What information do we collect?
Your personal data
When we say your "personal data", we mean any information that identifies any person, that you provide to us when you contact us via the online contact form or when you book an appointment through the online webform or over the phone.
Information you provide – Your personal data includes the information you provide, or that you authorise someone else to provide, when you sign up for an account or sign up to receive our emails, or when you answer questionnaires or surveys, or during a support enquiry about you and/or your organisation. It also includes information you provide when you complete any forms which you submit to us (e.g. to authorise us to remotely login to your Imprint system).
Examples of this personal data include your name, your email address, contact and/or employee names; and any correspondence when you contact us. It could also include your bank account details and bank transaction details (if it identifies a person). It could also include details in any invoices you send to us (if they identify a person).
We do not collect or process special categories of personal data, as defined under GDPR.
Information we collect - We collect information about your website usage, to improve our service and to understand trends to enhance and customise content. Some of this data may be "personal data", where it identifies a person. Here's the information that we collect and how we use it:
We also monitor patterns of usage so that we can tailor any communications we may send you or advertising you may receive. For example, we may tailor your newsletter with information about product features that you haven't tried yet, instead of features that you use frequently.
What do we use your data for?
Contacting you for Customer care and ongoing business to business relationship purposes – We may use your data to contact you regarding quotations, sales meetings, product demonstrations, troubleshooting, support queries, invoicing, billing, software licensing and updates.
Contacting you for Marketing Purposes - We may use your personal data to contact you by email, fax, post, social media and/or telephone to let you know about our other Imprint MIS services, content, or product ranges which may be of interest to you. We will only use your data in this way where you have provided consent, we have legitimate business reasons for doing so, or where we are otherwise entitled by law to do so. If you would like us to stop providing you with such notifications, just contact us using the details below. Please note, this may take up to 3 working days to take effect. To stop receiving emails from Imprint MIS itself (for example a Newsletter), you should unsubscribe from the emails by clicking the ‘Unsubscribe’ button in the footer of any marketing emails we send.
Legal Requirements – We may use your personal data to comply with any legal obligations to which we are subject.
We shall periodically check that the personal data we store for you is accurate. If you would like to update the personal data we hold about you, please contact us at firstname.lastname@example.org with your request
Why do we use your personal data?
We collect and use your personal data for a variety of reasons. We need some data to enter into and perform our contract with you and provide you with access to Imprint MIS software – for example your contact details and other information requested during the Imprint MIS setup process. If you fail to provide such data we will be unable to provide our service to you.
Other information we collect because we have legitimate business interests, for example, in:
- Ensuring that we can onboard you as a customer and manage your account;
- Understanding how our customers use our products, services and websites;
- Understanding and responding to customer feedback;
- Researching and analysing the services our customers want;
- Improving our product and better understanding how our customers use it.
- In some circumstances we may process your personal data because it is required for compliance with a legal or regulatory obligation.
Who do we share your personal information with?
We do not share your personal information with any third parties. Your personal information is only used strictly for the business pursuits of Imprint MIS.
We utilise data processors such as MailChimp as communication distribution tools. The data stored in MailChimp is fully secured and never shared with any other businesses or individuals outside of Imprint.
How long do we store your data for?
We only store your data for as long as necessary for the purposes of processing set out in this policy. When your contract ends with Imprint we will hold on to any business records for the appropriate amount of time for us fulfil our legal obligation to do so. After this time information will be destroyed and erased by secure means.
If you are signed up to marketing communications and would like to unsubscribe, please email email@example.com
To ensure the integrity of our systems and your data, we utilise various technologies to continually take secure, encrypted backups. Data remains archived within these backups and these are maintained according to our defined two-year data retention policy, after which they are removed.
You can request a copy of your data at any time
You can also ask us for a copy of your personal data that we hold by contacting firstname.lastname@example.org
What are your rights?
Access to your personal data: You can ask us to confirm if we are processing your personal data and you may request a copy of your personal data by contacting email@example.com
Right to change or withdraw your consent: Where you have given us consent to make use of your personal data for any of the purposes outlined in this policy, you may withdraw that consent by contacting us using the details located at the bottom of this policy. If you wish to change your contact preferences or no longer wish to be contacted for marketing purposes, get in touch.
Right to Rectification: You may ask us to update out of date or inaccurate information we hold about you. To do so, please get in touch.
Right to Erasure: In certain circumstances you may ask us to erase your Personal Data. If you would like us to erase the personal data we hold about you, please get in touch, specifying why you would like us to do so.
Right to Data Portability: In certain circumstances you may ask us to provide you with the personal data that we hold about you in a structured, commonly used, machine readable form, or ask for us to send such personal data to another data controller. Contact us using our details below and explain your request and we will carry out the request in a timely manner.
Right to object: In certain circumstances you may object to our processing of your personal data. Please get in touch.
Right to restrict processing: You can ask us to restrict the processing of personal data we hold about you in certain circumstances. Please get in touch.
Make a complaint: You may make a complaint about our data processing activities to a supervisory authority. In the UK this is the Information Commissioner's Office (ICO). Further details can be found on their website at https://ico.org.uk.
If you want to manage or disable cookies for the Imprint MIS website or any other site, you can do it by changing your browser settings. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.
Security and data storage
We take security and privacy seriously. We will endeavour to take all reasonable steps to keep your personal and financial data secure once it has been transferred to our systems. We adopt appropriate, industry standard data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction.
Getting in touch
What is a Cookie?
A cookie is a small file, typically of letters and numbers, downloaded on to a device when the user accesses certain websites. Cookies allow a website to recognise a users device.
For more information on cookies visit www.allaboutcookies.org
What are the different types of cookies?
Session cookies - Allow websites to link the actions of a user during a browser session. They may be used for a variety of purposes such as remembering what a user has put in their shopping basket as they browse around a site. They could also be used for security. These session cookies expire after a brower session so would not be stored long term.
Persistent cookies - Are stored on a user's device in between browser sessions which allows the preferences or actions of the user across a site to be remembered.
First and Third Party Cookies - Whether a cookie is 'first' or 'third' party refers to the website domain placing the cookie. First party cookies in basic terms are cookies set by a website visited by the user. Third party cookies are cookies that are set by a domain other than the one being visited by the user.
If you are concerned about cookies and would like to disable their use then you can do this in your browser settings. Links are given for instructions on how to do this below:
If your browser is not listed then instructions can easily be obtained by searching for 'Managing cookies' followed by the name of your browser.