Privacy Policy Statement
At Officeworx we are committed to safeguarding the privacy of any personal data that we hold; this policy sets out
how we will treat your personal information. This was last updated on 24th April 2018.
Who We Are
We are Officeworx Limited, and our registered address is:
Units 9-10, Croft Street
CHELTENHAM
GL53 0ED
Officeworx Limited is registered in England 3336453.
Changes to this policy
We may update this privacy statement from time-to-time by posting a new version on our website/s. You should
check this page occasionally to ensure you are happy with any changes and the latest version
What information do we collect and why?
We may collect, store and use the following kinds of personal data.
 information that you provide to us by registering with us or creating an account with us.
 information relating to any transactions carried out between you and us on or in relation to this website, including
information relating to any purchases you make of our goods or services;
 any other information that you choose to send to us.
 communication you exchange with us (for example, your emails, letters, calls) when you contact us, or we
contact you.
 your feedback when you reply to our requests for feedback or participate in our customer surveys.
 information about your computer and about your visits to and use of our website (including your IP address,
geographical location, browser type, referral source, length of visit and number of page views);
 information that you provide to us for the purpose of subscribing to our website services, email notifications
and/or newsletters.
The information we collect, what it is used for and the legal basis for us processing this under the General Data
Protection Regulations differs, depending on your relationship with us.
Customers
Information collected What is it used for? What is the legal base for
collecting this information?
Correspondence relating to your
account (invoices, statements,
payment collections etc.)
Maintaining your account To perform a contract and to
maintain your account
Your details for account
management purposes (Name,
company name, email address,
company address)
Maintaining your account and
providing you with goods and
services as you request them
To perform a contract and to
maintain your account
Your post and messages on social
media platforms directed at us
Communicating with a response to
your question or comments.
The ability to answer your
comments or query.
Your details for marketing
purposes (Name, company name,
email address, company address)
To inform you about news and
offers that you may like if you have
indicated you are happy to receive
this.
Where customers choose to opt in
to marketing.
Where customers do not opt in
under Legitimate Interest where
based upon past purchases or
nature of business, we believe the
product or service may be of
interest.
Prospective Customers
Information collected What is it used for? What is the legal base for
collecting this information?
Submitted contact details from our
website
Ability to build your account and
use the services of the website
It is in the Legitimate Interests of a
person or organisation enquiry that
we can contact them to provide
them with the information
necessary to satisfy their enquiry.
Your post and messages on social
media platforms directed at as
Communicating with a response to
your question or comments.
The ability to answer your
comments or query.
To provide you with a quote we will
need contact details (name/
company/ email/ postal address/
telephone number
We will use the information you
provide after your request to
provide you with a quote.
To enable us to respond to your
enquiry.
Your details for marketing
purposes (Name, company name,
email address, company address)
Where in the process of making an
enquiry of that enquiry being
fulfilled the prospective customer
opts into marketing we will send
you marketing information in
accordance with the wording of the
opt in statement that we believe
will be of interest to the prospective
customer.
Where prospective customers
choose to opt in to marketing.
Using your name/ company name
and address we may run a credit
check using third party software
prior to opening a 30-day account To gather a credit score to decide
whether to proceed with a 30-day
account
It is in the legitimate interest of the
company to perform a check to
establish whether we can offer you
credit terms.
Suppliers
Information collected What is it used for? What is the legal base for
collecting this information?
Your post and messages on social
media platforms directed at as
Communicating with a response to
your question or comments.
The ability to answer your
comments or query.
Contact names, bank details, email
address, postal address
To enable us to manage your
account and create a transaction
Legitimate interest to enable us to
form a contract and make
payments.
Employees
Information collected What is it used for? What is the legal base for
collecting this information?
Personal and confidential
information relating to employment
and well-being stored on our
external third-party HR system
To administer and comply legally
with UK employment legislation to
fulfil employee within the company.
