Privacy Policy

Effective Date: 02/01/2019
Last Amended Date: 19/09/2023
 

Claro Print Ltd ("we", "our", or "us") is a leading professional print management company that oversees and coordinates the http://www.claroprint.co.uk platform (referred to as the "Platform"). This document outlines our stringent measures concerning the gathering, utilisation, and disclosure of personal information when you engage with our Platform and services. We are committed to safeguarding your data, leveraging it solely to enhance and refine the services we offer. By engaging with any Claro Print service or platform, including but not limited to Legato, Flight Deck and Swag Force, you consent to our methods of data handling as detailed in this policy. For any terminology used in this Privacy Policy that might be unclear, please refer to our Terms and Conditions, which can be accessed by clicking here: Terms & Conditions

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Information Collection And Use

We collect several different types of information for various purposes to provide and improve our Service to you.
 

Types of Data Collected

Information You Provide To Us

When interacting with our services, you may provide us with various forms of personal data. This includes, but is not limited to:

• Email address

• First name and last name

• Phone number

• Address, County, Area, Postal code, City

• Responses to surveys, feedback forms, or other interactive features

• Information provided when making inquiries, requesting additional information, or ordering free samples.
   

Information Collected Automatically

As you use our website and services, certain data might be collected automatically from your device or web browser. This encompasses:

• Usage Data: We track user behaviours on our website to optimise and tailor our services better. This may include data such as your computer's IP address, browser type, browser version, the pages you visit on our Service, the time and date of your visit, time spent on those pages, unique device identifiers, and other diagnostic data.

• Cookies and Tracking Data: We use cookies and similar tracking technologies to monitor activity on our Service and store certain data. This information can be used to enhance user experience, remembering user preferences, or targeting advertising more effectively.

• Analytical Tools: Through tools like Google Analytics, we gather statistical data about the use of our website. This can give insights into which pages are popular, where users come from, and how they navigate through the site.
   

Information from Form Submissions

Anytime you complete a form on our site, whether to request information, sign up for a newsletter, order a sample, or for other purposes, the data you provide is collected and stored. This can include:

• Specific requests or inquiries you've made

• Preferences or details about products or services you're interested in

• Feedback or reviews related to our products or your experience.
   

Tracking & Cookies Data

We value your digital experience and utilise cookies to enhance your interactions with our Service. Cookies are small data files, often inclusive of an anonymous unique identifier. When you visit our website, these cookies are transmitted from the site to your browser and then stored on your device.
 

Beyond cookies, we may also implement other tracking technologies like beacons, tags, and scripts. These help us in collecting information, improving our Service, and analysing our user traffic patterns.

If you wish, you can set your browser to decline or notify you about the cookies. However, declining cookies might affect certain functionalities, potentially limiting your access to some sections of our Service.

Here's a detailed breakdown of the types of cookies we use:
 

1. Essential Cookies (Session Cookies):

   • Purpose: These are crucial for the core functionalities of our Service. They enable you to navigate through the website and use its features.

   • Example: Maintaining your session state as you navigate through the site, ensuring that your user session isn't mixed up with someone else's.

2. Marketing Cookies (Preference Cookies):

   • Purpose: These cookies remember your preferences, thus allowing us to personalise the content, tailor the advertisements, and offer a more enriched user experience aligned with your interests and needs.

   • Example: Remembering your preferred language or region, ensuring that advertisements are displayed in a manner relevant to you.

3. Functional Cookies:

   • Purpose: They help in certain non-essential functionalities, such as embedding content like videos and presenting content tailored to what you've shown interest in.

   • Example: If you're reading an article about digital printing, these cookies might suggest other related articles or videos.

4. Analytical Cookies:

   • Purpose: These cookies help us understand user behaviour on our site. They provide insights into metrics like the number of visitors, bounce rate, traffic source, etc. This aids us in optimising the website and enhancing user experience.

   • Example: Analysing which pages on our website are most frequently visited and which features are most valued by our users.

Lastly, we use Security Cookies to fortify our platform's security mechanisms, ensuring that your data remains safeguarded from potential threats.

By using our Service, you acknowledge and agree to our use of cookies in line with the purposes described.

