 Just Pads Ltd privacy policy and cookie preferences
Just Pads Ltd takes the protection of your data and privacy seriously. This policy outlines the personally identifiable data that may be acquired and used in the routine operations of the business and how that data is used. Just Pads Ltd is not in the business of selling, renting or trading customer, or customer contact or other personally identifiable information with other companies and will only provide any such information to suitable external companies when required to fulfil customer orders or conduct other legitimate business activities. For example, address details might be provided to a courier company to allow delivery of an order.
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This policy aims to meet the requirements of the (GDPR) across all locations, employees and affiliates of Just Pads Ltd whom act as processor on behalf of our data subjects. Significant changes to data privacy laws in the EU/UK have led to Just Pads Ltd reviewing its existing policies and procedures to ensure it meets the new criteria and to safeguard our business and its customers from the latest threats towards the overall rights and freedoms of individuals.
The General Data Protection Regulation replaces the EU Data Protection Directive of 1995 and supersedes the laws of individual Member States that were developed in compliance with the Data Protection Directive 95/46/EC. Its purpose is to protect the “rights and freedoms” of living individuals, and to ensure that personal data is not processed without their knowledge, and, wherever possible, that it is processed with their consent.
The Managing Director of Just Pads Ltd is responsible for the on-going maintenance, effectiveness and ultimate alignment of this policy to fulfil our legal/regulatory requirements; and remains accountable on its overall performance.
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All sensitive electronic data held by Just Pads Ltd is stored on secure servers with all reasonable measures to ensure security put in place.
Client Contact Data
Just Pads Ltd maintains a set of client data, including contact information, within its customer relations database and accountancy system. This is used to facilitate the fulfilment of orders, provision of quotes, invoicing of orders and other such activities necessary to the provision of our goods and services. This data may also be used to communicate with you in order to maintain accuracy of details held and to pursue our goals of providing quality service to companies in the promotions industry.
‘End Customer’ Data
Data provided to us by our clients that relates to customers of that client, here referred to as the ‘end customer’, will be treated with the utmost confidentiality and will only be used as needed in the fulfilment of orders for the client company. ‘End Customer’ data will not be passed onto any external company except where required for fulfilment of orders, for example provision of name and address details to a dispatch company.
Marketing and Automated Emails
Just Pads Ltd uses a third-party provider, Mailjet, for sending marketing emails to keep you up-to-date on our products, services and special offers, as permitted under the ‘legitimate interests’ basis for processing allowed under the GDPR. The Mailjet’s system allows you an easy means to opt out of the emails by clicking the ‘unsubscribe’ link at the bottom of each email. The Mailjet system provides us with statistics on email opening and opening of any links within the email. This data is generalised and cannot be used to monitor any one individual’s activity. Please see Mailjet’s Privacy policy for further information: https://www.mailjet.com/privacy-policy/
Just Pads Ltd may supply product/company information to industry publications such as Sourcing City and Sourcing Machine. These companies distribute market information/news to the Promotions industry using their own data and offer an easy means to opt out of the emails by clicking the ‘unsubscribe’ link at the bottom of each email.
Just Pads Ltd may also send automated emails directly for specific purposes such as order follow ups or email receipt acknowledgement.
Website Data
The websites operated by Just Pads Ltd may store ‘cookie’ data to allow certain functionality, including access to restricted areas of a website that are available to users who have been provided with a log in. This data may include generalised statistics on page usage but, even where a user is logged in, the data gathered is not used to monitor or record the behaviour of any one individual.
Where log-ins are provided and the required data is stored, the data in question is restricted to the use of the site in question. Log-ins must be specifically requested and provision of these is limited to people verified as members of the promotions industry. The resulting data is not shared with any other company and is only used in the processes of authenticating users of the given website.
Visitors to the websites may prevent the use of cookies by adjusting settings in their browser software. This may have an adverse and unpredictable effect on some of the website’s functions.
The websites also make use of a third-party service, Google Analytics, to collect generalised information on page visits and how visitors use the site. This information does not identify any one user of our website. For more information on Google Analytics’ privacy policy, please follow the link: https://support.google.com/analytics/answer/6004245?hl=en
Websites and webhosting may also automatically record a visitor’s IP address, browser type and date and time of access to specific pages. This may on occasion be used to gain statistics of site visitors from various geographic locations but is not used to identify or monitor individual site visitors.
Wi-Fi
Visitors to Just Pads Ltd may, on request of the password, make use of the company Wi-Fi. While Just Pads Ltd does not purposefully gather information on the use of this, some information may be logged automatically by the operating software of the network routers. This data may include information about the device, volumes of data used, website and applications used and the time and location of access. Just Pads Ltd will not access this information or provide it to another party except if legally required to do so.
Individual’s Rights
Just Pads Ltd is fully committed to maintaining the rights of individuals to view, amend or delete their personal data, as defined under the current GDPR legislation. We reserve the right to levy a charge for this where appropriate and allowed by the Information Commissioner’s Office. If you wish to raise a request, please email privacy@justpads.co.uk
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This document in no way restricts your individual rights as defined in current legislation and where any conflict occurs, current legislation takes precedence.
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This privacy notice tells you what to expect us to do with your personal information.