To perform a contract and to
legally comply with employment
law
Bank and tax details
Supplied to our accountants to
perform payroll activities to comply
with HMRC and pay our
employees
To perform a contract to enable us
to pay an employee and comply
with HMRC guidelines
Also, personal data submitted to us through our websites will be used for the purposes specified in this Privacy
Policy Statement or in relevant parts of our websites.
We may use your personal information on our websites to:
1. improve your browsing experience by personalising the website;
2. enable your use of the services available on the website;
3. send to you goods purchased via the website, and supply to you services purchased via the website;
4. send you general (non-marketing) commercial communications;
5. send you email notifications which you have specifically requested;
6. deal with enquiries and complaints made by or about you relating to the website;
7. to personalise and improve your experience on our digital platforms
8. to personalise and tailor any communications that we may send you
We will not provide your personal information to any third parties for the purpose of marketing.
International
Information that we collect may be stored and processed in and transferred between any of the countries in which
we operate in order to enable us to use the information in accordance with this Privacy Policy Statement. For
example, where you are in another country and you place an order with us.
Information which you provide may be transferred to other European countries which have data protection laws
equivalent to those in force in the European Economic Areas (EEA).
You expressly agree to such transfers of personal information.
Monitoring
We do not record calls or hold any CCTV data/ recordings.
Disclosures
We may disclose information about you to any of our employees, officers, agents, suppliers or subcontractors,
insofar as is reasonably necessary for the purposes for fulfilling your order and as set out in this privacy
statement.
All our financial transactions are handled through our payment services provider, WorldPay. Officeworx Limited
do not store any personal credit or debit card information. You should only provide your personal information to
WorldPay after reviewing the WorldPay privacy policy (available at https://www.worldpay.com/uk ). We will
share information with WorldPay only to the extent necessary for the purposes of processing payments.
In addition, we may disclose information about you:
1. to the extent that we are required to do so by law;
2. in connection with any legal proceedings or prospective legal proceedings;
3. in order to establish, exercise or defend our legal rights (including providing information to others for the purposes
of fraud prevention and reducing credit risk); and
4. to the purchaser (or prospective purchaser) of any business or asset which we are (or are contemplating) selling.
Except as provided in this privacy policy, we will not provide your information to third parties.
How long do we keep your personal data?
We will hold your personal data under the following circumstances:
1. HMRC legal obligations – we are required to keep records (invoices and contracts) for 6 years from the end of
the latest financial year
2. For marketing – if you opt in, we will hold your data for marketing reasons for a period of 3 years following the
process above under ‘opting in’.
3. To provide goods and services whilst you are an active customer – we will hold your personal data on our secure
systems to enable us to effectively manage your account with us. An active customer is customer that has
placed an order up to 3 years ago. Active customers can still opt out or have their details deleted provided the
account is dormant and no monies are still outstanding.
Security
We take security of your personal information seriously. When you submit your payment details to us we use
industry standard secure sockets layer (SSL) encryption technology to guard your information.
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your
personal information. If you feel your details have been obtained by a third party, please contact us immediately.
All the personal information you provide to us is kept on our secure webservers and is used only for fulfilling your
order. All electronic transactions, namely payments, are made between you and WorldPay and will be encrypted
using SSL technology. We do not hold any financial information about you and will never be in possession of your
payment details.
Data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over
the internet.
You are responsible for keeping your password and user details confidential. We will not ask you for your
password. If we feel that your account has been compromised we may, without notice, modify your account
password in order to protect our site.
With some goods and services we provide we may need to disclose personal data to a third party (e.g. printers/
data providers). When this happens, we demand that the third party has the correct safeguards in place to
protect your personal data. This will be only for administering your products and services you have ordered
through us and it would never be used for marketing purposes.
Cookies
We may use both “session” cookies and “persistent” cookies on our websites. We will use the session cookies to:
keep track of you whilst you navigate our websites. We will use the persistent cookies to: enable our websites to
recognise you when you visit.
Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain
stored on your computer until deleted, or until they reach a specified expiry date. (A cookie consists of
information sent by a web server to a web browser and stored by the browser. The information is then sent back
to the server each time the browser requests a page from the server. This enables the web server to identify and
track the web browser.)
We use Google Analytics to analyse the use of our website. Google Analytics generates statistical and other
information about websites use by means of cookies, which are stored on users’ computers. The information
generated relating to our websites are used to create reports about the use of the website. Google will store this
information. Google’s privacy policy can be found at http://www.google.com/privacypolicy.html.
Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third-party cookies.
For example, using Internet Explorer or Edge you can refuse all cookies by clicking “Tools”, “Internet Options”,
“Privacy”, and selecting “Block all cookies” using the sliding selector. Blocking all cookies will, however, have a
negative impact upon the usability of many websites, including this one.
By continuing to use our sites, you are accepting the use of cookies.
More about your information
You may instruct us not to process your personal data for marketing purposes by email at any time. In practice,
you will usually either expressly agree in advance to our use of your personal data for marketing purposes or we
will provide you with an opportunity to opt-out of the use of your personal data for marketing purposes.
If you feel that the personal information which we hold about you needs to be corrected or updated, please
contact us by email or post and we will endeavour to update our records at the earliest convenience. We will
hold your personal data for a period of 3 years. When this period is about to expire we will contact you to seek
permission to extend this for a further 3 years.
If at any point you wish to opt out we will immediately and securely remove the data that we hold. You can opt
out with us at any time. This will activate the ‘right to be forgotten’.
You have the right to see what personal data we hold about you (Subject Access Request). To obtain a copy of
the personal information we hold about you, please write to us in the ‘Contact’ section below with the following
information:
Your name, postal address, telephone number, copy of driving licence or passport and a signed authority from
the individual whose data is required (if you are requesting on their behalf). We will provide the information within
one month of your initial request, free of charge.
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Security of your data
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Officeworx are committed to ensuring that your information is secure. To prevent unauthorised access or
disclosure we have put in place robust physical, electronic and managerial procedures to safeguard and secure
the information we collect, including for example data encryption and electronic password protection.
If at any point you become aware of a security incident or you have reason to suspect that your data may have
been compromised (e.g. you receive a suspicious communication about you or your vehicle), please forward the
communication to us or report the incident to us. If you have been the victim of a fraudulent transaction whether
this relates to your dealings with Officeworx you should always contact the police and/or your bank in the first
instance to ensure your own finances are secure.
Your rights
You may request a correction or update your personal information at any time by
emailing sales@officeworx.co.uk
Please include your name, address and email address when you contact us as this helps us to ensure that we
accept amendments only from the correct person and can contact you to verify your identity should this be
necessary. We encourage you to promptly update your personal information if it changes and we will action these
as quickly as we reasonably can.
We will securely retain your information for as long as is reasonably necessary and in accordance with law
applicable at the time. If you wish to submit a request that your data be deleted, please email us
using sales@officeworx.co.uk
You have the right to receive a copy of the personal information that we hold about you. Please email us
using sales@officeworx.co.uk if you wish to exercise this right.
If you have opted in to receive marketing from Officeworx, you can unsubscribe here at any time.
Complaints
If you have any complaints regarding your privacy and how we keep your personal data, you should in the first
instance contact Officeworx Limited, The Data Officer, Units 9-10 Croft Street, Cheltenham GL53 0ED. We will
treat your complaint very seriously aim to resolve your complaint within 14 days.
If for some reason we have not been able to resolve your complaint after 14 days, or if you are not satisfied with
the resolution we have made you can escalate your complaint to the Information Commissioners Office (ICO) on
0303 123 1113.
Got any questions?
If you have any questions about our privacy statement or our treatment of your personal data, please speak to
our Data Officer on (01242) 584901.