lawful basis we rely on when processing. Your personal data is required in order to produce, support, confirm and complete order/s and enquiries. We may process your personal data using more than one lawful basis type as this is dependent upon the specific purpose and process involved.
PURPOSE 1. To Fulfil by processing and delivering your ordered items which is subject to: A record of your order details and ordered item/s informing of possible changes and order status, confirmation of transaction payments into Silver Spring Graphics Limited business bank account, to collect any monies including deposits, full balance settlements which are owed and to assist fraud prevention and detection if necessary.
LAWFUL BASIS FOR PROCESSING INCLUDING BASIS OF LEGITIMATE INTEREST
PURPOSE 2. Maintaining our professional obligation with you, including: providing you with information regarding enquiries, products and services that you have requested from us. Notifying you in a timely manner if changes, or amends occur to these products and/or to our services during your order process, terms and conditions or privacy notice.
Confirming acceptance of items through quotes, accepted quotes, production of artwork files (with/without personalisation) process to progress to printers with the written confirmation provided with the use of a Sign Off Sheet.
Written consent to use new artwork on website, social media posts and as examples of the standard of our work.
LAWFUL BASIS FOR PROCESSING INCLUDING BASIS OF LEGITIMATE INTEREST
PURPOSE 3. To enable you and for us to cross reference the application of the Refer a Friend discount scheme with consent.
LAWFUL BASIS FOR PROCESSING INCLUDING BASIS OF LEGITIMATE INTEREST
PURPOSE 4. To manage, protect and improve our company, website, email system and hosting including: testing, security, system maintenance, support analysis, troubleshooting and hosting of data.
LAWFUL BASIS FOR PROCESSING INCLUDING BASIS OF LEGITIMATE INTEREST
Silver Spring Graphics Limited will not keep your personal data any longer than it is necessary for it’s intended purpose(s) that it was provided for and to meet our legal obligations. Outlined below is the timescales of data.
Website Enquiry: 1 MONTH
We aim to respond to direct website enquiries within 10 days, if no further communication is received after 1 month on from the initial contact then the enquiry email containing details of the enquiry and contact details will be deleted.
Third Party Service Provider Direct Enquiry: 1 MONTH
When being contacted directly by third party service supplier/s ie. Bloggers or Wholesalers in order to provide services directly to Silver Spring Graphics Limited through our contact form we will aim to contact these relevant service providers within 10 days of their enquiry if of interest to the company. To either request further information or to inform that of the retention of their data for future reference. If no further communication occurs from us after 1 month on from the initial contact then the enquiry email containing details of the enquiry and contact details will be deleted.
Where a third party service supplier/s are not required or deemed not relevant to the company or business and/or have not received consent from us to contact the company, the enquiry email containing details of the enquiry and contact details will be deleted immediately.
Requested Quote: 1 MONTH AND 1 DAY
Direct Enquiry: We aim to respond to the request of direct quotes within 10 days. The requested quote pricing is valid until one month on of the date of the quote’s issue, the details of the quote’s expiration is shown on the quote provided. If no further communication is received after 1 month and 1 day on from the initial contact then the enquiry email containing details of the enquiry, requested quote and contact details will be deleted.
Accepted Quote: 7 YEARS
In order to comply with accurate account keeping requirements Accepted Quotes are retained under the above timeframe as a record of transaction and accepted work.
Statement of Account: 7 YEARS
In order to comply with accurate account keeping requirements Statement of Accounts are retained under the above timeframe as a record of transaction of accepted work and transaction.
Sign Off Sheet: 1 MONTH AFTER FINAL DELIVERY OF ITEMS
In order to have a record of consent of confirming ordered item/s to be processed to print or to a third party supplier/s the Sign Off Sheet is retained for 1 month after the delivery of the item being produced, processed and/or printed. In addition by accepting receipt of the final produced item/s ordered the sign off sheet is retained for the additional time period in case of any unforeseen issues regarding dispute of sign off or content errors.
Artwork Files: 1 MONTH AFTER PERSONALISED ORDER EVENT
Artwork files then have all personal details removed on system, template of the artwork is then saved as a copyright record, unless artwork has been given consent to be retained for website and social media display in this instance artwork will be retained on our system.
Personalised Order: DEPENDANT UPON INDIVIDUAL ITEM PROCESSING TIME
Details are added to templated artwork, processed through the print process and then removed after order completion. After this time orders details will not be visible on artwork files and reordering of any order/s will not be possible on direct orders where personalised details were previously provided. Processing times are outlined on third party selling communities or please contact us directly at firstname.lastname@example.org for order processing time if item/s is being placed directly.
Proof of Postage Receipt: 7 YEARS
In order to comply with accurate account keeping requirements Proof of Postage Receipt showing cost will be kept in order to reflect expense/s occurred during the order completion process.
Social Media and Website Display and Posting Gallery: PLEASE REFER TO BELOW
Where consent has been provided to display ordered personalised item/s (where your own data has been provided to us) on our website and/or via social media, it is with the agreement that this will be displayed until either the company removes the image/s from display on the website and/or social media accounts are closed. Written consent will be obtained (previously verbal consent was obtained on designs prior to 19th May 2018) prior to it’s display via a completed consent form from 20th May 2018 onwards and will be stored until either artwork is removed or social media account is closed.
