Data Privacy Policy 

March 2018

In recognition of the Europe-wide 2018 GDPR regulations, Carfax Cards has issued this update to its data privacy policy.

The data we hold, and why we hold it.

Carfax Cards is principally a printer of stationery and marketing collateral. We hold the data that will commonly be found on a business card, as well as the data we need to administer your account, deliver and invoice your goods. This will include names, addresses, emails and contact numbers. In some cases we hold corporate credit card details for routine payments. We also hold our supplier bank account numbers to make payments.

We need to hold this data in order to print and deliver your material, to issue invoices and to contact you in case we need to discuss an order.

How and where we store this data

The data that we need is held on servers in our production sites in London and Suffolk, and backed up to external hard drives. Data for online orders is stored on third party servers based in the UK.

Contact details and order history are stored either on site in a Microsoft database or on a third party cloud server based in the EU.

Email addresses are held in Microsoft email applications.

Some of this data is held in hard copy in the form of a small number of printed file copies which we keep in our offices for two years.

How we use the data

The data is used as follows:

1) Data for artwork (such as contacts on business cards). This data is used to create the artwork, either online or manually by copy and paste.

2) Data for administration (such as contact email addresses and phone numbers). This is used by our account managers to call or email you with, for example, delivery dates or to gather any missing information.

3) Data for invoicing (name, address and email). This is maintained in Sage accounting software, accessed by the accounts staff and is used to create and send invoices, and follow up payments.

4) Delivery addresses are stored on the servers of our international courier, UPS. They are used to create the delivery labels and manifests.
5) Credit card details, when stored, are used by our accounts staff with SagePay to make payments of approved invoices.

Carfax does not transfer your data outside the European Union, unless we are exporting products to countries outside the EU, in which case, data will be shared with them as required.

How long we keep the data

We hold the data for as long as we have a commercial relationship and the data is required for that to work. If our business relationship ends, we will retain the data as required by statutory bodies such as HMRC.

Your right to be forgotten

You may at any time ask to see the data we hold on you and, if you believe the information we process on you is incorrect, you can request to have it corrected, deleted or withdraw consent for it to be used. If you wish to raise a complaint on how your personal data is handled, please email tim.jones@business-cards.co.uk in the first instance.

If you are not satisfied with the response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).