 

Use of Data

Claro Print Ltd harnesses the collected data for a multitude of purposes to enhance and streamline your experience with our services:

• Service Provision: At the forefront of our operations, we use the data to provide and maintain our services, ensuring they operate smoothly and are tailored to meet the unique requirements of each client.

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• Service Updates: To keep you abreast of any changes, enhancements, or modifications to our services, we might use your contact information to send out notifications.

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• Interactive Features: As we endeavour to make our platform more engaging, you may come across various interactive features. Data ensures that you can seamlessly engage with such elements, should you wish to.

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• Customer Support: Customer queries, concerns, and feedback are invaluable to us. By utilising the collected data, we can offer timely, relevant, and efficient customer care and support, addressing any issues or questions you might have.

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• Service Improvement: As we continually aim for betterment, we analyse the data to gain insights into areas of improvement, ensuring that we provide you with a service that’s not only efficient but also innovative.

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• Usage Monitoring: To understand how our platform is being utilised, we monitor service usage. This helps us identify popular features, detect potential areas of concern, and ensure that our infrastructure can handle the demands placed upon it.

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• Technical Issue Detection: The digital landscape is ever-evolving, and technical glitches can arise. By analysing the data, we can promptly detect, address, and rectify any technical issues, ensuring a smooth user experience.

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• Marketing and Promotions: Based on your preferences and usage patterns, we may send you targeted promotions, offers, and updates about products or services that align with your interests.

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• Research and Analysis: By aggregating user data, we can perform research and analysis to understand market trends, user behavior, and areas of growth. This, in turn, helps us in strategic decision-making and future planning.

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• Third-party Collaborations: To bring you a wider array of services, we occasionally collaborate with third-party service providers, like our outsourced print partners and third-party warehouses. Data may be used to facilitate these collaborations, ensuring seamless integration of services.
   

Transfer Of Data

Your information, including Personal Data, may be transferred to — and maintained on — computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from your jurisdiction.

If you are located outside United Kingdom and choose to provide information to us, please note that we transfer the data, including Personal Data, to United Kingdom and process it there.
 

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

Claro Print Ltd will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organisation or a country unless there are adequate controls in place including the security of your data and other personal information.
 

Disclosure Of Data
Legal Requirements

Claro Print Ltd may disclose your Personal Data in the good faith belief that such action is necessary to:

• To comply with a legal obligation

• To protect and defend the rights or property of Claro Print Ltd

• To prevent or investigate possible wrongdoing in connection with the Service

• To protect the personal safety of users of the Service or the public

• To protect against legal liability
   

Security Of Data

At Claro Print Ltd, safeguarding our clients' and users' data is of paramount importance. Our commitment to data security is unwavering, and we have instituted robust measures to protect sensitive information from unauthorized access, alteration, disclosure, or destruction.
 

Centralised, Off-site Storage:

• No critical user or business information is stored remotely or on local systems.

  • All sensitive data is securely housed within third-party platforms, each of which adheres to stringent GDPR standards or higher. This centralised data management approach minimises vulnerabilities and enhances our capability to monitor and manage data access efficiently.
     

Password Protection and Encryption:

• Access to all critical data, whether it relates to our business operations or our clients, is tightly controlled.

• Systems are secured with robust password protection protocols. Further, data transmitted between our site and users or between our platforms and third-party subprocessors is encrypted, ensuring it remains confidential and secure during transmission.
   

Third-party Subprocessor Compliance:

• Every third-party subprocessor we collaborate with is bound by a strict regulatory framework, which emphasizes GDPR compliance.

• These entities maintain their individual GDPR policies, reflecting their stringent data protection standards. Should any stakeholder, client, or user wish to review these policies, they are available upon request.
   

Continuous Review:

• The digital landscape is dynamic, with emerging threats and vulnerabilities. Recognising this, Claro Print Ltd continually assesses its data protection strategies, refining and updating them as necessary to ensure that data security remains uncompromised.

We urge our users and clients to exercise caution in sharing their data, ensuring that they do so over trusted networks and using secure devices. While we commit to the highest security standards, the security of data during transmission over the internet or a cellular network cannot always be guaranteed.
 

