Privacy Policy

Positive Media Promotions Ltd is committed to protecting your privacy and handling your personal data responsibly. This policy explains how we collect, use, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Positive Media Promotions Ltd is the data controller responsible for your personal data. If you have any questions about this policy or your data rights, please contact us at sales@positivemediapromotions.co.uk.

2. What Data We Collect

2.1 Information You Provide

Contact details: Name, email address, phone number, company name, job title
Delivery information: Shipping addresses for order fulfillment
Order details: Products ordered, quantities, artwork files, specifications
Payment information: Billing address, payment method (card details are processed securely by our payment provider)
Communications: Records of emails, calls, and correspondence

2.2 Information Collected Automatically

Technical data: IP address, browser type, device information
Usage data: Pages visited, time spent on site, referral source
Cookies: See our Cookie Policy for details

3. How We Use Your Data

We use your personal data to:

Process and fulfill your orders
Provide quotations and respond to enquiries
Communicate about your orders (proofs, shipping updates, etc.)
Create and manage your account
Improve our products and services
Send marketing communications (only with your consent)
Comply with legal obligations

3.1 Legal Basis for Processing

Contract: Processing necessary to fulfill our contract with you
Legitimate interests: Running our business, improving services, fraud prevention
Consent: Marketing communications (which you can withdraw at any time)
Legal obligation: Tax records, regulatory requirements

4. Who We Share Your Data With

We may share your personal data with:

Suppliers and manufacturers: To produce and brand your products. They receive only the information necessary for fulfillment.
Delivery partners: Courier companies to deliver your orders
Payment processors: To securely process payments
IT service providers: Who help us run our systems
Professional advisors: Accountants, lawyers when necessary

We do not sell your personal data to third parties. All third parties are required to respect the security of your data and treat it in accordance with the law.

5. International Transfers

Some of our suppliers are based outside the UK. When we transfer data internationally, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the ICO.

6. Data Retention

We retain your personal data for as long as necessary to fulfill the purposes for which it was collected:

Order records: 7 years (for tax and legal purposes)
Quotation enquiries: 2 years
Marketing contacts: Until you unsubscribe
Website analytics: 26 months

7. Your Rights

Under data protection law, you have the right to:

Access: Request a copy of the personal data we hold about you
Rectification: Request correction of inaccurate data
Erasure: Request deletion of your data (subject to legal requirements)
Restriction: Request we limit how we use your data
Portability: Request your data in a machine-readable format
Objection: Object to processing based on legitimate interests
Withdraw consent: Where processing is based on consent

To exercise any of these rights, please contact us at sales@positivemediapromotions.co.uk. We will respond within one month.

8. Marketing Communications

We will only send you marketing emails if you have opted in. You can unsubscribe at any time by clicking the unsubscribe link in any email or contacting us directly.

9. Data Security

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, accessed, altered, or disclosed in an unauthorised way. Access to your personal data is limited to employees and suppliers who need it.

10. Cookies

Our website uses cookies to improve your experience. For detailed information about the cookies we use, please see our Cookie Policy.

11. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any significant changes by posting the new policy on this page with an updated revision date.

12. Complaints

If you have any concerns about how we handle your data, please contact us first. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

13. Contact Us

For any privacy-related questions:

Email: sales@positivemediapromotions.co.uk
Phone: 0116 275 2330