Privacy Policy

Welcome to printmate's Privacy Policy. printmate respects your privacy and is committed to protecting your personal data.

1. Introduction

This privacy policy explains how printmate GmbH uses your personal data when you visit our website, interact with us and buy our goods and services.

It also tells you about your privacy rights and how you are protected by the law.

It is important that you read this Privacy Policy, together with any other privacy policies we may make available to you, so that you are aware of how and why we use your information.

This Privacy Policy was last updated on 24 May 2018 and earlier versions can be obtained by contacting us. If you have any questions or would like to exercise your privacy rights, please follow the instructions in this Privacy Policy. See below "How to contact printmate about privacy matters".

2. Our website and printmate GmbH

Our website at printmate.co.uk sells print products and services aimed at business users. This website is not intended for children and we do not knowingly collect data relating to children.

The responsible party according to Art. 4 EU-DSGVO is:

printmate GmbH

Miraustr. 27-29

13509 Berlin

service@printmate.de

printmate GmbH is the data controller responsible for this website and all handling of personal data carried out by or on behalf of printmate.

The legal basis for data processing is Art. 6 (1) a) and Art. 7 EU-DSGVO for consents, Art. 6 (1) b) EU-DSGVO for the fulfilment of services and performance of contractual obligations, Art. 6 (1) c) EU-DSGVO for the fulfilment of legal obligations and Art. 6 (1) f) EU-DSGVO for the protection of legitimate interests.

3. Personal data we collect about you

Personal data or personal information is any information about a person by which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We collect a range of information about our customers and visitors to the printmate website. This personal data falls into the following categories:

Identity data: includes title, first name, last name, username or similar identifier and an encrypted version of your login details or password. If you interact with us via social media, this may include your social media username.

Contact information: includes billing address, shipping address, email address and phone numbers.

Financial data: includes payment card details.

Transaction data: includes details of payments to and from you and other details of the products and services you have purchased from us.

Profile data: includes your username and password, purchases or orders you have made, preferences, feedback and survey responses, and profile data we have added (for example, using analytics or profiling).

Technical data: includes Internet Protocol (IP) address, your login details, browser type and version, time zone and location settings, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

Usage data: includes information about how you use our website, products and services.

Tracking data: includes information that we or others collect via cookies and similar tracking technologies, such as web beacons, pixels and mobile identifiers.

Marketing and communications data: includes your preferences for receiving direct marketing from us and from our third party companies and your communications preferences.

We also collect, use and transfer aggregate data, such as statistical or demographic data, for various purposes. Aggregated data may be derived from your personal data, but is not legally considered personal data because it does not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate the percentage of users who access a particular feature of the website.

However, if we combine or link aggregated data with your personal data so that you can be directly or indirectly identified, we will treat the linked data as personal data used in accordance with this Privacy Policy.

We do not collect special categories of personal data about you (this includes information about your ethnic origin, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). We also do not collect information about criminal convictions and offences. If you use any of these types of personal data on products that you design or create on printmate.co.uk, we will not be able to collect any information about them. We treat all personal data contained in designs or products as ordinary personal data.

Please note that we may not be able to provide you with the products and services you request if you choose not to provide us with personal information or refuse to consent to be contacted.

4. How is your personal data collected?

We use various methods to collect data from or about you, including the following:

Direct interactions. You may provide us with your identity, contact and financial information by filling in forms or communicating with us by post, telephone, email or via chat or social media.

This includes personal information you provide when you:

• Sign up to receive a printmate newsletter

• Make enquiries or request information to be sent to you

• Create an account on our website

• Create designs for products on our website

• Order our products or services

• Request that samples or promotional material be sent to you

• Connect with us on social media

• Take part in a competition, promotional event or survey

• Contact customer service

• Provide comments or reviews about our products and services.

Automated technologies or interactions. When you interact with us through the printmate.co.uk website, we may automatically collect technical data about your equipment and about your browsing actions and patterns. We may also collect tracking data when you use our website or when you click on one of our ads (including ads displayed on third party websites).

