Privacy Policy
The Safety Letterbox Company Limited is committed to preserving the privacy of all visitors to our website at www.safetyletterbox.com. This Privacy Policy outlines how we collect, use, and protect the information that you provide to us, in line with GDPR guidelines.
Controller
The Data Controller is The Safety Letterbox Company Ltd of Unit B Milland Industrial Estate, Neath, West Glamorgan, United Kingdom, SA11 1NJ. If you have any questions about this privacy notice or wish to exercise your legal rights, please contact our Data Protection Officer (DPO) by emailing [email protected]. We are committed to addressing your concerns; however, you have the right to file a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection issues, at www.ico.org.uk.
Your duty to inform us of changes
It is crucial that the personal data we hold about you is accurate and up-to-date. Please inform us of any changes to your personal data by contacting us at [email protected].
Third-party links
Our website may contain links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy policies. When you leave our website, we encourage you to review the privacy notice of every website you visit.
Information We Collect About You
Personal data refers to any information about an individual from which that person can be identified. We may collect, use, store, and transfer different kinds of personal data about you, including:
– Identity Data: First name, last name, username or similar identifier, title, date of birth.
– Contact Data: Billing address, email address, telephone numbers.
– Transaction Data: Details about payments to and from you, and other details of products and services you have purchased from us.
– Technical Data: Internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
– Profile Data: Username and password, purchases or orders made by you, your interests, preferences, feedback, and survey responses.
– Usage Data: Information about how you use our website, products, and services.
We 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.
We do not collect any Special Categories of Personal Data or information about criminal convictions and offenses.
Failure to Provide Personal Data
If you fail to provide personal data when requested, which is necessary to perform a contract with you or comply with a legal obligation, we may not be able to fulfil the contract. In such cases, we may have to cancel a product or service, but we will notify you if this occurs.
How We Collect Your Personal Data
We use different methods to collect data from and about you, including:
– Direct Interactions: You may provide Identity and Contact Data by filling in forms or corresponding with us by post, phone, email, or otherwise.
– Automated Technologies or Interactions: As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions, and patterns through cookies and other similar technologies.
– Third Parties or Public Sources: We may receive personal data about you from various third parties and public sources, such as credit reference agencies, HMRC, and publicly available directories.
Use of Your Information
We will only use your personal data when the law allows us to. The most common circumstances include:
– 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 (or those of a third party) and your interests and fundamental rights do not override those interests.
– Where we need to comply with a legal obligation.
The table below outlines how we use your personal data, the legal basis for processing, and our legitimate interests where applicable:
| Purpose/Activity | Type of data | Lawful Basis for Processing, Including Basis of Legitimate Interest |
| To register you as a new customer | Identity, Contact | Performance of a contract with you |
| To process and deliver your order, including managing payments, fees, and charges, and collecting and recovering money owed to us | Identity, Contact, Transaction | Performance of a contract with you; necessary for our legitimate interests (to recover debts due to us) |
| To manage our relationship with you, including notifying you about changes to our terms or privacy policy | Identity, Contact, Profile | Performance of a contract with you; necessary to comply with a legal obligation; necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services) |
| To administer and protect our business and this website, including troubleshooting, data analysis, testing, system maintenance, support, reporting, and hosting of data | Identity, Contact, Technical | 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 restructuring exercise); necessary to comply with a legal obligation |
| To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you | Identity, Contact, Profile, Usage, Technical | Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business, and to inform our marketing strategy) |
| To use data analytics to improve our website, products/services, marketing, customer relationships, and experiences | Technical, Usage | 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 marketing strategy) |
| To make suggestions and recommendations to you about goods or services that may be of interest to you | Identity, Contact, Technical, Usage, Profile | Necessary for our legitimate interests (to develop our products/services and grow our business)Promotional offers from us |
Promotional Offers from Us
We may use your Identity, Contact, Technical, Usage, and Profile Data to form a view on what products, services, and offers may be relevant to you. You will receive marketing communications from us if you have requested information from us or purchased goods or services and you have not opted out of receiving such marketing.
