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This website is operated by Forma Design (UK) Ltd. The privacy of our users is extremely important to us and therefore we encourage all users to read this policy very carefully because it contains important information
We are FORMA DESIGN (UK) LTD. We’re a company registered in England and Wales with company number 05210841, whose registered address is at Highdown House, 11 Highdown Road, Sydenham, Leamington Spa, Warwickshire, CV31 1XT. In this privacy notice we will refer to ourselves as ‘we’, ‘us’ or ‘our’.
You can get hold of us in any of the following ways:
- Phone us on 01684 560638;
- Email us at ; or
- Write to us at Formadesign, 11 Leigh Sinton Road, Malvern, Worcestershire, WR14 1JL.
We take the privacy, including the security, of Personal Information we hold about you seriously. This privacy notice is designed to inform you about how we collect Personal Information about you and how we use that Personal Information. You should read this privacy notice carefully so that you know and can understand why and how we use the Personal Information we collect and hold about you.
1. Key Definitions
The key terms that we use throughout this privacy notice are defined below, for ease:
Data Controller: under UK data protection law, this is the organisation or person responsible for deciding how Personal Information is collected and stored and how it is used.
Data Processor: a Data Controller may appoint another organisation or person to carry out certain tasks in relation to the Personal Information on behalf of, and on the written instructions of, the Data Controller. (This might be the hosting of a site containing personal data, for example, or providing an email marketing service that facilitates mass distribution of marketing material to a Data Controller’s customer-base.)
Personal Information: in this privacy notice we refer to your personal data as ‘Personal Information’. ‘Personal Information’ means any information from which a living individual can be identified. It does not apply to information which has been anonymised.
Special Information – certain very sensitive Personal Information requires extra protection under data protection law. Sensitive data includes information relating to health, racial and ethnic origin, political opinions, religious and similar beliefs, trade union membership, sex life and sexual orientation and also includes genetic information and biometric information.
2. Details of personal data which we collect and hold about you
Personal data means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you.
Set out below are the general categories and in each case the types of Personal Information which we collect, use and hold about you:
- Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
- Contact Data includes billing address, delivery address, email address and telephone numbers.
- Financial Data includes bank account and payment card details.
- Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
- Profile Data includes your username and password, purchases or orders made by you, your interests, preferences and feedback.
- Usage Data includes information about how you use our website, products and services.
- Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.
The types of personal data we collect about you may differ from person to person, depending on who you are and the relationship between us.
3. Details of Special Information which we collect and hold about you
Special Information is explained in Section 1 above. We do not collect or hold any Special Information about you. We do not collect information from you relating to criminal convictions or offences.
4. Details of how and why we use Personal Information
We are only able to use your Personal Information for certain legal reasons set out in data protection law. There are legal reasons under data protection law other than those listed below, but in most cases, we will use your Personal Information for the following legal reasons:
- Contract Reason: this is in order to perform our obligations to you under a contract we have entered into with you;
- Legitimate Interests Reason: this is where the use of your Personal Information is necessary for our (or a third party’s) legitimate interests, so long as that legitimate interest does not override your fundamental rights, freedoms or interests.
- Legal Obligation Reason: this is where we have to use your Personal Information in order to perform a legal obligation by which we are bound; and
- Consent Reason: this is where you have given us your consent to use your Personal Information for a specific reason or specific reasons.
So that we are able to provide you with goods and services, we will need your Personal Information. If you do not provide us with the required Personal Information, we may be prevented from supplying the goods and services to you.
It is important that you keep your Personal Information up to date. If any of your Personal Information changes, please contact us as soon as possible to let us know. If you do not do this then we may be prevented from supplying the goods and services to.
Where we rely on consent for a specific purpose as the legal reason for processing your Personal Information, you have the right under data protection law to withdraw your consent at any time. If you do wish to withdraw your consent, please contact us using the details set out at the beginning of this notice. If we receive a request from you withdrawing your consent to a specific purpose, we will stop processing your Personal Information for that purpose, unless we have another legal reason for processing your Personal Information, in which case, we will confirm that reason to you.
Sometimes we may anonymise Personal Information so that you can no longer be identified from it and use this for our own purposes. In addition, sometimes we may use some of your Personal Information together with other people’s Personal Information to give us statistical information for our own purposes. Because this is grouped together wither other Personal Information and you are not identifiable from that combined data we are able to use this.
Under data protection laws we can only use your Personal Information for the purposes we have told you about, unless we consider that the new purpose is compatible with the purpose(s) which we told you about. If we want to use your Personal Information for a different purpose which we do not think is compatible with the purpose(s) which we told you about then we will contact you to explain this and what legal reason is in place to allow us to do this.
5. Details of how we collect Personal Information
We usually collect Identity Information, Contact Information, Payment Information, Transaction Information, Survey Information, Marketing Information; directly from you when you fill out a form, survey or questionnaire, purchase services from us, contact us by e-mail, telephone, in writing or otherwise. This includes the Personal Information which you provide to us when you subscribe to our mailing list, enter a competition or survey.
We may receive some of your Personal Information from third parties or publicly available sources. This includes:
- Contact Information from our selected third-party suppliers.
- Identity Information and Contact Information from publicly available sources such as Companies House;
- Website, Device and Technical Information from third parties such as Google Analytics;
We may also receive Website, Device and Technical Information automatically from technologies such as Cookies.
6. Details about who Personal Information may be shared with
We may need to share your Personal Information with other organisations or people. These organisations include:
- Other companies in our group (who may might act as joint data controllers or as data processors on our behalf) for legitimate interests.
- Third parties who may include:
- Service providers acting as processors based in the EU who provide IT and system administration services.
- Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services.
- HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
- any organisations which propose to purchase our business and assets in which case we may disclose your Personal Information to the potential purchaser.
Depending on the circumstances, the organisations or people who we share your Personal Information with will be acting as either Data Processors or Data Controllers. Where we share your Personal Information with a Data Processor we will ensure that we have in place contracts, which set out the responsibilities and obligations of us and them, including in respect of security of Personal Information.
We do not sell or trade any of the Personal Information which you have provided to us.
7. Details about transfers to countries outside of the EEA
We generally do not transfer your Personal Information outside of the EEA. However, if any transfer of Personal Information by us will mean that your Personal Information is transferred outside of the EEA then we will ensure that safeguards are in place to ensure that a similar degree of protection is given to your Personal Information, as is given to it within the EEA and that the transfer is made in compliance with data protection laws (including where relevant any exceptions to the general rules on transferring Personal Information outside of the EEA which are available to us – these are known as ‘derogations’ under data protection laws). We may need to transfer Personal Information outside of the EEA to the third parties listed above in Section 6 who may be located outside of the EEA.
The safeguards set out in data protection laws for transferring Personal Information outside of the EEA include:
- where the transfer is to a country or territory which the EU Commission has approved as ensuring an adequate level of protection;
- where Personal Information is transferred to another organisation within our group, under an agreement covering this situation which is known as “binding corporate rules”;
- having in place a standard set of clauses which have been approved by the EU Commission;
- compliance with an approved code of conduct by a relevant data protection supervisory authority (in the UK, this is the Information Commissioner’s Office (ICO);
- certification with an approved certification mechanism;
- where the EU Commission has approved specific arrangements in respect of certain countries, such as the US Privacy Shield, in relation to organisations which have signed up to it in the USA.
8. Details about how long we will hold your Personal Information
We will only hold your personal data for as long as is necessary. How long is necessary will depend upon the purposes for which we collected the Personal Information (see Section 4 above) and whether we are under any legal obligation to keep the Personal Information (such as in relation to accounting or auditing records or for tax reasons). We may also need to keep Personal Information in case of any legal claims, including in relation to any guarantees or warranties which we have provided with the goods and services.
You can contact us (using the details at the beginning of this notice) to request a copy of our retention policy which sets out how long different types of personal data will be kept for.
9. Your rights under data protection law
Under data protection laws you have certain rights in relation to your Personal Information, as follows:
- Right to request access: (this is often called ‘subject access’). This is the right to obtain from us a copy of the Personal Information which we hold about you. We must also provide you with certain other information in response to these requests to help you understand how your Personal Information is being used.
- Right to correction: this is the right to request that any incorrect personal data is corrected and that any incomplete personal data is completed.
- Right to erasure: (this is often called the “right to be forgotten”). This right only applies in certain circumstances. Where it does apply, you have the right to request us to erase all of your Personal Information.
- Right to restrict processing: this right only applies in certain circumstances. Where it does apply, you have the right to request us to restrict the processing of your Personal Information.
- Right to data portability: this right allows you to request us to transfer your Personal Information to someone else.
- Right to object: you have the right to object to us processing your Personal Information for direct marketing purposes. You also have the right to object to us processing Personal Information where our legal reason for doing so is the Legitimate Interests Reason (see Section 4 above) and there is something about your particular situation which means that you want to object to us processing your Personal Information. In certain circumstances you have the right to object to processing where such processing consists of profiling (including profiling for direct marketing).
In addition to the rights set out in Section 10, where we rely on consent as the legal reason for using your Personal Information, you have the right to withdraw your consent. Further details about this are set out in Section 4.
If you want to exercise any of the above rights in relation to your Personal Information, please contact us using the details set out at the beginning of this notice. If you do make a request then please note:
- we may need certain information from you so that we can verify your identity;
- we do not charge a fee for exercising your rights unless your request is unfounded or excessive; and
- if your request is unfounded or excessive then we may refuse to deal with your request.
You may receive marketing from us about similar goods and services, where either you have consented to this, or we have another legal reason by which we can contact you for marketing purposes.
However, we will give you the opportunity to manage how or if we market to you. In any e-mail which we send to you, we provide a link to either unsubscribe or opt-out, or to change your marketing preferences. To change your marketing preferences, and/or to request that we stop processing your Personal Information for marketing purposes, you can always contact us on the details set out at the beginning of this notice.
If you do request that we stop marketing to you, this will not prevent us from sending communications to you which are not to do with marketing (for example in relation to goods or services which you have purchased from us).
We do not pass your Personal Information on to any third parties for marketing purposes.
When you visit the our website we may store some information (commonly known as a “cookie”) on your computer. Cookies are pieces of information that a website transfers to your hard drive to store and sometimes track information about you. Cookies are specific to the server that created them and cannot be accessed by other servers, which means that they cannot be used to track your movements around the web. Passwords and credit card numbers are not stored in cookies generated by or accessed by our of website. A cookie helps you get the best out of the website and helps us to provide you with a more customised service.
- Estimate the usage pattern and usage levels of our website;
- Store information about your preferences;
- Speed up your searches;
- Recognise you when you return to our website;.
12. Third Party Websites
Our website may contain links to third party websites. If you click and follow those links then these will take you to the third party website. Those third party websites may collect Personal Information from you and you will need to check their privacy notices to understand how your Personal Information is collected and used by them.
If you are unhappy about the way that we have handled or used your Personal Information, you have the right to complain to the UK supervisory authority for data protection, which is the Information Commissioner’s Office (ICO). Please do contact us in the first instance if you wish to raise any queries or make a complaint in respect of our handling or use of your Personal Information, so that we have the opportunity to discuss this with you and to take steps to resolve the position. You can contact us using the details set out at the beginning of this privacy notice.