Our Policies

Privacy policy

1.Introduction


  1. We are committed to safeguarding the privacy of our website visitors and service users.

  2. This policy applies where we are acting as a data controller with respect to the personal data of our website visitors and service users; in other words, where we determine the purposes and means of the processing of that personal data. 'personal data' means any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

  3. By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.

  4. In this policy, "we", "us" and "our" refers to Pro-Ad Ltd. For more information about us, see Section 12.

2.How we use your personal data

  1. In this Section 2 we have set out:

  1. The general categories of personal data that we may process;

  1. In the case of personal data that we did not obtain directly from you, the source and specific categories of that data;

  2. The purposes for which we may process personal data; and

  1. The legal bases of the processing.

  1. We may process data about your use of our website and services. The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our Google analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.

  1. We may process your personal account data when you register with us or send us a request through our website. The personal account data may include your name, telephone number and email address as well as your company name and address. The source of the personal account data is you or your employer. The personal account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is consent or our legitimate interests, namely the proper administration of our website and business, or the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

  2. We may process your information included in your personal profile on our website ("profile data"). The profile data may include your name, company name, job title, address, telephone number, email address. The profile data may be processed for the purposes of enabling and monitoring your use of our website and services. The legal basis for this processing is consent or our legitimate interests, namely the proper administration of our website and business or the performance of a contract between you and us and/or taking steps, at you request, to enter into such a contract.

  3. We may process your personal data that are provided in the course of the use of our services ("service data"). The service data may include your name, company name, job title, address, telephone number, email address, title and gender. The source of the service data is you or your employer. The service data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is consent or our legitimate interests, namely the proper administration of our website and business or the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

  4. We may process information contained in any enquiry you submit to us regarding goods and/or services ("enquiry data"). The enquiry data may be processed for the purposes of offering, marketing and selling relevant goods and/or services to you. The legal basis for this processing is consent or our legitimate interests, namely the proper administration of our website and business or the performance of a contract between you and us and/or taking steps, at your request.

  5. We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters ("notification data"). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is consent or the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

  1. We may process information contained in or relating to any communication that you send to us ("correspondence data"). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.

  2. We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

  3. We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.

  4. In addition to the specific purposes for which we may process your personal data set out in this Section 2, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

3.Providing your personal data to others

  1. We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims.

  2. We may disclose Name, Address, Telephone Number and Email Address to our suppliers or subcontractors (manufacturers and delivery agents) insofar as reasonably necessary for the completion of delivery of goods to our clients.

  3. Financial transactions relating to our services may be handled by our  payment services providers, (RBSIF and Cardnet). We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers' privacy policies and practices at:

  1. In addition to the specific disclosures of personal data set out in this Section 3, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

4.International transfers of your personal data

  1. In this Section 4, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).

  2. We have offices and facilities in only in the U.K.

  1. The hosting facilities for our website are also situated in the U.K. However, our email marketing software, Campaign Monitor, is situated in Sydney, Australia. We don’t actively share your personal data with them but the company has access to the data we are uploading on the software. You can find Campaign Monitor’s Privacy Policy here:

https://www.campaignmonitor.com/policies/#privacy-policy

  1. You acknowledge that personal data that you submit for publication through our website or services may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.

5.Retaining and deleting personal data

  1. This Section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

  2. Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or purposes.

  3. We will retain your personal data as follows:

Customers and Prospects

We will retain customer and prospect personal data indefinitely on our CRM system unless a person leaves the company or they remove their consent on our keeping their data. It is the contact’s/company’s responsibility to inform us that they are leaving their current position. We will remove the data from our CRM system within 48 hours from the time consent was removed/we were notified that the person left the company/ it comes to our attention that the person has left the company.

Customer personal data against invoices and order history have to be retained indefinitely by law.

Suppliers

We will retain supplier personal data indefinitely on our CRM system unless a person leaves the company or they remove their consent on our keeping their data. It is the contact’s/company’s responsibility to inform us that they are leaving their current position. We will remove the data from our CRM system within 48 hours from the time consent was removed/we were notified that the person left the company/ it comes to our attention that the person has left the company. Customer personal data against invoices and order history have to be retained indefinitely by law.

Employee and Recruitment Data

Record

Statutory Retention Period

Retirement Benefits Schemes

6 years from the end of the scheme year

Statutory Maternity Pay (calculations, certificates, medical evidence)

3 years after the end on the tax year in which the period ends

Wage/salary (overtime, bonuses, expenses)

6 years

National Minimum Wage

3 years after the end of the consequent pay reference period

Working hours

2 years after they are made

 

 

Record

Recommended Retention Period

Application forms and interview notes

6 months to a year

Assessments under health and safety regulations and records of consultations with safety representatives and committees

Permanently

HMRC approvals

Permanently

Money purchase details

6 years after transfer or value taken

Parental leave

Until child is 18 (birth/adoption)

 

Pension scheme investment policies

12 years from the ending of any benefit payable under the policy

Pensioners' records

12 years after end of benefit

Personnel files, training records (disciplinary records, working time records)

6 years after end of employment

Redundancy details, calculations of payments, refunds, notification to the Secretary of State

6 years after date of redundancy

Statutory Sick Pay records, calculations, certificates, self-certificates

at least 3 months after the end of the period of sick leave, but 6 years after the employment ceases advisable

Time cards

2 years after audit

Trade Union agreements

10 years after end

Works Council minutes

Permanently

  1. Notwithstanding the other provisions of this Section, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

6.Amendments to this Policy

  1. We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes to this policy.

6.3    We may notify you of changes to this policy by email.

7.Your rights

  1. In this Section, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

  2. Your principal rights under data protection law are:

  1. the right to access;

  1. the right to rectification;

  1. the right to erasure;

  1. the right to restrict processing;

  1. the right to object to processing;

  1. the right to data portability;

  1. the right to complain to a supervisory authority; and

  1. the right to withdraw consent.

