General Data Protection Regulation (GDPR)

Privacy Policy

What is this privacy policy for?

This privacy policy is for this website (www.vidaprint.co.uk) and served by Vida Print and governs the privacy of its users who choose to use it.

The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore the way this website processes, stores and protects user data and information will also be detailed within this policy. By using our website, you agree to its terms.

The website

This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies to all UK national laws and requirements for user privacy.

Privacy note – The data you share

Under the GDPR Regulations, every organisations that have day – to – day responsibility for data protection, must give a clear explanation to it’s customers about what personal data do the organisations hold, where it came from and who do they share it with. In case individuals think there is a problem with the way this website is handling their data, they have a right to

complain to the ICO ( https://ico.org.uk/global/contact-us ).

The www.vidaprint.co.uk website (Vida Print, Address: 33. The Beeches, Bury St Edmunds, IP33 3RD, United Kingdom, Email: info@vidaprint.co.uk Telephone: 01284-768-041 ) and its owner (Gabor Vida, Address: 33. The Beeches, Bury St Edmunds, IP33 3RD, United Kingdom, Email: info@vidaprint.co.uk Telephone: 01284-768-041) only hold and process the personal datas, which are necessary for placing and fulfilling an order. These personal datas are as follows: Name, Address, Phone number, E-mail address, IP address, Anniversary dates/Birthdays, First Name of their relatives and Picture(s).

What do we need these datas for?

The Vida Print’s legal basis of processing customers personal data is Contractual legal basis.

What does that mean? As Vida Print is creating personalized photo gifts and engraved gifts, besides some of their already made items, Vida Print requires customers personal datas to fulfill the contract that has been made between Vida Print and the customer. As a result, individuals are under a contractual obligation to provide their personal data.

Vida Print requires and processes the following personal datas of their customers: customer’s pictures, their/their relatives date of birth, first name, anniversary dates, etc for fulfilling the order.

To be able to keep in touch with customers in case any problem or question occurs, we require customers Phone number and E-mail address.

Customers Name, Address, Phone number, E-mail address, IP address (we have a cookie, which uses your IP address to let you put your items into your basket and buy them) are necessary to get into the contract.

Customers Name and Address are also necessary for the performance of our contract.

Where are these personal datas came from?

During the shopping, when you choose a personalisable product, we will need you to upload a picture/give your or your relatives date of birth/ first name /anniversary dates, etc so that we can personalise the product for you.

During the ordering process, you will be required to fill up a form with your personal details, which are necessary for fulfilling your order.

Who do we share them with?

We will only share your personal data with the Post Office and with our Dropshipper (when applies).

We will share your name and address with the Post Office in order to perform our contract.

We will share your name and address as well as your or your relatives date of birth/ first name/ anniversary dates/ pictures with our Dropshipper (in some cases), who will create your personalized items and will dispatch it for you. To sum up, we share these datas with our Dropshipper to be able to fulfill your order. If you do not wish us to forward your name and address with our dropshipper, please let us know about it! In that case, we will order your item/order to our address and than send it to your address. Please note, in that case your order will take longer to arrive. For further details and with any questions or queries, please message on the following e-mail address: info@vidaprint.co.uk and we will get back to you as soon as possible.

How long will we keep them for?

As for the part of your personal datas, which we need to perform our contract, we need to keep them on our invoices. These personal datas are the customer’s name and address and other order details. By law, we need to keep our invoices for 5 years (see more at https://www.gov.uk/self-employed-records/how-long-to-keep-your-records ), which means we will need to keep the above listed part of your personal data for 5 years on our invoices. After that, our invoices will be deleted from our system.

As for your IP address ( we have a cookie, which uses your IP address to let you put your items into your basket and buy them), we will only need it until you finish and pay for your order. After that time, this data will be automatically deleted no longer than 24 hours from our system.

For further details and with any questions or queries, please message on the following e-mail address: info@vidaprint.co.uk and we will get back to you as soon as possible.

Your rights

Under the GDPR Regulations, every organisation should check their procedures to ensure they cover all the rights individuals have.

The GDPR includes the following rights for individuals:

  • the right to be informed;
  • the right of access;
  • the right to rectification;
  • the right to erasure;
  • the right to restrict processing;
  • the right to data portability;
  • the right to object; and
  • the right not to be subject to automated decision-making including

profiling.

In the following points we will detail our Procedure for each rights listed above.

The right to be informed

In the website’s Terms & Conditions, you can find a detailed information of what personal data we hold about our website’s users, where does that data came from, why have we collected them and who will we share those data with.

As soon as our users came to our website, we will notify them with a pop up window that our website is using cookies, what cookies we are using, what do we use them for, how can they accept them or not and if they did accept, how can they withdraw it.

The right of access

Under the GDPR Regulations, every individual has the right to obtain:

  • confirmation that their data is being processed;
  • access to their personal data; and
  • other supplementary information.

In case any of our customers would like to obtain and access their personal datas we hold, we will provide it without delay and at the latest within one month of receipt of the request and for free of charge.

What if the request is manifestly unfounded or excessive?

Where requests are manifestly unfounded or excessive, in particular because they are repetitive, Vida Print can:

  • charge a reasonable fee taking into account the administrative costs of providing the information; or
  • refuse to respond.

Where Vida Print refuses to respond to a request, they will explain why to the individual, informing them of their right to complain to the supervisory authority and to a judicial remedy without undue delay and at the latest within one month.

