Collecting your personal information
Life Publications (Nottinghamshire) Ltd is a publisher of local community-based magazines and also offer design and print and leaflet distribution services. We deliver our publications door-to-door to residents in the North Nottinghamshire, West Lindsey and Rotherham areas.
We use a Customer Relationship Management (CRM) system for the storage of data about a company or individual. That data can include information about an identifiable individual, and may include information such as the individual’s name, email address, telephone number and other personal information.
Our use of your personal data will always have a lawful basis, either because it is necessary for our performance of a contract with you, or because you have consented to our use of your personal data (eg by subscribing to emails), or because it is of legitimate interest. Unless you have volunteered the information we only collect information that is available in the public domain and the processing of this is information is in the legitimate interests of both/either party. Specifically, Life Publications may collect information directly from you when you:
- Book or enquire about advertising or editorial.
- Request to include community information.
- Apply to be an employee or contractor for Life Publications.
- Contact our team at any time.
- Visit our website.
- Are (or have been) an employee, contractor or supplier of Life Publications.
You can always choose not to provide your information to Life Publications, but it may mean that we are unable to provide you with the service or information you require.
Using your information for limited purposes
Life Publications collects your information in order that we can provide you with the service and any related services that you may request or be interested in. In doing so, Life Publications may use the information we have collected from you for purposes related to the services including:
- Booking your adverts, editorials and articles.
- Sending invoices, recording receiving payments or making payments.
- Sending emails for invoicing, artwork approval, statements, bookings and relevant information.
- Carrying out marketing.
- Complying with laws and regulations in applicable jurisdictions.
- Communicating with you.
- Making payments to contractors, employees and suppliers.
Life Publications will only use your information for the purposes described in this policy or with your express permission.
Storing of information
By providing your information to Life Publications, you consent to us storing your information. While your information will be stored, it will remain within Life Publications’ effective control always. The server host’s role is limited to providing a hosting and storage service to Life Publications, and we’ve taken steps to ensure that our server hosts do not have access to and use the necessary level of protection for your information.
Protecting your information
Life Publications will always hold your information securely and we also follow stringent procedures to ensure we work with all personal data in line with The General Data Protection Regulation (GDPR). We are committed to protecting the security of your information and we take all reasonable precautions to protect it from unauthorised access, modification or disclosure. Your information is stored on secure servers that have that have digital certificates to ensure all data transferred between you and the service is encrypted.
However, the Internet is not in itself a secure environment and we cannot give an absolute assurance that your information will be secure always. Transmission of information over the internet is at your own risk and you should only enter, or instruct the entering of, information to the service within a secure environment.
In addition, our employees and the contractors who provide services related to our information systems are obliged to respect the confidentiality of any information held by Life Publications Ltd. However, Life Publications Ltd will not be held responsible for events arising from unauthorised access of your information. You can also play an important role in keeping your information secure, by maintaining the confidentiality of any password and accounts used on Life Publications’ site.
We will advise you at the first reasonable opportunity upon discovering or being advised of a security breach where your information is lost, stolen, accessed, used, disclosed, copied, modified, or disposed of by any unauthorised persons or in any unauthorised manner.
Disclosing your information in limited circumstances
Life Publications will only disclose the information you have provided to us to entities outside the Life Publications if it is necessary and appropriate to facilitate the purpose for which your information was collected pursuant to this policy, including the provision of the service.
Life Publications will not otherwise disclose your information to a third party unless you have provided your express consent. However, you should be aware that Life Publications may be required to disclose your information without your consent to comply with any court orders, or other legal process or investigation including by tax authorities, if such disclosure is required by law. Where possible and appropriate, we will notify you if we are required by law to disclose your information.
The third parties who host our servers do not control and are not permitted to access or use your information except for the limited purpose of storing the information.
Accessing or removing your information
It is your responsibility to ensure that the information you provide to us is accurate, complete and up-to-date. You may request access to the information we hold about you, or request that we update or correct any information we hold about you, by setting out your request in writing and sending it to us at email@example.com.
Life Publications will process your request as soon as reasonably practicable, provided we are not otherwise prevented from doing so on legal grounds. If we are unable to meet your request, we will let you know why. For example, it may be necessary for us to deny your request if it would have an unreasonable impact on the privacy or affairs of other individuals, or if it is not reasonable and practicable for us to process your request in the manner you have requested.
We’ll only keep your information for as long as we require it for the purposes of providing you with the service. However, we may also be required to keep some of your information for specified periods of time, for example laws required by financial reporting legislation.
If you wish to access or remove your information please write to us by email to firstname.lastname@example.org, or by letter to: The Privacy Officer, Life Publications (Nottinghamshire) Limited, Unit 2, Quantum Business Park, Infield Lane, North Leverton, Retford DN22 0AL. Our Privacy Officer will endeavour to provide an initial response to your query or request within 10 business days and investigate and attempt to resolve your query or request within 30 business days or such longer period as is necessary and notified to you by our Privacy Officer.
Opt-out of any email communications
Life Publications sends billing information, booking information, copy deadline dates and marketing information to you via email. Our emails will contain clear and obvious instructions describing how you can choose to be removed from any mailing list not essential to the service.
Life Publications also provides you with selected information about our services and website changes in our email marketing and newsletters. This is a free service and provides the option of opting out of receiving these by changing your preferences or unsubscribing. Life Publications may also make you aware of additional products and services which form part of your relationship with Life Publications.
No credit card details stored
If you choose to pay for advertising by credit card, your credit card details are not stored by Life Publications and cannot be accessed by Life Publications staff. Your credit card details are encrypted and securely stored by Worldpay (UK) Limited or First Data.
Collecting information on our website
Life Publications collects information on our site visitors collectively including which sections of the site are most frequently visited, how often and for how long. This data is always used as aggregated, non-personal identifying information. Life Publications utilises this information to improve and enhance its services by monitoring the areas on the site which are most popular to visitors. This aggregated non-personal information may be shared with Life Publications partners to provide them with an overview of how Life Publications website visitors use the site. This is done for the purposes of providing you with a more efficient site.
Life Publications web servers gather your IP address to assist with the diagnosis of problems or support issues with our services. Again, information is gathered in aggregate only and cannot be traced to an individual user.
Cookies and applets
This aggregate, non-personal information is collated and provided to Life Publications to assist in analysing the usage of the site.
This policy may be updated from time to time. Life Publications reserves the right to change this policy at any time, and any amended policy is effective upon posting to our website: www.life-publications.com.