  1. You have the right to request access to your personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.

  2. You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.

  1. In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.

  2. In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.

  3. You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the

legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

  1. You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.

  2. You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

  3. To the extent that the legal basis for our processing of your personal data is:

  1. consent; or

  1. that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract,

and such processing is carried out by automated means, you have the right  to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

  1. If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. In the UK this will be the Information Commissioner’s Office (ICO).

  2. To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

  3. You may exercise any of your rights in relation to your personal data in writing to us at our registered office address.

8.About cookies

  1. A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

  1. Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

  2. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

9.Cookies that we use

  1. We use cookies for the following purposes:

  1. Authentication - we use cookies to identify you when you visit our website and as you navigate our website.

  2. Status - we use cookies to help us to determine if you are logged into our website.

  3. Personalisation - we use cookies to store information about your preferences and to personalise the website for you.

  4. Security - we use cookies as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally.

  5. Analysis - we use cookies to help us to analyse the use and performance of our website and services.

  6. Cookie consent - we use cookies to store your preferences in relation to the use of cookies more generally.

10.Cookies used by our service providers

  1. Our service providers use cookies and those cookies may be stored on your computer when you visit our website.

  2. We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website

Google’s privacy policy is available at: https://www.google.com/policies/privacy/.

11.Managing cookies

  1. Most browsers allow you to refuse to accept cookies and to delete cookies. You can however obtain up-to-date information about blocking and deleting cookies via these links:

    1. https://support.google.com/chrome/answer/95647?hl=en (Chrome);

  1. https://support.mozilla.org/en-US/kb/enable-and-disable-cookies- website-preferences (Firefox);

  2. http://www.opera.com/help/tutorials/security/cookies/ (Opera);

  1. https://support.microsoft.com/en-gb/help/17442/windows-internet- explorer-delete-manage-cookies (Internet Explorer);

  2. https://support.apple.com/kb/PH21411 (Safari); and

  1. https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and- privacy (Edge).

  1. Blocking all cookies will have a negative impact upon the usability of many websites. If you block cookies, you will not be able to use all the features on our website.

12.Our Company Details

  1. Our website is owned and operated by Akiko Design Ltd.

  1. We are registered in England and Wales under registration number 1621791, and our registered office is at Claremont House, 25 North Place, Morpeth, Northumberland, NE61 1DF

  2. Our principal place of business is at Claremont House 25 North Place, Morpeth, Northumberland, NE61 1DF

  3. You can contact us:

  1. by post, to the postal address given above;

  1. [using our website contact form];

  1. by telephone, on the contact number published on our website

  1. by email, using the email address solutions@proad.co.uk

14.Data protection responsible individual

  1. Our    data    protection    responsible    individual’s     contact    details    are:

eleni@proad.co.uk

.

 

Environmental, Socially Responsible and Ethical Purchasing Policy

 

Pro-Ad’s success in the promotional merchandise sector relies on responsible behaviour and good corporate citizenship. One of these responsibilities is the maintenance of high standards of supplier relationships and environmental and social standards within the supply chain.

This policy applies to all suppliers and supplier relationships of Pro-Ad Limited

The policy sets minimum standards across three areas, these are: supplier employment conditions; supplier environmental impacts and the Pro-Ad purchasing process.

The application of this policy requires effective training, implementation, risk assessment and audit.

Pro-Ad and its suppliers will take steps to ensure that relevant people are provided with appropriate training and guidelines to support the communication of the policy.

Pro-Ad will communicate and promote the policy internally and externally to all relevant stakeholders.

Suppliers are required to promote the policy to their own staff

Suppliers are required to promote the policy to their subcontractors.

 

Section 1 - Supplier employment commitments

These are the commitments we expect from all our suppliers across all divisions:

1.1 – We will not engage in or support the use of child labour

1.2 – We will ensure that employment is freely chosen

1.3 – We will ensure that all employees have the right to free assembly

1.4 - We will ensure that workers are provided with a safe and healthy work environment

1.5 – We will not discriminate against any worker on any grounds

1.6 - We will not engage in or support the use of corporal punishment, mental, physical, sexual or verbal abuse.

1.7 – We will pay employees a living wage

1.8 – We will ensure that working hours are not excessive

 

Section 2 – Supplier environmental commitments

These are the commitments we expect from all our suppliers across all divisions:

2.1 – We will comply with all applicable national environmental legislation

2.2 – We will effectively manage our environmental performance to minimise our negative environmental impacts

2.3 – We will continually work to minimise the amount of waste we produce

2.4 – Where possible we will move towards the use of renewable materials and biodegradable substances

 

Section 3 – Pro-Ad purchasing process – ethical standards

These are the commitments we expect from all purchasing staff across all divisions:

3.1 – We will maintain the highest business ethics in all our dealings with current or potential suppliers

3.1 We will actively promote and practice responsible financial behaviour throughout our supply chain.