Pensord understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our customers and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Information About Us

Pensord Press, limited company, registered in England under company number 939885.

Registered address: Tram Road, Pontllanfraith, Blackwood, NP12 2YA

VAT number: 713590738

Data Protection Officer: Darren Coxon

Email address: darren.coxon@pensord.co.uk.

Telephone number: 01495 223721.

Postal Address: Tram Road, Pontllanfraith, Blackwood, NP12 2YA.

The following information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’. Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers. The personal data that we use is set out below.

Under the GDPR, you have the following rights, which we will always work to uphold:

a) The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions.

b) The right to access the personal data we hold about you.

c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. You can contact us using the details in this document.

d) The right to be forgotten, i.e., the right for your personal data to be deleted should we have no legitimate reason to continue holding it.

e) The right to restrict (i.e., prevent) the processing of your personal data. You have the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using to find out more.

f) The right to object to us using your personal data for a particular purpose or purposes.

g) The right to data portability. This means that you can ask us for a copy of your personal data held by us to re-use with another service or business in many cases.

h) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

We may collect some or all of the following personal data (this may vary according to your relationship with us):

• Name
• Address
• Email address
• Telephone number
• Business name
• Job title
• Payment information
• Information about your preferences

Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for one of the following purposes:

• Providing and managing your account.
• Supplying our products or services to you. Your personal details are required in order for us to enter into a contract with you.
• Personalising and tailoring our products and services for you.
• Communicating with you. This may include responding to emails or calls from you.
• Supplying you with information by email or post that you have opted-in to (you may unsubscribe or opt-out at any time by clicking the relevant link within an email or by sending us an opt-out request using the contact details in this document).

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone or post with information, news, and offers on our products or services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our Page 3 obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

• Data required for us to fulfil our contractual obligations will be held continually whilst we are trading with you / your company.
• Any information we hold for contacts with whom we are not currently trading will be monitored annually (provided that we have not received an opt-out request) and either deleted as appropriate or kept on file provided there is a legitimate interest.

We will only store your personal data in the UK. This means that it will be fully protected under the GDPR.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

• Limiting access to data for required processing with restricted access privileges to relevant personnel only.
• User access is managed via usernames and passwords. Passwords are required to be changed at regular intervals.
• Ensuring the integrity and security of our systems prevents external access to any data we hold on our internal servers via managed security protocols.
• Access to our site is restricted to authorised persons only via security locks and coded keypads. Any copies of paperwork (delivery notes, works instruction sheets and invoices) will be filed in accordance with audit requirements in designated areas that are securely locked.

We may share your personal data with other companies in our group with your permission.

We may sometimes contract with the following third parties to supply services to you on our behalf. In some cases, those third parties may require access to some or all of your personal data that we hold.

For the purpose of delivering printed material, it will be necessary to share contact details including names, addresses and where applicable, telephone numbers, with a third party contracted by us. We will only share details required to carry out the required delivery and we will only use companies on our approved supplier list that are also GDPR compliant.

If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in this document.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within a reasonable amount of time and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Donna Sutherland):

Email address: donna.sutherland@pensord.co.uk.

Telephone number: 01495 223721.

Postal Address: Tram Road, Pontllanfraith, Blackwood, NP12 2YA.

We may change this Data Protection/Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be made available on our company website (www.pensord.co.uk) or will be supplied upon request.

Data Security & Integrity

We have our IT Infrastructure controlled and monitored by and an external professional IT company.

This IT contract ensures we have around the clock protection using the latest anti-virus software.

We will also do everything we can to maintain the integrity of any data supplied to us by ensuring we use the latest software versions of all packages used withing our manufacturing processes and ensuring compatibility between functions and departments.

Sufficient quality checks are in place at all stages of our manufacturing process to ensure we identify any corruption or loss of data so that this is picked up and rectified as soon as is practicable.  We cannot 100% guarantee data compatibility and repeatability due to constant changes and upgrades to software packages however we will always work to achieve a 100% success rate.