What you need to know
Who is responsible for your data
TOCG is responsible for your data. Our registered address is The Courtyard, Orchard Hill, Little Billing, Northampton, NN3 9AG. We are registered as a company in England under company number 3630588. We are the data controller of the data which we collect from you, and as such we control the ways your personal data are collected and the purposes for which your personal data are used.
Personal data we collect about you
- Your name and contact details (email address & telephone number)
- When you complete an enquiry form (when you contact us directly or through a third party in relation to our services)
- Communication we have with you (emails, letters, telephone calls, messages sent to us through our social media platforms, feedback)
- When you get in touch with us (when you respond to our requests for feedback)
We do not collect sensitive personal data.
How we use your personal data
We can only use your personal data if we have a proper reason for doing so. According to the law, we can only use your data for one or more of these reasons:
- To fulfil a contract we have with you, or
- If we have a legal duty to use your data for a particular reason, or
- When you consent to it, or
- When it is in our legitimate interests.
Legitimate interests are our business or commercial reasons for using your data, but even so, we will not unfairly put our legitimate interests above what is best for you.
In the table below, we have set out the different ways in which we use your personal data and the reasons we rely on for using that data.
If we rely on our legitimate interests for using your personal data, we will explain that to you.
Countries take a different approach to the use by companies of legitimate interests as a reason for processing personal data. We are aware of those different approaches in the countries in which we operate, and we take that into account and respect those differences when we process your personal data.
What we use your personal data for
- To provide services to you
- Communicating with you and to send you information about services we are providing you
- To communicate with you and manage our relationship with you
- To personalise and improve your customer experience
- To inform you about our news and offers that we think you might be interested in (See more detail below under the heading ‘How we use your data to personalise the service we offer you’)
- To meet our health and safety responsibilities
- To manage risk for us and our clients
- To obey laws and regulations which apply to us and the way we deliver our services
- To respond to complaints and to seek to resolve them
- To run our business in an efficient and proper way
- To fulfil our administrative purposes including accounting, billing and audit
- To improve our services
- To manage how we work with other companies that provide goods and services to us and our customers
- To protect our business interests
- To develop and manage our brand, products and services
- To test new products and services
Legal grounds for using it
- Fulfilling contracts
- Our legitimate interests
- Our legal duty
- With your consent
Our legitimate interests
- Keeping our records up to date, working out which of our products and services may interest you
- Developing products and services and what we charge for them
- Identifying or defining types of customers for new products of services
- Being efficient about how we fulfil our contracts, provide our services and fulfil our legal duties
How we use your data to personalise the service we offer you
- to help us communicate with you.
- to identify you when you access our websites from different devices
For more information about cookies and how you can manage cookies and remove them, please refer to our Cookies Policy.
Marketing: How to manage the marketing messages you receive
We may send you marketing communications by email if you have indicated that you are happy to receive such emails [or if you have used our services or we have been in contact in relation to our services and you have not told us that you no longer wish to receive marketing emails]. Our marketing communications include information about our new and existing services, special offers we think you might like and other services and products which we think might be useful to you.
If you have previously opted-in to receiving emails from us, use the preference form to tell us specifically what you are interested in hearing about, or to opt out of receiving marketing emails from us at all. You can update your preferences at any time. You can also opt out of receiving marketing emails by clicking on the unsubscribe link which we include in all our marketing emails.
Please note that if you tell us that you do not wish to receive marketing emails, you will still receive emails which are necessary to perform the contract we have with you.
Please note that if you ask us to stop sending marketing emails, we will keep a note of your personal information and your request so that we can make sure you are excluded from the emails when they are sent out.
How long we keep your data
We keep your data only for as long as we need it. How long we need data depends on what we are using it for, whether that is to provide services to you, for our own legitimate interests (described above) or so that we can comply with the law.
We will actively review the information we hold and when there is no longer a customer, legal or business need for us to hold it, we will either delete it securely or in some cases anonymise it.
How we protect your data
We protect your personal data against unauthorised access, unlawful use, accidental loss, corruption or destruction.
We use technical measures such as encryption and password protection to protect your data and the systems they are held in. We also use operational measures to protect the data, for example by limiting the number of people who have access to the databases in which your information is held.
We keep these security measures under review and refer to industry security standards to keep up to date with current best practice.
Sharing your data
We share some of your personal data with, or obtain personal data from, the following categories of third parties:
- Suppliers who provide services to us: We will share your data with the company which provides our lead generation and appointment setting service. We may share your data with the companies who we use to approach you for print fulfilment, email marketing, market research and feedback on our services. We will make sure that our suppliers respect your personal data and comply with data protection laws.
Sending data outside of the European Economic Area
We will only send data outside of the European Economic Area (‘EEA’) to work with suppliers who we use to deliver services to you or to comply with a legal duty. If we do transfer data outside the EEA, we will make sure that it is protected in the same way as if it were being used in the EEA. We will use one of the following safeguards to ensure that it is protected:
- Transfer the data to a non-EEA country which has privacy laws at least as protective as those within the EEA
- Put in place a contract with the recipient of the data which means the recipient must protect the data to the same standards as required within the EEA.
You are entitled to see copies of all personal data held by us and to amend, correct or delete such data. You can also limit, restrict or object to the processing of your data.
If you gave us your consent to use your data, e.g. so that we can send you marketing emails, you can withdraw your consent. Information about how to stop receiving marketing communications is set out above under the heading ‘Marketing: How to manage the marketing messages you receive’. Please note that even if you withdraw your consent, we can still rely on the consent you gave as the lawful basis for processing your data before you withdrew your consent.
You can object to our use of your data where we rely on our legitimate interests to do so. We explained the legitimate interests we rely on in the table above.
To raise any objections or to exercise any of your rights, you can send an email to firstname.lastname@example.org or write to us at The Outlook Creative Group, The Courtyard, Orchard Hill, Little Billing, Northampton, NN3 9AG.
When you get in touch, we will come back to you as soon as possible and where possible within one month. If your request is more complicated, it may take a little longer to come back to you but we will come back to you within two months of your request. There is no charge for most requests, but if you ask us to provide a significant about of data for example we may ask you to pay a reasonable admin fee. We may also ask you to verify your identity before we provide any information to you.
If you have any complaints about TOCG’s processing of your personal information you can email email@example.com or write to us at The Outlook Creative Group, The Courtyard, Orchard Hill, Little Billing, Northampton, NN3 9AG.
You use our contact form or you can write to us at The Outlook Creative Group, The Courtyard, Orchard Hill, Little Billing, Northampton, NN3 9AG.