Introduction

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Welcome to the Paper Swan privacy policy.

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Paper Swan respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

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Important information and who we are

 

Purpose of this privacy policy

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This privacy policy aims to give you information on how Paper Swan collects and processes your personal data through your use of this website, including any data you may provide through this website when you purchase a product.

 

This website is not intended for children and we do not knowingly collect data relating to children.

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It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.

 

Controller

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Paper Swan is the controller and responsible for your personal data (collectively referred to as Paper Swan, “we”, “us” or “our” in this privacy policy).

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If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us using the details set out below.

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Contact details

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If you have any questions about this privacy policy or our privacy practices, please contact our data privacy manager in the following ways:

 

Full name of legal entity: Paper Swan

Email address: dataprotection@paperswanstationery.co.uk

Postal address: 7 Cromwell Court, Irlam, Salford, M44 5ZB

 

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 in the first instance.

 

Changes to the privacy policy and your duty to inform us of changes

 

We keep our privacy policy under regular review.

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.

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Third-party links

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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 privacy policy of every website you visit.

 

The data we collect about you

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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:

• Identity Data includes first name, last name, marital status, title, date of birth, gender and social media account names.

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

• Financial Data We do not collect any financial data (includes bank account and payment card details). Financial data privacy is dealt with by the payment gateway (Paypal).

• 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 the date you register on the website, purchases or orders made by you, your interests, preferences, feedback and survey responses.

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

• Enquiry Data includes information relating to enquiries you make to us.
   

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will 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, we treat the combined data as personal data which will be used in accordance with this privacy policy.

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We do not 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.

 

If you fail to provide personal data

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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.

 

How is your personal data collected?

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We use different methods to collect data from and about you including through:

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

• apply for our products or services;

• create an account on our website;

• subscribe to our service or publications;

• request marketing to be sent to you;

• enter a competition, promotion or survey; or

• give us feedback or contact us.

• Automated technologies or interactions.As you interact with our website, we will 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. Please see our cookie policy for further details.

• Third parties or publicly available sources.We will receive personal data about you from various third parties as set out below:

(i) analytics providers such as Google based inside or outside the EU;
(ii) advertising networks such as Mailchimp based inside or outside the EU; and
(iii) search information providers such as Google based inside or outside the EU.

 

• Contact, Financial and Transaction Data from providers of technical, payment and delivery services.

 

How we use your personal data

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

• we need to perform the contract we are about to enter into or have entered into with you or to take steps at your request before entering into such a contract;

• it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests; or

• we need to comply with a legal or regulatory obligation that we are subject to.

 

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

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Consent and Marketing
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. You can opt out by following the opt-out links on any marketing message sent to you, or via your account profile settings or by contacting us.

There may be other specific situations where we seek your consent to certain types of processing of your personal data in which case, consent will be the basis for processing of that particular type of processing.

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Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

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Opting Out
You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you, or via your account profile settings 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 and for use in respect of a product/service purchase, warranty registration, product/service experience or other transactions or other non - marketing purposes outlined in this notice.

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Cookies

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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. For more information about the cookies we use, please see our cookies policy.

 

Change of purpose

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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.

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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.

 

Disclosures of your personal data

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We may share your personal data with the parties set out below for the purposes set out in the table above.

External Third Parties

• Service providers acting as processors based in the EEA who provide IT and system administration services.

• Payment service providers acting as processors or controllers, such as Paypal.

• Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the EEA who provide consultancy, banking, legal, insurance and accounting services.

• HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.

• Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

 

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.

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​Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before 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 contacting us.

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International transfers

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We do not transfer your personal data outside the European Economic Area (EEA).

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Data security
 

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.

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We will notify you and any applicable regulator of a breach where we are legally required to do so.

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Data retention

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How long will you use my personal data for?

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We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

 

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, regulatory, tax, accounting or other 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.

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In some circumstances you can ask us to delete your data: see Your Legal Rights below for further information.

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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.

 

Your legal rights
 

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

• Request access to your personal data (commonly known as a “data subject access request”).

• Request correction of the personal data that we hold about you that is incorrect.

• Request erasure of your personal data.

• 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.

• Request restriction of processing of your personal data.

• Request the transfer of your personal data to you or to a third party in a machine-readable format. This is known as “data portability”.

• Withdraw consent at any time where we are relying on consent to process your personal data. However, 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 us at lucy@paperswanstationery.co.uk.

 

No fee usually required

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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.

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What we may need from you

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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

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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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Cookies

 

Our websites use cookies in various locations.

 

Cookies are small text files which are deposited on your computer and stored by your browser, for example, Internet Explorer or Safari, and they allow websites to recognise users and remember things like user preferences.

 

Which cookies we use? - We use both session ID cookies and persistent cookies. A session ID cookie expires when you close your browser. A persistent cookie remains on your hard drive for an extended period of time.

 

Strictly necessary cookies - These cookies are essential in order to enable you to navigate our website and use its features. These cookies typically don’t contain any personally identifiable information and are set by us.

