Milford Media Ltd (t/a MML Trading) Privacy Notice – May 2018
Milford Media Ltd is committed to protecting the privacy and security of your personal information.
This Privacy Notice describes how we collect and use personal information about you, in accordance with the General Data Protection Regulation (GDPR) and data protection legislation.
It applies to all current and former customers, suppliers or website visitors.
Identity of the data controller
Milford Media Ltd is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
This notice does not form part of any contract to provide services. We may update this notice at any time.
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.
Categories of personal data we process
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed.
We will collect, store, and use the following categories of personal information about you:
First name, maiden name, last name
Organisation, company, partnership, sole trader or other business or organisational name
Postal, delivery and billing addresses
Telephone and fax numbers
Payment card details, where consent has been given
We collect personal information about you in the following ways:
When you fill in forms or correspond with us by post, phone, email or otherwise
When you browse our website
Through third parties or publicly available sources, such as Google, Companies House
Our lawful bases for processing your data
We will use your personal information in the following circumstances:
Where we need to perform the contract we have entered into with you
Where we need to comply with a legal obligation
Where it is necessary for our legitimate interests or those of a third party and your interests and fundamental rights do not override those interests
Our purposes for processing your data
We use the information we collect for the following purposes:
To maintain a business relationship with suppliers
Making and responding to requests for information
To maintain a business relationship with customers
Managing and fulfilling orders
Making and responding to requests for information
Arranging collections from customers
To improve the functionality of our website
Internal record keeping and accounting
Who has access to your data
We may share your personal information with third parties where required by law, where it is necessary to maintain the business relationship with you or where we have another legitimate interest in doing so.
Recipients of your data may include third-party service providers (such as delivery companies/couriers), other related business entities, a regulator or to otherwise comply with the law.
Where we do so, we will require third parties to respect the security of your data and to treat it in accordance with the law.
We may transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information.
Security of your data
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
How we decide how long to retain your data
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our customers for six years after they cease being customers for tax purposes.
You have the right to:
Request access to, and a copy of, your personal information
Request correction of the personal information that we hold about you
Request erasure of your personal information.
Object to processing of your personal information 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.
If you believe we have not complied with your rights, you can complain to the Information Commissioner.
We have appointed a compliance officer who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the compliance officer using the details set out below.
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
Changes to this Privacy Notice
Milford Media Ltd reserves the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.