THIRD PARTY SUB-PROCESSORS & DATA USAGE

To support the provision, enhancement, and security of our services, Claro Print Ltd partners with various third-party subprocessors. Each has been rigorously vetted to ensure the privacy, security, and appropriate handling of data, consistent with GDPR regulations and best practices.
 

1. Website Management and Interaction Data:

• Platform: Wix

  • Functionality: Website hosting and management

  • Data Usage: Site optimization, user experience enhancements, and technical support.
     

2. Digital Advertising:

• Platform: Google Ads

  • Functionality: Digital advertising campaigns

  • Data Usage: User interaction data for ad campaign targeting and optimization.
     

3. Website Analytics:

• Platform: Google Analytics

  • Functionality: Website traffic tracking and reporting

  • Data Usage: Understanding user behavior for website enhancement.
     

4. Enterprise Resource Planning:

• Platform: Odoo

  • Functionality: Enterprise resource planning for sales, production, and customer service.

  • Data Usage: Customer transaction and interaction data management.
     

5. Sales and Marketing:

• Platform: Hubspot

  • Functionality: Sales and marketing campaign management.

  • Data Usage: Campaign optimization and sales tracking.
     

6. Documentation and Collaboration:

• Platform: Google Gsuite

  • Functionality: Documentation, spreadsheets, and inter-team collaboration.

  • Data Usage: Business data storage (with strict privacy controls).
     

7. Data Collection Forms:

• Platform: Typeform

  • Functionality: Data collection through online forms.

  • Data Usage: Capturing data volunteered by users through various site forms.
     

8. Data Analytics:

• Platform: Google Looker Studio

  • Functionality: Business data analysis and visualization.

  • Data Usage: Data visualisation and user interaction metrics.
     

9. Product Fulfilment: In order to ensure timely and precise delivery of our products, we collaborate with:

• Third-party couriers: These entities require access to specific data, such as delivery addresses, based on legitimate business needs.

• Outsourced print partners: Engaged for the actual manufacturing of customer-ordered items. Some data sharing might be necessary for accurate order fulfillment.
   

It's essential to note that this section provides details on the primary third-party subprocessors engaged by Claro Print Ltd. The list might not be exhaustive, and the company may engage other tools and systems as needed, always ensuring data security and privacy.

These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.


Right to Be Forgotten (Data Erasure)

We recognize and respect the rights of individuals to have their personal data deleted from our records, in line with the General Data Protection Regulation (GDPR) and other applicable data protection laws. The right to destruction, often referred to as the "right to erasure" or "right to be forgotten", ensures that individuals have more control over their personal data and can determine its lifecycle within an organization.
 

1. When Can Data Be Deleted?

Individuals can request the deletion of their personal data in the following circumstances:

• The data is no longer necessary for the purpose it was originally collected.

• The individual withdraws their consent (if the data processing was based on consent).

• The individual objects to the processing and there are no overriding legitimate grounds for continuing the processing.

• The data has been unlawfully processed.

• The data must be deleted to comply with a legal obligation.
   

2. Exemptions:

There are specific situations where the right to erasure does not apply, including:

• Where the processing is necessary for exercising freedom of expression and information.

• Where the processing is required for compliance with a legal obligation or for the performance of a public interest task or exercise of official authority.

• For public health reasons in the public interest.

• For archiving purposes in the public interest, scientific or historical research, or statistical purposes.

• Where required for the establishment, exercise, or defense of legal claims.
   

3. Process for Requesting Data Destruction:

Individuals wishing to exercise their right to erasure can submit a formal request to our designated data protection officer or through our established channels. We will process the request promptly, ensuring a response within one month of receipt. This period might be extended in complex situations, but the individual will be informed about such an extension.
 

4. Technical Execution:

Upon approval of an erasure request, Claro Print Ltd will take comprehensive measures to permanently delete the relevant personal data from all our systems and subprocessors. This means the data will be irretrievable.
 

5. Data Backup & Archives:

It's essential to note that data backups and archives are designed to restore data in case of disasters. While we will ensure that personal data is removed from active systems, it may remain within backup systems for a defined retention period, after which it will be permanently deleted.

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Legitimate Interest As a Basis For Data Processing

Through this section, we aim to provide clarity on how we invoke and apply legitimate interest in the context of our services.
 

