Considering the new GDPR regulations Meno Recollections has set out below the process by which we collect data and how that data is used and stored and your rights to see or delete your personal data.
As a business our aim is to ensure we provide an easy to use system to collect data that will be published in a book. We undertake to store the data securely.
Contributors to our books are required to acknowledge they understand how and why their data will be used and their legal rights.
As the data we collect from contributors is to be published we advise contributors to not provide any sensitive information.
Back in 2002, creating a yearbook was painstakingly slow...so we made it a lot quicker by collecting photos and memories from everybody online. And, recognising that everybody and all memories are different, we made sure that the yearbooks we created were unique, by designing each one differently.
We now offer what we think is the perfect yearbook service. Our simple online system collects the data, we use professional graphic designers, we offer different book sizes, covers and content options and yearbook projects are overseen by our very approachable account managers. We've been doing it for 17 years, so we must be doing something right.
Name: Gregory Harding
Email address: firstname.lastname@example.org
Postal address: Meno Recollections Ltd; 4 Dunston Road, Battersea, London, SW11 5QU
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us first.
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 (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
We do not intentionally collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences. However, due to the user-configurable nature of our online system, it may be possible for it to be used to collect such data. Where this is the case, we will make every endeavour to treat such data with due care and to comply with all relevant laws regarding such information.
We may receive information about you from a number of sources:
Where possible, we do not rely on consent as a legal basis for processing your personal data. You have the right to withdraw consent to marketing at any time by contacting us.
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms:PROMOTIONAL OFFERS FROM US
Meno Recollections sends marketing emails to persons we think are relevant to creating a project with Meno. We do not at present send mass marketing emails to contributors but reserve our right to do so if in the future we believe it would be relevant and in your interest for us to do so. If this happens, we may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. You may then receive marketing communications from us if you have requested information from us or purchased goods or services from us and you have not opted out of receiving our marketing communications.THIRD-PARTY MARKETING
We do not sell your data for third-party marketing.OPTING OUT
As stated above, we currently do not routinely send marketing communications to our contributors. However, you can ask us to opt out of any potential future marketing communications at any time contacting us at any time.COOKIES
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Our website is hosted in the USA, on servers controlled by us.
Some of the third parties we may share your data with are based outside the EU, so their processing of your personal data will involve a transfer of data outside the EU.
Whenever we transfer your personal data out of the EU, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. For instance, all communication between you and our website is encrypted using SSL. We also follow best practices with regards to web application design, such as encrypting your stored passwords using bcrypt, meaning that they are not accessible to us or anyone else.
We back up all data at least daily, to servers located in a separate facility, also controlled by us and also based in the EU or USA.
We limit access to your personal data to those parties who have a business need for such access. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
HOW LONG WILL YOU KEEP MY DATA FOR?
Our books are meant to be kept for a long time. We typically keep customer data indefinitely unless otherwise instructed, so that we are able to offer reprints.
By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see "Your Legal Rights" below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
You have the right to:
If you wish to exercise any of the rights set out above, please contact us.NO FEE USUALLY REQUIRED
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.WHAT WE MAY NEED FROM YOU
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.TIME LIMIT TO RESPOND
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
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