Third party sources or publicly available sources. We may receive personal data about you from various types of third parties, such as:

• Technical and/or tracking data from analytics service providers, advertising networks and information search service providers.

• Contact, financial and transaction data from payment service providers and fraud prevention service providers

• Identity and contact data from data partners

• Data from third parties where they are permitted by law or have your consent to share your personal data with us, such as through social media sites or review sites.

5. How we use your personal data

We will only use your personal data where we are permitted to do so by law. Most commonly, we will use your personal data in the following circumstances:

When we need to perform the contract we are entering into or have entered into with you. For example, a contract is formed when you buy our products.

When it is necessary because of our legitimate interests (or the interests of a third party) and your interests and fundamental rights do not override those interests. For example, when we conduct fraud screening as part of our check-out process.

Where we need to comply with legal or regulatory obligations. For example, recording our sales to meet tax obligations.

Generally, we do not rely on your consent as a legal basis for processing your personal data, except where required by law, for example in relation to sending certain communications as part of direct marketing. If our legal basis is your consent, you have the right to withdraw your consent at any time.

See the explanation of the legal basis on which we process personal data for more information about the types of legal basis we rely on to process your personal data.

6. Explanation of the legal bases on which the processing of personal data is based.

This table here shows you a description of all the ways in which we intend to use your personal data and notes which legal bases we rely on to do so. We have also indicated, where applicable, what our legitimate interests are. Please note that depending on the specific purpose for which we use your personal data, we may also process your personal data for multiple legitimate reasons.

We do not use automated decision making.

If you have any questions about this, you only need to ask. See below How to contact printmate about data protection issues.

7. Advertising, marketing and your communication preferences

We may use your identity, contact, technical, tracking, usage and profile data to help us understand what you might want or need, or what might be of interest to you. In this way, we decide which products, services and offers may be relevant to you and inform you about them. This is what we call direct marketing.

We may send direct mail by email, phone, text message or post. For example, you might receive a printmate newsletter by email or a great promotional offer might land on your doormat.

On our website, we always try very hard to be really clear about what we do and what communications we send you, whether you decide to subscribe to a printmate newsletter or as part of the account creation or shopping process. You have the right to change your mind and say "no, thank you" and unsubscribe at any time. The easiest way to unsubscribe is to use the unsubscribe link at the bottom of the message.

Of course, there are many different ways in which you will see advertisements for printmate in different places, and not all of them rely on the use of personal data - sometimes we just buy advertising space in the real world and on websites and social media the good old fashioned way. When you see printmate ads on websites and social media, they may not be directed at you specifically, but we may simply have placed a bid for the ad space. However, below are some of the things we may do specifically directed at you:

• Emails (e.g. printmate newsletter)

• Text messages (e.g. with discount codes)

• Promotional mailings (e.g. heavily discounted shipping offers or promotional offers from our partners)

• Telephone calls to tell you about something that may be relevant to you and your business.

We work with partners to test and promote the reach of our advertising and use analytics and retargeting tools for this reason. We use tracking data to deliver relevant online advertising, including through websites and social media.

Tracking data, and in particular cookies, help us deliver website and social media advertising that we believe is most relevant to you and to potential new printmate customers. The cookies used for this purpose are often placed on our website by specialist companies.

Cookies can also tell us whether you have seen a particular ad and how much time has passed since. This is helpful because it means we can monitor the effectiveness of our ads and check how many times our ads have been shown (before we risk being annoying). Cookies also help us determine if you have opened a promotional email because we don't want to send you anything you don't read. If you would like more information about tracking data and cookies, please see the Cookies section below.

Almost all cookies related to advertising are part of third-party online advertising networks. If you would like to learn how to control what advertising you see online, see the opt-out programmes established by the Digital Advertising Alliance (United States), the Digital Advertising Alliance of Canada and the European Interactive Digital Advertising Alliance. We have no control over cookies placed by advertising networks.

8. Cookies

You can see from the Advertising, Marketing and Your Communication Preferences section above that cookies are a tool that we (and anyone else working online) use for advertising. But cookies are also used for other purposes. They are really smart.