 

Functional Cookies - These cookies are used to improve the functionality of the site. For example, if you fill out one of our enquiry forms, we set persistent cookies to store your information so you don’t have to enter it more than once if you so choose.

 

Performance Cookies - These cookies collect information about how visitors use this website, for example how long is spent on a particular page, how long the page took to load or if there were any errors encountered. These cookies do not contain any personally identifiable information.

 

Geotargetting cookies - We set a geotargetting cookie based on the information supplied by your browser when you visit our site. The information is used to autofill some forms and to help us provide you with the most relevant content based on your location.

 

Targeting/Advertising Cookies - These cookies are used to help measure the effectiveness of our digital advertising campaigns.

 

Other Third Party Cookies - Some cookies that have been set on our websites are not related to this website. When you visit a page with content embedded from, for example, Facebook or Google, these service providers may set their own cookies on your web browser. We do not have access or control over these cookies, so we suggest you check the third-party websites for more information about their cookies and how to manage them.

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If you take the opportunity to ‘share’ our content with friends through social networks – such as Facebook and Twitter – you may be sent cookies from these websites. We do not control the setting of these cookies, so please check the third-party websites for more information about their cookies and how to manage them.

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Can I remove existing cookies?
You can remove persistent cookies by following directions provided in your Internet browser's "help" file. For more information about cookies and how to manage or delete them, please visit www.aboutcookies.org.

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Can I disable cookies?
Yes, you can disable cookies in your browser by following directions provided in your Internet browser’s “help file”. If you choose to disable cookies, you may still use our site, but your ability to use some areas of our site will be limited. For more information on how to disable cookies, please visit www.aboutcookies.org.

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If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about how to disable the cookies please consult the information pages of the provider of the browser you are using.

 

Google Analytics
This website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website.

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Google AdWords conversion tracking, remarketing and Google Signals
In addition, our website uses Google AdWords conversion tracking and Google remarking and Google Signals, which are also service by Google. Google AdWords conversion tracking and Google remarking also use cookies and similar technologies in order to measure the performance of advertisements placed (so-called AdWords campaigns) and to show you individualised advertising messages on websites that collaborate with Google. Google Signals compiles for us multi-platform data reports on Google users that have enabled personalised advertising in their Google accounts.

 

This Google information may include end user location, search history, YouTube history, and data from sites that partner with Google - and is used to provide aggregated and anonymised insights into users’ cross platform behaviour. Your data may be accessed and/or deleted by end users via My Activity.

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Further information about cookies
If you’d like to learn more about cookies in general and how to manage them, visit aboutcookies.org (opens in a new window – please note that we can’t be responsible for the content of external websites).

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Managing cookies
If cookies aren’t enabled on your computer, it will mean that your shopping experience on our website will be limited to browsing and researching; you won’t be able to add products to your basket and buy them.

To enable cookies

If you’re not sure of the type and version of web browser you use to access the Internet, click on ‘Help’ at the top of your browser window and select the ‘About’ option (for PCs) or with the browser window open, click on the Apple menu and select the ‘About’ option (for Macs).

 

How to check cookies are enabled for PCs

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Google Chrome
Click on ‘Tools’ at the top of your browser window and select Options. Click the ‘Under the Hood’ tab, locate the ‘Privacy’ section, and select the ‘Content settings’ button. Now select ‘Allow local data to be set.

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Microsoft Internet Explorer 6.0, 7.0, 8.0
Click on ‘Tools’ at the top of your browser window and select ‘Internet options’, then click on the ‘Privacy’ tab. Ensure that your Privacy level is set to Medium or below, which will enable cookies in your browser. Settings above Medium will disable cookies.

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Mozilla Firefox
Click on ‘Tools’ at the top of your browser window and select Options. Then select the Privacy icon. Click on Cookies, then select ‘allow sites to set cookies’.

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Safari
Click on the Cog icon at the top of your browser window and select the ‘Preferences’ option. Click on ‘Security’, check the option that says ‘Block third-party and advertising cookies’. Click ‘Save’.

 

How to check cookies are enabled for Macs

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Microsoft Internet Explorer 5.0 on OSX
Click on ‘Explorer’ at the top of your browser window and select ‘Preferences’ options. Scroll down until you see ‘Cookies’ under Receiving Files. Select the ‘Never Ask’ option.

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Safari on OSX
Click on ‘Safari’ at the top of your browser window and select the ‘Preferences’ option. Click on ‘Security’ then ‘Accept cookies’. Select the ‘Only from site you navigate to’.

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Mozilla and Netscape on OSX
Click on ‘Mozilla’ or ‘Netscape’ at the top of your browser window and select the ‘Preferences’ option. Scroll down until you see cookies under ‘Privacy & Security’. Select ‘Enable cookies for the originating web site only’.

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Opera
Click on ‘Menu’ at the top of your browser window and select ‘Settings’. Then select ‘Preferences’, select the ‘Advanced’ tab. Then select ‘Accept cookies’ option.

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All other browsers
Please consult your documentation or online help files.

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