1. Definition of Legitimate Interest:
Legitimate interest refers to the interest of our business in conducting and managing our operations to provide the best service to every client. When we process personal data based on legitimate interest, we ensure it's done in a way that respects the individual's data protection rights.
 

2. Rationale for Legitimate Interest:
The services offered by Claro Print Ltd necessitate the collection and processing of certain personal data. Without this, we would be unable to provide our services effectively. Such scenarios include, but are not limited to:

• Communication with clients to understand their requirements and provide tailored solutions.

• Coordination with third-party partners, including print partners and warehouses, to fulfill customer orders.

• Utilizing data analytics tools to improve our service offerings.

• Addressing customer inquiries, providing customer care, and resolving disputes.

• Processing and shipping customer orders, requiring address and contact details.
   

3. Legitimate Interest Assessment (LIA):
To ensure we apply the legitimate interest ground appropriately, we perform a Legitimate Interest Assessment (LIA) when introducing new processing activities. The LIA considers:

• The specific interest behind the data processing activity.

• The necessity of the processing for achieving the identified interest.

• The balance between our interests and the individual's rights and interests.
   

4. Individual's Rights:
While we assert our legitimate interest as a primary basis for processing, we deeply respect the rights of individuals. They always retain the right to object to data processing based on legitimate interests. Upon receiving an objection, we will revisit our LIA and determine if our legitimate grounds override the individual's rights.
 

5. Transparency and Accountability:
We are committed to being transparent about our data processing activities. Clients and partners can always inquire about the specifics of our data processing, and we are ready to provide our rationale and the results of our LIA upon request.

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Links To Other Sites

Our Service may contain links to other sites that are not operated by us. If you click on a third party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.
 

Children's Privacy

Our Service does not address anyone under the age of 18 ("Children").

We do not knowingly collect personally identifiable information from anyone under the age of 18. If you are a parent or guardian and you are aware that your Children has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.
 

Changes To This Privacy Policy

We may update our Privacy Policy from time to time. We encourage users to frequently check this page for any changes.  The 'Last Amended' date at the head of the policy will denote the date which the privacy policy was most recently amended.

 

Staff Training on Data Protection and Compliance

We recognise the importance of ensuring that our staff is well-informed and equipped with the necessary knowledge to handle and process personal data in alignment with our GDPR Data Protection Policy. As such, we have implemented comprehensive staff training programs designed to promote a culture of data protection within our organisation.
 

1. Annual Training: Every employee of Claro Print Ltd undergoes mandatory data protection training annually. This training ensures that all staff members are familiar with the principles of the GDPR, understand the company's obligations, and are aware of their individual responsibilities when it comes to the handling and processing of personal data.

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2. Training Content: The training covers, but is not limited to:

• An overview of the GDPR and its principles.

• The rights of data subjects and how to uphold them.

• Best practices for data handling, storage, and disposal.

• Recognising and reporting data breaches.

• Our company's specific data protection procedures and policies.

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3. Updates and Memos: In the fast-evolving digital landscape, data protection practices and regulations can undergo significant changes. Whenever there are important updates or changes to our GDPR Data Protection Policy or related processes, memos are promptly circulated to all staff members to ensure they are apprised of these changes. These memos detail the nature of the change, the implications for our operations, and any necessary actions or adjustments staff members must make.

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4. Continuous Improvement: Feedback from staff members is actively sought and considered after each training session. This feedback mechanism allows us to continuously improve the training content and methods, ensuring that they remain relevant and effective.

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5. Accountability and Compliance: All staff members are required to sign a declaration after each training session, confirming their attendance and understanding of the material presented. This serves as a record of their commitment to adhering to our data protection standards and policies.

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Contact Us

If you have any questions about this Privacy Policy, 3rd Party Specific GDPR policies or Erasure Requests, please contact us:

• By email: GDPR@claroprint.co.uk

• By completing the contact form at the foot of this page on our website: www.claroprint.co.uk/privacy

• By phone number: 0207 118 1411

• By post: Claro Print Ltd, Offices 26/27, 1 Spiersbridge Way, Thornliebank, Glasgow G46 8NG