Cookies help printmate.de work better and do a lot of behind the scenes work to make the process of being a printmate.de customer much easier. You'd miss a lot if there were no cookies – like being able to log in easily and move from page to page, and things staying in your basket as you leave the site and look at other pages.

Other cookies collect information about how visitors use printmate.de, such as which pages visitors go to most often, and whether you get error messages from web pages. These cookies do not collect information that can be used to identify a visitor. All the information collected by these cookies is aggregated and used to improve the way printmate.de works.

There are also cookies that allow printmate.de to remember the choices you have made (such as your username, language or the region you are in) and to offer improved, more personalised features. These cookies may also be used to remember changes you have made to text size, fonts and other parts of the web pages that you can customise. They may also be used to provide services you have requested, such as watching a video or posting a comment on a blog.

There are cookies that collect information about your browsing habits in order to make the advertising delivered to you more relevant to you and your interests (see the section above on advertising, marketing and your communication preferences). They are usually placed with our permission by advertising networks. They record that you have visited a website and this information is transmitted to other organisations such as advertisers. Quite often, targeted cookies or advertising cookies are linked to the functionality of the website provided by the other organisation.

When you use printmate.de, third party cookies may be sent to your device or browser, for example when using embedded content and social networking links. It is important for you to know that we do not have access to or control over cookies used by these companies or third party websites. We recommend that you check the third party websites for more information about their cookies and how they can be managed.

You can get more information about the cookies we use here, such as who they belong to, their identifier and why they are used. We have also listed links to third party websites where you can find out more.

You can set your browser to refuse all or certain browser cookies or to warn you when websites set or access cookies. If you disable or refuse cookies, please note that some content on this website may become inaccessible or may not function properly.

9. Disclosure of your personal data

We may disclose your personal information to the parties identified below for the purposes set out in this Privacy Policy. We may also disclose your personal information where otherwise permitted by law. We may share personal data with the following categories of third parties:

• Suppliers and service providers (such as technical service providers, payment processing and anti-fraud service providers, manufacturers, freight forwarding, postal and courier services)

• Auditors and professional advisors, such as banks, lawyers, accountants and insurers

• Government agencies, regulators and law enforcement authorities.

We also share those data with third parties involved in advertising, retargeting and analytical services. Please see the Cookies section above, including the Cookie List, for more information about who these third parties are. We may also share data with third parties to whom we may sell or transfer all or part of our business or assets to or merge with. Alternatively, we may seek to acquire or merge with other companies. If a change occurs with respect to our business, the new owners may use your personal information in the same manner as set forth in this Privacy Policy. We require all third parties to respect the security of your personal information and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes and only allow them to process your personal data for specific purposes and in accordance with our instructions.

10. Payment details

printmate does not offer online payment methods.

11. International data transfers

If we transfer your personal data to recipients outside the EEA, we will comply with the applicable data protection law. Some of the mechanisms we can use for international transfer of data are:

• Your personal data will be transferred to a country for which the European Commission has officially determined that it offers an adequate level of protection for personal data.

• We can use special contracts approved by the European Commission that give personal data the same level of protection that it enjoys in Europe (the so-called "EU Standard Contractual Clauses").

• If we use providers based in the USA, we can transfer data to them if they belong to the "Privacy Shield", which requires them to offer a similar level of protection for the personal data transferred between Europe and the USA . If the provider is not certified according to the EU-US Privacy Shield, we can use the EU standard contractual clauses.

• Some of our external third-party providers are based outside the EEA, so that the processing of your personal data by them is linked to a data transfer outside the EEA.

12. Data Security

We have put in place appropriate security measures to prevent the; accidental loss, unauthorised use of, access to, alteration or disclosure of your personal data. We also restrict access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data in accordance with our instructions and are bound by a duty of confidentiality.

We have procedures in place to address suspected breaches of personal data security and will notify you and the relevant authorities of a data breach if we are required to do so by law.