Disclosures of Your Personal Data
We may share your personal data with the following parties for the purposes outlined above:
– Payment services providers
– Financial institutions
– Our legal or other professional advisers, auditors, and actuaries
– Law enforcement agencies
– Organisations that provide services to us
– Credit reference agencies
– Market research organisations
– Third parties in connection with a business sale, transfer, or merger
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. Our third-party service providers are not permitted to use your personal data for their own purposes and may only process it for specified purposes in accordance with our instructions.
Cookies
You can set your browser to refuse all or some browser cookies or to alert you when websites set or access cookies. Please note that if you disable or refuse cookies, some parts of our website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy.
Change of Purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason that is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and explain the legal basis that allows us to do so. Please note that we may process your personal data without your knowledge or consent where required or permitted by law.
International Transfers
We do not transfer your personal data outside the European Economic Area (EEA).
Security
We implement robust security measures to protect your personal information from unauthorised access, unlawful processing, accidental loss, destruction, and damage. These measures include but are not limited to encryption, access controls, regular security audits, and secure data storage systems. Access to your personal data is restricted to employees, agents, contractors, and other third parties who have a legitimate business need to know. They are only authorised to process your personal data on our instructions and are subject to a strict duty of confidentiality.
We also maintain procedures to promptly address any suspected personal data breaches. In the event of a data breach, we will notify you and any applicable regulatory authorities, such as the Information Commissioner’s Office (ICO), as required by law. We continually review and update our security practices to ensure that your data is protected in accordance with the latest industry standards and legal requirements.
Data Retention
We will retain your personal information for as long as necessary to fulfil the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements. Typically, we will retain your data for the duration of your account with us and for a period of six years after your account is closed.
In some circumstances, we may retain your information for a longer period if required by law, or if necessary to exercise or defend legal claims. Additionally, we may retain anonymised transactional history for statistical research, analysis, and reporting purposes. Where data is retained for these reasons, it will be securely stored and subject to regular reviews to ensure it is still necessary to retain it.
Your Legal Rights
Under certain circumstances, you have the following rights under data protection laws in relation to your personal data:
– Right to be informed: You have the right to be informed about the collection and use of your personal data. This is why we provide you with this privacy notice.
– Right to request erasure: You have the right to request the deletion of your personal data where there is no compelling reason for its continued processing. However, this right is not absolute and may not apply in situations where we are required to retain your data to comply with legal obligations or to defend or exercise legal claims.
– Right to access: You have the right to request access to your personal data. This allows you to receive a copy of the data we hold about you and verify that we are processing it lawfully.
– Right to object: You have the right to object to the processing of your personal data where we are relying on legitimate interests as the lawful basis for processing, where we are processing your data for direct marketing purposes, or where we are processing your data for statistical purposes.
– Right to request restriction of processing: You have the right to request that we suspend the processing of your personal data in certain scenarios, such as if you contest the accuracy of the data or if you have objected to our use of your data and we are verifying whether we have overriding legitimate grounds to continue using it.
– Right to request data portability: You have the right to request the transfer of your personal data to you or a third party in a structured, commonly used, machine-readable format. This right applies only where we are processing your data based on your consent or for the performance of a contract, and the processing is carried out by automated means.
– Right to withdraw consent: If we are processing your personal data based on your consent, you have the right to withdraw that consent at any time. Please note that withdrawing your consent will not affect the lawfulness of processing based on your consent before its withdrawal. If you withdraw your consent, we may not be able to provide certain products or services to you, and we will inform you if this is the case.
If you wish to exercise any of these rights, please contact us using the contact details provided in this privacy notice.
Fees
You will not have to pay a fee to access your personal data or to exercise any of your other rights. However, we may charge a reasonable fee if your request is manifestly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What We May Need From You
To help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights), we may need to request specific information from you. This security measure is designed to ensure that personal data is not disclosed to anyone who has no right to receive it. We may also contact you for further information to expedite our response to your request.
Time Limit to Respond
We aim to respond to all legitimate requests within one month. However, if your request is particularly complex or if you have made multiple requests, it may take us longer to respond. In such cases, we will notify you and keep you updated on the progress of your request.
These updates ensure that The Safety Letterbox Company’s Privacy Policy aligns with the latest UK GDPR guidelines, emphasising data security, retention, and users’ rights.