This Policy explains when and why we collect personal information about people, how we use it, the conditions under which we may disclose it to others and how we keep it secure. It also tells you about your privacy rights and how the law protects you.
This Policy will be reviewed and updated from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, contacting us or working with us you’re agreeing to be bound by this Policy.
This policy was last updated on: 13/08/2021.
Any questions regarding this Policy and our privacy practices should be sent by email to firstname.lastname@example.org.
Brand Affiniti is a Bristol based Graphic Design company, providing full graphic design services to businesses. As we offer only B2B services, we will only collect a limited amount of personal data and will ask you to provide personal information only where it is necessary for the purposes of our services or for a legitimate business reason, such as improving our services and developing our business. Brand Affiniti is the data controller and responsible for your personal data. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us using the details set out below:
Our registered address is Brand Affiniti, 4 Cabot Way, Pill, Bristol, BS20 0HD.
Our email address is email@example.com.
Any communications relating to this policy should be marked for the attention of Greg Dodimead who is responsible for GDPR compliance.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
We use different methods to collect data from and about you including through:
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (but only as long as your interests and fundamental rights do not override those interests).
• Where we need to comply with a legal or regulatory obligation.
Generally we do not rely on consent as a legal basis for processing your personal data.
We do not currently send direct marketing communications to our clients or prospective clients but if we do so in the future we will always obtain your consent before doing so. You will have the right to withdraw consent to marketing at any time and we will remind you of that right if we do request your consent to direct marketing in the future.
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground
we are relying on to process your personal data where more than one ground has been set out in the table below:
|Type of Data
|Lawful basis for processing
including basis of legitimate
|To register you as a new customer
|Performance of a contract with you
|To process and deliver your order
(a) Manage payments, fees and
(b) Collect and recover money
owed to us
(e) Marketing and
|(a) Performance of a contract with
(b) Necessary for our legitimate
interests (to recover debts due to
|To manage our relationship with
you which will include:
(a) Notifying you about changes to
(b) Asking you for feedback
(including feedback on proposed
designs as well as feedback on the
(d) Marketing and
|(a) Performance of a contract with
(b) Necessary to comply with a
(c) Necessary for our legitimate
interests (to keep our records
updated and to study how
customers use our services
|To administer and protect
our business and this website
data analysis, testing, system
maintenance, support, reporting
and hosting of data)
|(a) Necessary for our legitimate
interests (for running our business,
provision of administration and
IT services, network security, to
prevent fraud and in the context of
a business reorganisation or group
(b) Necessary to comply with a
|To use data analytics to improve
our website, services, marketing,
customer relationships and
|Necessary for our legitimate
interests (to define types of
customers for our products and
services, to keep our website
updated and relevant, to develop
our business and to inform our
We hold your personal information on a secure CRM system (customer relationship management system).
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. Details of retention periods for different aspects of your personal data are available from us by contacting us.
We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.
We may pass your information to our preferred suppliers for the purposes of completing tasks and providing services to you on our behalf (for example to provide print, production of items designed by us for you). We will always check with you that you are happy for us to pass your information to the suppliers before doing so.
When we use third-party service providers, we disclose only the personal information that is necessary to enable them to deliver their services for you (usually limited to Identity and Contact Data).
Please be reassured that we will not release your information to third parties beyond Brand Affiniti for them to use for their own direct marketing purposes.
We work closely with various third-party product providers to bring you a range of quality and reliable products and services designed to meet the needs of our customers. We may pass your information to our preferred suppliers for the purposes of completing tasks and providing services to you on our behalf (for example to provide print, production of items designed by us for you). We will always check with you that you are happy for us to pass your information to the suppliers before doing so and we will disclose only the personal information that is necessary to enable them to deliver their services for you (usually limited to Identity and Contact Data).
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and
only permit them to process your personal data for specified purposes and in accordance with our instructions.
Some of our service providers (such as our IT and CRM system providers) are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.
Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
We will not use your personal information for marketing purposes by email, phone or text message. We will also not contact you for marketing purposes by post. If this was to change, however, you would have certain
legal rights to make choices about how we contact you and you would have a right to object to processing.
Under certain circumstances, you have rights under data protection laws in relation to your personal data. In particular, you have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data
you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing
on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may
demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy;
(b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have
objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note
that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date, please email us at firstname.lastname@example.org, or you can
You have the right to ask for a copy of the information we hold about you.
When you give us personal information, we take steps to ensure that it’s treated securely. Non-sensitive personal details (your email address etc.) are encrypted when transmitted over the Internet when using systems within our control (e.g. our website and our other hosted services like exchange email). However, if you submit information to us using a system outside our control (e.g. your personal email account) we cannot guarantee it to be 100% secure whilst in transit to us as it may be transmitted unencrypted across the internet.
In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and
they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We do not knowingly hold or collect any data relating to those 16 and under and ask that you do not submit any personal information to us if you fall into this category. If, however you do send us personal information and are aged 16 or under‚ please get your parent/guardian’s permission beforehand.
We keep this Policy under regular review. This Policy was last updated in February 2021.