Privacy Policy

In order to provide you with access to certain services within our site we may require that you provide us with personal information. This information may include your name postal address telephone number fax number email address user name and password used to access our services plus method of payment and if applicable payment information such as credit card number and expiration date associated with online purchases.

In addition we collect the email addresses of visitors that communicate with us via email and information provided by visitors in sales orders registration forms and other submissions.

We may use automatic data collection tools and techniques known as cookies so that we can better serve visitors when they purchase a product on our site or request additional information about our company products or services.

Personal information we collect through our site will be used to fulfil orders and requests for information and may be used for marketing and promoting our products and services.

We may also use the personal information you provide for internal purposes such as administration and operation of our site data analytics and compliance with our legal obligations policies and procedures.

We do not share or otherwise disclose personal information about our site visitors except as described here or where permitted or required by law. We may share your personal information with third parties that perform services for us or on our behalf such as credit card and financial institutions and shipping companies however these service providers and suppliers are required to keep confidential and secure the personal information received from us and may not use it for any other purpose other than as originally intended.

GDPR Compliance Statement

This GDPR Compliance Statement is issued on behalf of Link Mailing Systems Limited. When we mention “Link Mailing Systems” in this statement, we are referring to the company responsible for processing your data. Link Mailing Systems respects your privacy and is committed to protecting your personal data. This statement will inform you as to how we look after your personal data either as customer, a supplier of goods and services to Link Mailing Systems or as a visitor to this website and will tell you about your privacy rights and how the law protects you.

This GDPR Compliance Statement aims to give you information on how Link Mailing Systems collects and processes your personal data including any data you may provide through this website or when you sign up as a customer over the phone online for an account or a newsletter, purchase a product or service, supply us with goods or services or make an enquiry.

Link Mailing Systems is the data controller of your personal data and responsible for the collection and use of such data in accordance with this GDPR Compliance Statement and our Privacy Policy. We will refer to Link Mailing Systems by name or use the words “we”, “us” or “our” to mean Link Mailing Systems in this GDPR Compliance Statement.

In addition we collect the email addresses of visitors that communicate with us via email and information provided by visitors in sales orders registration forms and other submissions.

Personal information we collect through our site will be used to fulfil orders and requests for information and may be used for marketing and promoting our products and services.

We also may use the personal information you provide for internal purposes such as administration and operation of our site data analytics and compliance with our legal obligations policies and procedures.

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the GDPR Compliance Statement of every website you visit.

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 may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

Identity Data includes first name, maiden name, last name, username or similar identifier and title.

Contact Data includes billing address, delivery address, email address and telephone numbers.

Financial Data includes payment card details.

Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.

Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

Profile Data includes your username and password, purchases or orders made by you, your preferences, feedback and survey responses.

Usage Data includes information about how you use our website, products and services.

Marketing and Communications Data includes your preferences in receiving marketing from our third parties and us and your communication preferences.

Surveillance and Security Data includes your physical identity recorded on cameras used to monitor our premises.

Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you then we treat the combined data as personal data, which will be used in accordance with this GDPR Compliance Statement.

We use different methods to collect data from and about you.

You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, and email or otherwise. This includes personal data you provide when you:

Apply for our products or services
Create an account in by post, by phone or on our website
Subscribe to our service or publications
Request marketing to be sent to you
Enter a competition, promotion or survey
Make an enquiry by phone, email or in person
Give us some feedback
You supply us with goods and services

As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies.

We may receive personal data about you from various third parties and public sources as set out below:

Technical data from analytics
Contact, financial and transaction data
Identity and contact data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you
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
Where we need to comply with a legal or regulatory obligation

Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by unsubscribing by clicking on the unsubscribe link at the bottom of each marketing email or please contact us.

We have set out below 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.

We may process your personal data for more than one lawful purpose depending on the reason(s) for which we are using your data as set out below:

To register you as a new customer and administer your sales account
Performance of a contract with you or to process and deliver your order
Managing payments, fees and charges
Collection and recovery of money owed to us
Arranging a direct to site delivery with the goods supplier and/or courier
To manage our relationship with you which will including notifying you about changes to our terms or privacy policy
Asking you to leave a review or take a survey
To comply with a legal obligation
For our legitimate interests to keep our records updated and to study how customers use our products/services
To enable you to partake in a competition or complete a survey
To administer and protect our business and this website
Necessary for our legitimate interests for running our business, provision of administration and IT services, network security, to prevent fraud etc.
Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you and measure the effectiveness of the advertising
Necessary for our legitimate interests to study how customers use our products/services etc.
To use data analytics to improve our website, products/services, marketing, customer relationships and experience
To make suggestions and recommendations to you about goods or services that may be of interest to you
Necessary for our legitimate interests to develop our products/services and grow our business
To administer the account we have with you and pay any monies owed to you
Necessary for our legitimate interests to obtain goods and service from you
To help us perform any legal obligations and exercise or defend any legal claims

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. Should you wish you stop receiving marketing emails from us you can use the unsubscribe facility at the bottom of the email or contact info@linkmailingsystems.com.

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. This is how we decide which products, services and offers may be relevant for you.

You will receive marketing communications from us if you have requested information from us or purchased goods or services from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.

We will get your express opt-in consent before we share your personal data with any company outside of Link Mailing Systems for marketing purposes.

You can ask us or third parties to stop sending you marketing messages at any time by using the unsubscribe link at the bottom of the email or by contacting us at any time.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, product/service experience or other transactions.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

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.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

We may have to share your personal data with the parties set out below:

Internal Third Parties
External Third Parties
Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

We share your personal data within Link Mailing Systems. This will not involve transferring your data outside of the European Economic Area (EEA).

We may also use third party email marketing platforms such as Google Apps and this may involve transferring your data outside the European Economic Area (EEA).

If ever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.

Where we use certain service providers, we may use specific contracts approved by the European Commission, which give personal data the same protection it has in Europe. For further details, see European Commission model contracts for the transfer of personal data to third countries.

If ever we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield, which requires them to provide similar protection to personal data shared between the Europe and the US. For further details, see European Commission EU-US Privacy Shield.

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. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

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.

Under certain circumstances, you have rights under data protection laws in relation to your personal data.

Request access to your personal data commonly known as a “data subject access request”

This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you

This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data

This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons, which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data

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 as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information, which override your rights and freedoms.

Request restriction of processing of your personal data

This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party

We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data

This will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact our compliance officer at info@linkmailingsystems.com

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 may refuse to comply with your request in these circumstances.

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.

We shall respond to all legitimate requests within one month. Occasionally it may take us longer than a month to complete this process 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.

We have appointed a Compliance Officer who is responsible for overseeing questions in relation to this GDPR Compliance Statement. If you have any questions about this GDPR Compliance Statement, including any requests to exercise your legal rights, please contact the Compliance Officer at info@linkmailingsystems.com.