How will we inform you?

If the request has been made in an electronic form, Vida Print will inform you in a commonly used electronic format, as well.

The right to rectification

Our customers are able to rectify their personal details until the product has been dispatched. They can do it so in written form by sending an email to the following email address: info@vidaprint.co.uk or in verbal form by calling the following phone number: 01284-768-041.

Vida Print will respond to the requests without undue delay and within one calendar month of receipt the request.

The right to erasure

All of our customers have the right to ask their personal details to be deleted after the order has been received by them. Until that time, we will need to keep their details for the following reasons:

  • to be able to fully perform their order,
  • in case anything happens to their order during delivery, we need their personal datas to remake their item(s) or the full order and dispatch it again.

The only exception for deleting their personal data is the part of the data which we have to keep on our invoices. The only data we will need to keep on our invoices are exactly the same ones, which we require from you to be able to fulfill your contract. We will need to keep them on our invoices because by deleting them, our invoices will be invalid. We need to keep our invoices for 5 years (by law. See more at: https://www.gov.uk/self-employed-records/how-long-to-keep-your-records )

In case a customer requests the erasure of their personal data, we will respond without undue delay and within one month of receipt. We understand that there is a particular emphasis on the right to erasure if the request relates to data collected from children. If a customer requests the erasure of their personal data, we will erase their personal data when it is no longer necessary for the purpose which we originally collected or processed it for. This means, we will erase their personal data:

  • as soon as the order has been finished and the customer has confirmed that they have received their order in a flawless condition; or
  • if the customer hasn’t confirmed that they have received their order in a flawless condition, no later than 2 weeks from the time of dispatching their order.

If we (Vida Print) erase any data we have shared with our customers, we will inform any recipients as soon as possible.

The right to restrict processing

All individuals have the right to restrict the processing of their personal data.

If an individual has challenged the accuracy of their data and asked us to rectify it, they also have a right to request us to restrict processing while we consider their rectification request.

In other cases, because our legal basis is based on Contractual data processing, we need our customers personal data to be able to fulfill and perform their order. In case they restrict the processing of their personal data, we might be unable to process and perform their order.

In case you would like to still live with your legal right and restrict the processing of your personal data, please send an email to us on: info@vidaprint.co.uk or in verbal form by calling the following phone number: 01284-768-041.

We will act upon the request without undue delay and at the latest within one month of receipt.

The right to data portability

Based on that our legal basis is Contractual, (which means we need to process personal datas to be able to go into and perform a contract ), our customers has the right to ask for their personal details and get them in a commonly used, portable form. If you would like to receive all of your personal data, which are held by us in a portable form, please send an email to us on: info@vidaprint.co.uk or in verbal form by calling the following phone number: 01284-768-041.

We will send it to you by email in a PDF format without undue delay and at the latest within one month of receipt.

The right to object

All individuals have the right to object the processing of their personal data. They also have an absolute right to stop their data being used for direct marketing.

Although, in our case, because our legal basis is based on Contractual data processing, we need our customers personal data to be able to fulfill and perform their order. In case they object to the processing of their personal data, we might be able to still process their personal data, if we can show that we have a compelling reason for doing so.

In case you would like to still live with your legal right and object to the processing of your personal data, please send an email to us on: info@vidaprint.co.uk or in verbal form by calling the following phone number: 01284-768-041.

We will act upon the request without undue delay and at the latest within one month of receipt.

The right not to be subject to automated decision-making including profiling

Use of cookies

This website uses cookies to better the users experience while visiting the website. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer / device. This complies with recent legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user’s computer / device.

Cookies are small files saved to the user’s computers hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.

Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.

This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computers hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read Google’s privacy policy here for further information [ http://www.google.com/privacy.html ].

Other cookies may be stored to your computers hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.

Contact & communication

Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the Data Protection Act 1998. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk.

This website and its owners use any information submitted to provide you with further information about the products / services they offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter program the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process. Or whereby you the consumer have previously purchased from or enquired about purchasing from the company a product or service that the email newsletter relates to. This is by no means an entire list of your user rights in regard to receiving email marketing material. Your details are not passed on to any third parties.

Email newsletter

This website operates an email newsletter program, used to inform subscribers about products and services supplied by this website. Users can subscribe through an online automated process should they wish to do so but do so at their own discretion. Some subscriptions may be manually processed through prior written agreement with the user.

Subscriptions are taken in compliance with UK Spam Laws detailed in the Privacy and Electronic Communications Regulations 2003. All personal details relating to subscriptions are held securely and in accordance with the Data Protection Act 1998. No personal details are passed on to third parties nor shared with companies / people outside of the company that operates this website. Under the Data Protection Act 1998 you may request a copy of personal information held about you by this website’s email newsletter program. A small fee will be payable. If you would like a copy of the information held on you please write to the business address at the bottom of this policy.

Email marketing campaigns published by this website or its owners may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity [this is by no far a comprehensive list].

This information is used to refine future email campaigns and supply the user with more relevant content based around their activity.

In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003 subscribers are given the opportunity to un-subscribe at any time through an automated system. This process is detailed at the footer of each email campaign. If an automated un-subscription system is unavailable clear instructions on how to un-subscribe will by detailed instead.

External links

Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites.)

The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Social media platforms

Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.

This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Shortened links on social media

This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy urls [web addresses] (this is an example: http://bit.ly/2vj8fxY).

Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.

Resources and further information