Privacy Policy

Mailcoms Ltd (“We”) are committed to protecting and respecting your privacy. This policy (together with our terms and conditions https://www.mailcoms.co.uk/terms-and-conditions/ any other documents referred to in it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting www.mailcoms.co.uk you are accepting and consenting to the practices described in this policy. For the purpose of the EU General Data Protection Regulation (GDPR), the data controller is Mailcoms Ltd. We are a limited company registered in England and Wales (company number 05884771), and our address for correspondence is: Mailcoms Ltd, Units 6-8 Primary Point, Progress Drive, Cannock, Staffordshire, WS11 0JF.

Information We Collect From You

We will collect and process the following data about you:

– Information you give us. This is information about you that you give us by filling in forms on our website www.mailcoms.co.uk (our website) or by corresponding with us by phone, e-mail or otherwise. It includes information you provide when you register to use our website, subscribe to our service, search for a product, place an order on our website, enter a competition, promotion or survey, view videos, read articles and when you report a problem with our website. The information you give us may include your name, address, date of birth, e-mail address and phone number, financial and credit card information, personal description and photograph.

– Transactions are handled entirely by our payment processors, who specialise in processing online payments for card payments and Direct Debit. Our payment processors are Stripe (https://stripe.com/payment-terms/legal) and PayPal. Customers provide sensitive/credit information (credit card details, financials, etc.) to our payment processors. Consequently, your sensitive/credit information will not be stored on our servers. Stripe has its own privacy policy – please see (https://stripe.com/gb/privacy). PayPal has its own privacy policy at https://www.paypal.com/en/webapps/mpp/ua/privacy-full. Mailcoms Ltd may take card details over the phone but once manual card payments have been processed all card details are destroyed and not retained by Mailcoms Ltd or on any of our servers. Direct Debits with Mailcoms Ltd are handled via ‘GoCardless’. GoCardless has its own privacy policy at: https://gocardless.com/legal/privacy/ Mailcoms Ltd may retain direct debit bank details on our local storage but will not be shared outside Mailcoms Ltd or our Direct Debit payment provider GoCardless.

– Information we collect about you. With regard to each of your visits to our website, we make use of third-party Google Analytics Cookies which are there so that we can provide an enhanced user experience to our users. We will automatically collect the following information:

– Your name and contact information (including e-mail address) and any other contact details you provide to us when you submit a query via this website;

– information you provide if you report a problem with this website;

– records of any correspondence when you contact us;

– technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, browser plug-in types and versions, operating system and platform;

– information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our website (including date and time), products you viewed or searched for, your buying habits, your social media profile, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page and any phone number used to call our customer service number.

– Information we receive from other sources. This is information we receive about you if you use any of the other websites we operate or the other services we provide. In this case we will have informed you when we collected that data if we intend to share those data internally and combine it with data collected on this website. We will also have told you for what purpose we will share and combine your data. We will never purchase or sell such information, but we are working closely with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies). We will notify you when we receive information about you from them and the purposes for which we intend to use that information.

Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our website. For detailed information on the cookies we use and the purposes for which we use them see our Cookie policy.

Uses Made Of The Information

We use information held about you in the following ways:

– Information you give to us. We will use this information:

– to carry out our obligations arising from any contracts entered into between you and us and to provide you with the information, products and services that you request from us;

– to provide you with information about other goods and services we offer that are similar to those that you have already purchased or enquired about;

– to provide you, or permit selected third parties to provide you, with information about goods or services we feel may interest you. If you are an existing customer, we will only contact you by electronic means (e-mail or SMS) with information about goods and services similar to those which were the subject of a previous sale or negotiations of a sale to you. If you are a new customer, and where we permit selected third parties to use your data, we (or they) will contact you by electronic means only if you have consented to this. If you do not want us to use your data in this way, or to pass your details on to third parties for marketing purposes, please notify us by email on info@mailcoms.co.uk;

– to notify you about changes to our service;

– to ensure that content from our website is presented in the most effective manner for you and for your computer.

– Information we collect about you. We will use this information:

– to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;

– to monitor and improve our website to ensure that content is presented in the most effective manner for you and for your computer;

– to allow you to participate in interactive features of our service, when you choose to do so;

– as part of our efforts to keep our website safe and secure;

– to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;

– to make suggestions and recommendations to you and other users of our website about goods or services that may interest you or them.

– Information we receive from other sources. We will combine this information with information you give to us and information we collect about you. We will use this information and the combined information for the purposes set out above (depending on the types of information we receive).

Disclosure Of Your Information

You agree that we have the right to share your personal information with:

– Any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.

– Selected third parties including:

– business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you;

– advertisers and advertising networks that require the data to select and serve relevant adverts to you and others. We do not disclose information about identifiable individuals to our advertisers, but we will provide them with aggregate information about our users (for example, we may inform them that 50 companies have clicked on their advertisement on any given day). We may also use such aggregate information to help advertisers reach the kind of audience they want to target (for example, companies in SW1). We may make use of the personal data we have collected from you to enable us to comply with our advertisers’ wishes by displaying their advertisement to that target audience;

– analytics and search engine providers that assist us in the improvement and optimisation of our website;

– credit reference agencies for the purpose of assessing your credit score where this is a condition of us entering into a contract with you.

– We will disclose your personal information to third parties:

– In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.

– If Mailcoms Ltd or substantially all of its assets are acquired by a third-party, in which case personal data held by it about its customers may be one of the transferred assets.

– If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use https://www.mailcoms.co.uk/terms-and-conditions/ or terms and conditions of supply https://www.mailcoms.co.uk/terms-and-conditions/ and other agreements; or to protect the rights, property, or safety of Mailcoms Ltd, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

– We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

Where We Store Your Personal Data

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. This includes staff engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented: We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries. Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries. Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US. For further details, see European Commission: EU-US Privacy Shield. All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted with SSL (Secure Socket Layer) encryption. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, including testing of our website for any security vulnerabilities, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. Object to processing of your personal data where we are relying on a legitimate interest (or those of a third-party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms. Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. Request the transfer of your personal data to you or to a third-party. We will provide to you, or a third-party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. If you wish to exercise any of the rights set out above, please contact us at info@mailcoms.co.uk. You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third-party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data, following the opt out links in any marketing communication sent to you or by contacting us at info@mailcoms.co.uk. Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites. We will never use your personal information for any other purposes other than those stated above. If we would like to use your personal information for any other purpose than those stated above, we will contact you to ask for your consent before doing so.

How Long Will You Use My Personal Data For?

By law we have to keep basic information about our customers (including contact, identity, financial and transaction data) for six years after they cease being customers for tax purposes. In some circumstances you can ask us to delete your data: see Request erasure above, for further information. In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Changes to our privacy policy

Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to info@mailcoms.co.uk.