Privacy Policy

Introduction
The processing of your personal data is carried out by Engage Creative & Marketing Ltd. We respect your privacy and are committed to maintaining the security of your personal information. This policy outlines how and why we collect and use personal data. We want to ensure you are informed and in control of your data. Please be assured that we will never sell your personal data, and will only ever share it with third parties where we have your permission and/or where it is necessary for us to full a contract or service obligation.

If you have any questions about this policy or how we use your personal data, please contact us by email at steve@engagecreative.co.uk

Data we collect
We collect personal data provided by you. This includes information that is necessary to support the products and services we offer as well as administration and invoicing. We collect personal details (name, address, email address, telephone etc) when you have made and enquiry or placed an order.
We collect financial information (payment information) when you set up a trading account or request a proforma invoice (credit & debit card information is destroyed immediately after transaction)
We collect information about the products and services you have enquired about or purchased.
All the data we collect is contained on Intuit Quickbooks accounting software, as well as any CMS or E.commerce system we have worked on or created on your behalf. full details on request.

How we use your information
When we collect your data, we will only use your personal data in ways you have given us permission to do so. We may also use your data in order to: enter into, or perform, a contract with you; comply with a legal duty; to protect the vital interests of the data subject or of another natural person; for our own (or a third party’s) lawful interests, provided your rights don’t override these.
There may be occasions where we want to contact you about something that you have not explicitly signed up for. We will only do this if you have given your consent for us to contact you about similar products and services, or if the communication is for a closely related purpose.

Administration
We collect and use personal data for administrative purposes in order to help us carry out the services we offer. Including: receiving enquires, orders, artwork, direct debits, direct debit confirmations or other payment confirmations. maintaining contact databases of our customers, their enquiries and purchases and contact permissions. performing our obligations to fulfil customer contracts fulfilling orders, or for other services (placed online, over the phone or in person). helping us respect your choices and preferences. For example, if you ask us not to send you information, we’ll keep a record of this so that we know not to contact you again. Sometimes we will need to contact you, regardless of any contact preferences you may have specified. This will only ever be for essential communications in order to fulfil our promises to you as a customer, or buyer of goods or services from Engage Creative & Marketing Ltd.

Disclosing and sharing data
We will never sell your personal data. We may share personal data with suppliers who provide us with services. For example, in order to process an order that requires a mailing solution, your name and address will be shared with our selected fulfilment house, who will print and post your order on our behalf. However, these activities will be carried out under a contract which imposes strict requirements on our supplier to keep your information confidential and secure.

Marketing
We use personal data to communicate with you to promote the work we do and services we offer. This includes keeping you up to date with our news (business, products and offers) As with other communications, we will only contact you if you’ve told us you’d like to hear from us about this sort of activity. You can unsubscribe from receiving marketing communications at any time. We also collect information about how you respond to our communications. This helps us identify things you are interested in, and may affect how we communicate with you in the future,

Information we generate
We conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing your interests and involvement with our business, we are able to build a pro le which helps us know/understand which of our communications are likely to interest you. Please see below under ‘Research and pro ling’ for more information about how we use information for pro ling and targeted marketing.

Information from third parties
We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.

Research and profiling
We evaluate, categorise and pro le personal data to help us tailor products, services and communications to help prevent unwanted communications from filling up your inbox. This also helps us understand our customers and make improvements to our business and services. This section explains how and why we use personal data to understand our customers, improve our relationships, client’s needs and expectations and provide a better all-round customer experience.

Internal research and analysis
We carry out research and analysis on our customers, to determine the success of our communications, better understand our client’s needs and identify patterns and trends. This helps inform our approach and make Engage Creative & Marketing Ltd stronger and more effective organisations helping towards giving our clients effective solutions.

Client Supplied Mailing lists
For some print work our clients may supply Engage Creative & Marketing Ltd with mailing lists containing names, and addresses for postal fulfilment. Client supplied mailing lists and CSV files are stored in an encrypted folder until printing is processed. Once the order is completed, printed and delivered any client supplied mailing lists or associated print processing files are deleted and not kept on our server. For any outsourced mailing fulfilment please obtain the Mailing House privacy policy. Available on request. No mailing lists supplied to Engage Creative & Marketing Ltd are ever shared, or redistributed.

DIGITAL / WEBSITES / HOSTING
Engage Creative & Marketing Ltd Servers and Data Processing.
We act only as a data processor regarding the personal identifying information that a client collects from it’s customers, where a client is a consumer of the products and services we use and provide. The client of each hosted website is responsible for their own privacy policies, data processing and ensuring cookie notices required by law are in place on their website. Not all Cookies require notices, for example cookies required to serve as part of function on a website, or enhance a feature (e.g like storing saved cart data on e-commerce websites). A notice is required if cookies that are used store personal data, or are used to track you across the internet, and record behaviour activity (think websites with Adwords, or use external services present on a clients domain). We will advise our Clients if such Cookies should require a notice, and action accordingly the development work required on a clients request. More information can be obtained on the ICO website about cookies and the law. Engage Creative & Marketing Ltd automates encrypted backups of our hosting servers strictly for maintenance purpose, server backups are retained for no more than 4 weeks before being securely destroyed. Server Backups can only be accessed from an authorised computer paired with encrypted SSH keys. We use Ionos (1&1) VPS, Cloud Servers as part of our infrastructure to host clients and external backups, and authorised access requires 2 factor authentication Server backups & website databases containing sensitive data are NOT stored on Engage Creative & Marketing Ltd local server systems. More information Digital Oceans own Data Processing Agreement. Data processing contact forms on hosted client websites Form input data is stored on a dedicated website databases. Data is transmitted over a secure encrypted SSL connection established on the client website.
Data can only be accessed by an authorised admin, or an authorised users of development computers at Engage Creative & Marketing Ltd using paired SSH encryption keys. Explicit access to the external server/database ports are blocked from external connection to strengthen security against brute force and unauthorised access.
How do we handle delete instructions from customers?Engage Creative & Marketing Ltd don’t automate deletion of this data, clients have the ability to remove or delete customers personal identifying information stored by their website, from enquiry forms, or user logins on their websites Control Panel. This action can not been configured for bulk, or automated deletion and must be done manually. At the Client’s request, Engage Creative & Marketing Ltd can process a bulk deletion of retained data containing personal information. If Passwords are forgotten, a password change can be actioned by another authorised admin account or Engage Creative & Marketing Ltd developer.

Third Parties and access to data.
Third parties and authorised users with access to a copy of the website files are not authorised to directly access the live database, where Engage Creative & Marketing Ltd can’t maintain predictable outcomes. Authorised Third Parties must work in their own secure development environment and with no more than a stripped copy of the database where personal identifying data is not present. Where a client authorises unrestricted admin access to their website control panel, Engage Creative & Marketing Ltd can not be responsible. It is advised that any third parties a clients requests to have access to such data, that a clients performs their own vetting of the contractors, ensuring they have their own Privacy Policies in place, protected with business insurance, and encrypt their own data in a secure way.

COOKIES
What is a cookie?
A cookie is a small text le that is downloaded onto ‘terminal equipment’ (eg a computer or smartphone) when the user accesses a website. It allows the website to recognise that user’s device and store some information about the user’s preferences or past actions. Cookies allow websites and applications to store your preferences in order to present content, options or functions that are specific to you.

Complaints
If you are unhappy about how we have used your data, you can complain to the Engage Creative & Marketing Ltd by contacting us at steve@engagecreative.co.uk If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Of ce which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk Notification of changes to this Privacy Policy We reserve the right to amend this Privacy Policy at any time. Notice of any change will be posted on our website and will be deemed effective upon publication.