13. Third party links

This website may contain links to third party websites, plug-ins and applications. Clicking on these links or enabling these connections may allow third parties to collect or share information about you. We have no control over these third party websites and are not responsible for their privacy policies. When you leave our website, we encourage you to read the privacy policy of each website you visit.

14. Retention of data

We will only store your personal information for as long as is necessary to fulfil the purposes for which we collected it, including fulfilling all legal, accounting or reporting requirements.

In order to determine the appropriate retention period for personal data, we take into account the amount, type and sensitivity of the personal data, the possible risk of damage from the unauthorised use or disclosure of your personal data, and whether we can achieve these purposes by other means, as well as the applicable legal requirements.

We are legally obliged to retain basic data about our customers (including contact, identity, financial and transaction data) for ten years for tax purposes from the time you are no longer a customer with us.

We also promise you that you can come back at any time and have products that you have ordered from us in the past reprinted. So unless you actively delete this information, we will keep it so that we can keep our promise.

Under certain circumstances you can ask us to delete your data; see the Your legal rights section for more information.

In some cases, we may anonymise your personal data for research or statistical purposes (so that it no longer has a connection to you). In this case, we can use the relevant information indefinitely without notifying you further.

15. Your legal rights

If the General Data Protection Regulation applies to you because you are a resident of the European Union, you have rights under data protection laws in relation to your personal data:

• The right to be informed – This is our obligation to inform you about how we use your personal data.

• The right of access – This is the right to make what is called a 'data subject access request', asking for a copy of the personal data we hold about you.

• The right to rectification – This is the right you have to have us correct personal data about you that may be incomplete or inaccurate.

• The right to erase/ ‘be forgotten’ – This is also known as the 'right to be forgotten', whereby you can ask us to erase the personal data we hold about you in certain circumstances (unless there is an overriding legal reason why we need to keep it).

• The right to restrict processing – This is a right under which you can ask us to stop processing personal data in certain circumstances.

• The right to data portability – This is the right to ask us for a copy of your personal data in a commonly used format (for example, as a .csv file).

• The right to object – This is the right to object to us processing your personal data (for example, if you object to us processing your data for direct marketing purposes); and

• Rights in relation to automated decision making and profiling – Under this right, you can request transparency from us in relation to all profiling or automated decision-making carried out by us.

These rights are governed by specific rules as to when you can exercise them. If you are interested, you can find a lot more information on the website of the Federal Commissioner for Data Protection.

If you wish to exercise any of the above rights, please contact us (see How to contact printmate about data protection issues). You do not have to pay a fee to obtain access to your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is manifestly unfounded, repetitive or disproportionate. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request certain information from you to help us confirm your identity and to ascertain your right to access your personal data (or to exercise your other rights). This is a security measure to ensure that personal data is not disclosed to a person who is not entitled to receive it. We may also contact you to ask for further information in relation to your request in order to expedite our response.

We aim to respond to all legitimate requests within one month. Occasionally it may take longer than one month if your request is particularly complex or if you have made multiple requests. In this case, we will notify you and keep you informed.

We have appointed a Data Protection Officer who is responsible for monitoring all issues relating to this Privacy Policy. If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact the Privacy Officer using the contact details set out in the section below entitled How to contact printmate about privacy matters. You have the right to lodge a complaint with the Federal Data Protection Commissioner at any time.

However, we would appreciate it if you would give us the opportunity to deal with your concern before contacting them. So, please contact us first.

16. How to contact printmate about privacy issues

If you have any questions about this privacy policy or wish to exercise any of your rights, please email us at datenschutz@printmate.de or write to us by post at the address: Data Protection Officer, printmate GmbH, Miraustr. 27-29, 13509 Berlin, Germany.

If you need help with our products and services or this website in general, please contact us here.

17. A small request from us to you

It is important that the personal data we hold about you is accurate and up to date. Please keep us informed of any changes to your personal information. You can do this by updating your account. Thank you.

18. Changes to this Privacy Policy

The General Data Protection Regulation is new and new guidance documents are still being issued on how businesses should comply with it. Therefore, you may notice minor updates to our Privacy Policy over the coming months. Please make sure to re-read and review it occasionally. Thank you.