If in the event of no longing wishing to have your details displayed please contact email@example.com where you may either request to have a particular detail/s removed in part or the design can remain but without your personalised details and set templated example details in its replacement of your data. A withdrawal of consent form will be provided in order to highlight the amendment or removal requested. In addition any artwork where the data subject would not like to disclose their data will be provided with a non-disclosure form in order to confirm their request not to have their data shown in this manner.
As of the 20th May 2018 you will be provided with the preferred form choice to complete once your order has been placed.
We may disclose and share your personal data with the parties described below. Where your data is shared with third party production suppliers it is on the basis of prior consent given by yourself in order to do so and to process an order which you have directly placed with us. In additional if you would like to receive individual details of these third parties in relation to your specific order/quote please email directly to firstname.lastname@example.org. Where details of the suppliers name and contact details together with the type of data we may share with them in order to process your order with Silver Spring Graphics Limited.
Marketing Your Preferences:
Our website includes links to and from external websites, to third party selling communities and to social media platforms. If you click on a link to any of these websites, then www.silverspringgraphics.co.uk or www.silverspringgraphics.com website will display a pop up message highlighting the fact that you are now leaving our website and are being redirected. Please note that these websites have their own privacy policies and that we do not accept any liability or responsibility for these policies. Please check these policies before you submit or share any personal data to these external websites, third party selling communities and social media platforms.
You have a number of rights under the data privacy legislation. These rights are listed below and under certain circumstances, the:
If you wish to request any of your rights, please email us at email@example.com. We will assist to supply without delay and at the latest within one month of receipt of your request, data that we hold and/or are processing on you.
You have the right to obtain a copy of all the personal data Silver Spring Graphics Limited hold about you, confirmation that your data is being processed and certain information regarding our processing of your personal data.
You have the right to request your personal data to be corrected either through a verbal or written request if it is inaccurate or incomplete. You can update your personal data at any time, where a verbal request is made we will record and update these details in order to maintain a record of these request/s in order to rectify or complete information, or provide a supplementary statement. We will also inform any recipients if we rectify any data we have shared data with them with the prior consent of the data subject in order to maintain accurate data.
You have the right to request that Silver Spring Graphics Limited removes by deleting your personal data either through a verbal or written request, where there is no reasonable circumstance for us to continue to process it. Please note where there is a legal reason to comply with resulting in where we may not be able to always process this request we will notify you and respond to you within one month of a request. Where a verbal request is made we will record and update these details in order to maintain a record of these request/s in order to process deletion. We will also inform any recipients of the deletion request where we have shared data with them with the prior consent of the data subject in order to maintain accurate data removal.
You have a right to restrict the processing of your personal data in certain circumstances or to suspend the processing as an alternative to erasure of your data either through a verbal or written request. In certain circumstances where there is a legal reason to comply with resulting in where we may not be able to always process this request we will notify you and respond to you within one month of a request.
A request may be due to issues of how we have processed your data or an issue with the content of the information we hold on you. In addition if you require for us to determine the accuracy of the data, where you object to our use of your data or in circumstances where we need to verify whether we have an overriding legitimate grounds to use it this data. Where processing is restricted, we are allowed to retain necessary information about you to ensure that the restriction is acknowledged in the future but not to use this information.
Where a verbal request is made we will record and update these details in order to maintain a record of these request/s of restriction. We will also inform any recipients of the restriction request where we have shared data with them with the prior consent of the data subject in order to maintain accurate data restrictions.
You have the right to obtain a digital copy of your personal data or request the transfer of your personal data to another company. Please note though that this right only applies to automated data where we used the data to perform a contract with you or to which you initially provided consent for us to use.
You have the right to object to the processing of your personal data. Where we may demonstrate compelling legitimate grounds for the processing of data, which override the interests, rights and freedoms of the individual we will bring this to the attention of the data subject in a clear manner and separate from any other information.
You have the right to object to the automated processing of your personal data without human intervention. This form of processing is not conducted by the company, we do not use profiling in relation to clients and we do not use indirectly obtained data for marketing purposes to contact you directly, as detailed above in the Your Marketing Preferences section.
In the event of any complaints or concerns regarding the way in which we process or processed your data, we would appreciate the opportunity to deal with your concerns before you contact the ICO. Please contact us in the first instance by emailing us directly at firstname.lastname@example.org. You also have the right to make a complaint to the ICO (the data protection regulator in the UK).
In order to access your personal data or to exercise any of the other rights you will not be require to pay a fee. In circumstances where your request is excessive or repetitive we may charge a reasonable fee.
In these circumstances we may need to confirm your identity or to contact you for further information when you request specific data. This is in place as a security measure to obtain that any personal data is not disclosed to any person/s who do not have the right to be in receipt of this information.
Where a request may be more complex or a number of requests have been made, it may take us longer than a month. In these circustmances we will contact you of this delay and keep you informed throughout the process.
In order to maintain accurate and current personal data that we use and hold about you it is important to inform us of any changes to data during throughout your use of services and orders with us. If you require any details to be updated regarding your personal data please contact us directly in order to identity you and to amend or update where necessary these changes to your personal data. Thank you.
For further information on your rights please visit the Information Commissioner’s Office website https://ico.org.uk/for-the-public/personal-information/.
The ICO are still issuing new information and guidance about how businesses should follow The General Data Protection Regulation. Therefore you may see updates to our privacy notice during the following months.
Thank you for taking the time to read our privacy notice, if you have any questions please email email@example.com.