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Our contact details
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What information we collect, use, and why
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Lawful bases and data protection rights
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Where we get personal information from
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How long we keep information
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Who we share information with
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How to complain
Contact details:
Post: Just Pads Ltd, Leatherhead, The Axis Centre, Cleeve Road, LEATHERHEAD, Surrey, KT22 7RD, GB
Telephone: 01372 700290
Email: privacy@justpads.co.uk
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What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
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Names and contact details
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Addresses
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Purchase or account history
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Payment details (including card or bank information for transfers and direct debits)
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Credit reference information
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Account information
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Website user information (including user journeys and cookie tracking)
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Call recordings
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Information relating to compliments or complaint
We collect or use the following information for the operation of customer accounts and guarantees:
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Names and contact details
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Addresses
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Payment details (including card or bank information for transfers and direct debits)
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Purchase history
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Account information, including registration details
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Information used for security purposes
We collect or use the following information for service updates or marketing purposes:
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Names and contact details
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Marketing preferences
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Call recordings
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Records of consent, where appropriate
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Social media username, and if your account is public, we will also receive information regarding your profile such as the content you provide, posts, followers, following, comments on your profile, bio and your online presence address
We collect or use the following information to comply with legal requirements:
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Name
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Contact information
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Financial transaction information
We collect or use the following information for recruitment purposes:
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Contact details (eg name, address, telephone number or personal email address)
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Date of birth
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National Insurance number
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Copies of passports or other photo ID
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Employment history (eg job application, employment references or secondary employment)
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Education history (eg qualifications)
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Right to work information
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Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
We collect or use the following personal information for dealing with queries, complaints or claims:
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Names and contact details
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Call recordings
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Customer or client accounts and records
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Financial transaction information
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Correspondence
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
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Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
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Consent - we have permission from you after we have given you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
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Contract – we must collect or use the information so we can enter into or carry out a contract with you. All your data protection rights may apply except the right to object.
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Legal obligation – we must collect or use your information so we can comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
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Public task – we must collect or use your information to conduct a task laid down in law, which the law intends to be performed by an organisation such as ours. All your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:
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Consent - we have permission from you after we have given you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
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Contract – we must collect or use the information so we can enter into or carry out a contract with you. All your data protection rights may apply except the right to object.
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Legal obligation – we must collect or use your information so we can comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
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Public task – we must collect or use your information to conduct a task laid down in law, which the law intends to be performed by an organisation such as ours. All your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
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Consent - we have permission from you after we have given you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information for legal requirements are:
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Consent - we have permission from you after we have given you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
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Contract – we must collect or use the information so we can enter into or carry out a contract with you. All your data protection rights may apply except the right to object.
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Legal obligation – we must collect or use your information so we can comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
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Public task – we must collect or use your information to conduct a task laid down in law, which the law intends to be performed by an organisation such as ours. All your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information for recruitment purposes are:
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Consent - we have permission from you after we have given you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
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Contract – we must collect or use the information so we can enter into or carry out a contract with you. All your data protection rights may apply except the right to object.
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Legal obligation – we must collect or use your information so we can comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
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Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
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Public task – we must collect or use your information to conduct a task laid down in law, which the law intends to be performed by an organisation such as ours. All your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
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Consent - we have permission from you after we have given you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
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Contract – we must collect or use the information so we can enter into or carry out a contract with you. All your data protection rights may apply except the right to object.
Where we get personal information from:
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Directly from you
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Previous employers
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Credit reference agencies
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Providers of marketing lists and other personal information
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Suppliers and service providers
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How long we keep information
Your personal data for marketing communications will be retained for a period of three years from the date of your last interaction with the marketing communication (i.e. opening an email or clicking on a link within the email) at which point all your personal details are removed from our systems.
Your personal data for social media will be retained for a period of two years and then delete it after the retention period has passed.
Where you tell us that you no longer wish to receive marketing messages from Just Pads Ltd, we will keep this information about you until you tell us otherwise. This is to ensure that we don’t send you any further marketing communications in error.
Who we share information with
Others we share personal information with
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Insurance companies
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Professional or legal advisors
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Financial or fraud investigation authorities
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Relevant regulatory authorities
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External auditors or inspectors
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Warranty and guarantee providers
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Professional consultants
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Organisations we’re legally obliged to share personal information with
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Debt collection agencies
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
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The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
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Privacy & Cookies
Cookies are small text files which are stored on your computer when you visit certain web pages. At Just Pads Ltd, we use cookies to understand how our sites are used which helps us to improve your overall online experience.
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Manage cookie preferences
Just Pads Ltd uses the following types of cookies on our websites:
Strictly necessary - These cookies are essential for our websites to work and without these cookies, some services you have asked for cannot be provided.
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Performance - These cookies are used to collect anonymous information about how you use our websites. This information is used to help us continually improve our websites and understand how effective our adverts are. You can opt-out of these cookies by managing your preferences above.
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Functionality - These cookies are used to provide services or remember settings to enhance your visit for example text size or other preferences. You can opt-out of these cookies by managing your preferences above.
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Personalisation - These cookies help us to show you the most relevant content based on your interaction with our website. You can opt-out of these cookies by managing your preferences above.
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Managing cookies - If you'd prefer to restrict, block or delete cookies from Just Pads Ltd, you can use your browser to do this. Each browser is different, so check the 'Help' menu of your particular browser to learn how to change your cookie preferences. If you choose to disable all cookies we cannot guarantee the performance of our websites and some features may not work as expected. You can also opt-out of cookies by managing your preferences above.
Changes to this privacy notice - We will keep this privacy notice under regular review and we will place any updates here.
Last updated: 5 September 2024