Privacy Policy
Here at Book Printing UK your privacy is our priority.
Please find below our privacy policy. We've tried to make it as easy to read as possible and not hide behind long words and clauses. If you do have any questions or require any more information you can email us at Book Printing UK and we'll be more than happy to help!
The formal bits:
Company: Bonacia Ltd
Brand: Book Printing UK
Company Number: 05368980
Data Protection Officer: We engage an external team to look after and advise us on our Data Compliances, they are Xynics Data Solutions Ltd and can be contacted at compliance@bonacia.co.uk, on 0330 3800628, or by writing to them via our address below:
Address: Remus House, Coltsfoot Drive, Woodston, Peterborough, PE2 9BF
Data Protection registration number: ZA230462
We've tried to make how we process your data as simple as possible to understand. Use the handy table below to check out when, what, why and how we process your personal data, but first;
Book Printing UK will not share or transfer your data to any third parties, however to manage our emails we may save your email address and name on a system called Ontraport (who are subscribed to the EU-US Privacy Shield framework which ensures they follow EU laws in their processing and security) and we will send any orders through Royal Mail or Parcel Force who have their own GDPR policies.
| When... | What? | Why? | How and how long? (Lawful basis and retention) |
| Using the quote calculator | Name, telephone number and email address | To contact you regarding your quote | Contractual We will keep this information for 2 Years. You may be getting a quote at the beginning of your project and writing a book can take a while. |
| Requesting a free file assessment | Name, telephone number and email address | To keep you posted on the progress of your free file assessment | Contractual We will hold this information for 12 months as you may want us to use the files we assessed to place an order |
| You place an order | Name, telephone number, email address, delivery address and billing address | So we can process and produce your amazing books | Contractual We will keep this information for 15 years! I know it seems like a lot but if you would like a reprint of your books we need to be able to identify you. We have had customers returning many years later for a reprint |
| When you contact us | Name, telephone number and email address | So we can reply to you | Legitimate Interest Not long, 3 months and then all info is deleted |
| Requesting a sample | Name, telephone number, email address and delivery address | So we can send you a lovely sample | Contractual 12 months for this one. If you have had a sample, love it and want to order something similar we need to know what we sent you |
| You sign up to our newsletter | Name and email addresses | To send you the best newsletter ever (in our opinion) | Consent Based We will send the newsletter for 12 months. After the 12 months are up we will ask you if you want to resign up. In the extremely unlikely event that you don't we will deleted any data we hold relating to you |
| You request to be sent news and offers from Book Printing UK | Name and email address | Because you are one smart cookie and want to be kept up to date with what's going on here at BP HQ and we are happy to oblige and keep you in the loop | Contractual We will send you these updates and keep you posted for 12 months, at which point we will contact you for confirmation you wish to receive these for a further 12 months. As with the newsletter, in the extremely unlikely event that you don't we will deleted any data we hold relating |
When we take payments from you online or by post:
Bonacia Ltd do not store any payment information ourselves, other than an indicator of the success or failure of a payment. However, we do us PayPal to process our payments by credit card, debit card or PayPal. When you (or we on your behalf if by post or telephone) process a payment, this information is submitted to that provider and they may retain that information for their own purposes. You can review their privacy policy here.
International Data Transfers
Bonacia Ltd utilises the Amazon Cloud services to store and process data. Amazon.com Inc. subscribes to something called the EU-US Privacy Shield Framework, which means they have committed to processing information in accordance with EU law, and thus abide by the GDPR. You can view their current registration on this scheme here.
Don't worry, your information is safe, our services are in a private cloud and are encrypted, so nobody but us (not even Amazon themselves) can access or view the information we store.
Your rights over your information
By law, you can ask us to:
- provide you with a copy of or access to all information we hold about you
- correct it if it is inaccurate
- erase it.
You can also ask us to stop using your information, in part or in full - the simplest way to do this is to withdraw your consent, which you can do at any time, either by clicking the unsubscribe link at the end of any of our emails, or by emailing, writing or telephoning us using the contact details above.
If our lawful reason for processing your information is not consent and you would like us to stop using it you can submit a request by email, post or telephone. Please use the contact information provided above.
You can also ask us to give you a copy of the information and to stop using your information for a period of time if you believe we are not doing so lawfully.
Your right to complain
If you have a complaint about our use of your information, you can contact the Information Commissioner's Office via their website at www.ico.org.uk/concernsor or write to them at:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
For those of you who would like more information on how we look after and protect your data please see the FAQs below.
How/where is my data stored?
All personal data is held within Bonacia's secure network which uses 'per user' based access control, or on our secure Amazon server (as detailed in the above International Data Transfer Section).
Each brand within Bonacia has its own dedicated folder structure, which ensures that only those Bonacia employees that need to see any personal information can.
Do you share my information with anyone else?
We will never sell or share your information with any third party for the purposes of Direct Marketing. We will only ever share your personal information where we are required to do so by law, or where we may from time to time, engage an external partner to undertake activities on our behalf, such as following up on enquiries, fulfilling your orders or responding to your quotation requests. Where we do this, we will only share that information which is strictly necessary for the supplier to undertake the task we ask of them, and we will ensure that they adhere to our strict policies on protecting that information whilst it is in their care, and erasing it once they have completed the tasks we ask of them.
Do you use the illusive 'Cloud' to store data or backups, if so how do you keep it safe?
We use Netgear for this, they are a very reputable company and know what they are doing. All data is encrypted using 128 bit SSL secure connection for transmission and 256 bit AES encryption for the physical data.
All data also hides behind firewalls and are password protected.
Are your premises secure?
Of course! We have a motion sensor alarm system, window locks and films, a strict visitor policy, CCTV and a clean desk policy to make sure your data is safe. We also hae access control so only employees can get in.
Are your staff responsible and reliable, and will they look after my data?
Firstly we only employ responsible people; we get full references and all members of staff have completed a DBS check so we know who we're working with.
We also train our staff in data protection and have policies and procedures in place to make sure your personal data stays safe.
How is paper with personal data on safely and securely disposed of?
We have secure shredding bins in the office, these are locked and secure at all times. They are picked up monthly and shredded off site. Don't panic though the vans are well protected with CCTV and we get a pick up note and confirmation when all our waste has been securely destroyed.
So there you have an overview of how we protect your data. You can now relax and know your data is in safe hands. If you would like any further information on how we look after your data please contact us and we'll be more than happy to help.
