Privacy Notice

 

We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.

This notice was last updated on Friday October 8th, 2021, and complies to the UK GDPR, underpinned by the UK law the Data Protection Act (2018), additional relevant data protection legislation and is regulated by the UK Information Commissioners Office (ICO).

Scope & Responsibilities

Our scope is any data subject, whose personal data is collected, in line with the requirements under the Data Protection Act (2018) and UK GDPR.

Letterbox Parties Limited must adhere to the UK GDPR data processing principles when processing personal data. These principles require any personal data processing to be carried out in a lawful, fair, open, and transparent manner.

Letterbox Parties Limited has further responsibilities with regards to controlling and processing personal data, which fall under the responsibility of the Data Protection Officer (DPO).

All associates and employees of Letterbox Parties Limited who interact with data subjects are responsible for ensuring that this privacy notice is drawn to the data subject’s attention.

Who we are?

Letterbox Parties Limited provide packaged party boxes, for consumers. Everything you need for a party will be included in the box and the party boxes can be procured via our website.

 

Letterbox Parties Limited is a private limited company, registered in England and Wales under company registration number 13434285. Our ICO registration certificate number is ZB219521.

 

Letterbox Parties Limited collects, controls and processes certain personal information about you, when we do so we are regulated under the UK General Data Protection Regulation, which is underpinned by the Data Protection Act (2018) and other data privacy legislation.

We are responsible as the data controller & data processor for all personal information collected, controlled, and processed under those laws and regulations. The Data Protection Officer (DPO) is Georgeona Daniels of Letterbox Parties Limited, Gowran House, 56 Broad Street, Chipping Sodbury, Bristol, England, BS37 6AG.

Letterbox Parties Limited can be contacted via email info@letterboxparties.com or via written correspondence to the above address.

Lawful bases for processing of personal data:

The lawful bases for processing are set out in Article 6 of the UK GDPR. At least one of these must apply whenever Letterbox Parties Limited processes your personal data:

  •  Contract – the processing is necessary for Letterbox Parties Limited to fulfil the obligations of an agreement, contract, or service level agreement (SLA) for the provision of our packaged party boxes. Both parties would be provided with a copy of the contract and a copy of this privacy notice.
  • Legitimate Interests – the processing is necessary, as Letterbox Parties Limited has ascertained the legitimate interest of the individual/organisation and explained why the processing of personal data is required to action the legitimate interest. Letterbox Parties Limited reviews our legitimate interest to hold personal data annually via a Legitimate Interests Assessment (LIA)

You can find more about the UK GDPR lawful bases here or by visiting www.ico.org.uk

What information we collect about you.

The personal data you have provided, or we have collected from you, includes but is not limited or restricted to:

  • Personal Contact Data (e.g., contact name, email addresses, telephone numbers)
  • Addresses (e.g., delivery and invoice addresses)
  • Dates of Birth (e.g., for company marketing communications, where the data subject has opted in)
  • Payment Merchant Data (e.g., for the processing of online payments, PCI compliant processing)

 

How we use your personal information

Letterbox Parties Limited uses your personal information:

  • To process customer orders (e.g., via our company website).
  • To provide customer refunds (e.g., where applicable under our terms and conditions).
  • To provide invoices and receipts for our packaged party boxes.
  • To provide customer after care and client support (e.g., obtaining feedback).
  • To communicate with you, via official Letterbox Parties Limited communication channels (e.g., to fulfil the contract or legitimate interest identified)
  • To keep you informed of any Letterbox Parties Limited company updates (e.g., changes to this privacy notice, other important company updates).
  • To provide compliance with all the Legal requirements of England and Wales.

 

Who we share your personal information with?

Where relevant, given the nature of the packaged party boxes provided to you by Letterbox Parties Limited, we may also share your personal data with the following categories of third parties:

  • Trusted 3rd party partners who we work alongside and process personal data on behalf of Letterbox Parties Limited, with regards to the fulfilment of contracts (e.g., online payment merchants). Disclosure of the nominated trusted 3rd party partner would be provided in our terms and conditions and the relevant data protection policies would be put in place to protect all personal data.
  • Third party service providers who support the operation of our business (e.g., IT support partners).
  • Fraud prevention agencies, money laundering agencies and associations.
  • Regulators and law enforcement agencies, including the police, HM Revenue and Customs or any other relevant authority who may have jurisdiction.

We would always inform you ahead of acting on any instructions to proceed with any of our services, should this be the case.

This data sharing enables Letterbox Parties Limited to supply the above packaged party boxes to you in a professional and timely manner, whilst undertaking quality control & regulatory compliance procedures. Furthermore, it ensures compliance with all necessary UK GDPR & Data Protection Act (2018) lawful requirements.

Letterbox Parties Limited will share personal information with law enforcement or other authorities if required by law.

Whether information must be provided by you, and if so, why?

The provision of certain personal data including (but not limited to) contact name and email address is required from you. This enables Letterbox Parties Limited to provide our packaged party boxes to you.

It may also be a legal requirement to obtain proof of identity from time to time. If this is required, we will explain why, what identification is required, how long the personal data will be kept on file and the necessity for the processing.

We will inform you at the point of collecting information from you, whether you are required to provide this and any other additional information to us.

 

International Data Transfers

Letterbox Parties Limited does not control, process, or transfer personal data outside of the UK.

Should this situation change, Letterbox Parties Limited would issue a company update via our official communication channels to all affected parties. If the international data transfer would fall within the European Union/EEA, data would be able to flow freely under the ‘Adequacy Decision’ agreed between the UK and European Parliament on June 27th, 2021. If the international data transfer is outside the EU/EEA/UK then appropriate safeguards would be put in place, such as a data impact assessments and risk assessments.

This Privacy Notice would also be updated.

Further information on International Data Transfers is provided by the Information Commissioners Office.

How long your personal information will be kept?

  • We will retain your personal information for several purposes, as is necessary to allow us to carry out our business in accordance with our contract or legitimate interests and is necessary for compliance with our legal obligations.
  • Any retention of personal data will be carried out in compliance with legal and regulatory obligations. These data retention periods are subject to change, due to any revisions of associated legislation or regulations.
  • Your information will be kept for up to 7 years after the completion of the contract on our main systems, after which time it will be archived, deleted, or anonymised depending on the content of the material and whether there is any continuing legal need for it to be retained. For example, some of the archived information may be retained for a further period due to a HMRC audit for example.
  • We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
  • 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 requirements.
  • Details of retention periods for different aspects of your personal data are available in our Document Destruction & Retention Policy which you can request from us by contacting us.
  • Any personal data held in hard document copy is securely stored pre-destruction after use and is destroyed with a Certificate of Destruction in line with our UK GDPR Document Destruction & Retention

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator (e.g., ICO) of a suspected data security breach where we are legally required to do so. If you want detailed information from, Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses, and many other online problems, please visit www.getsafeonline.org.

Get Safe Online is supported by HM Government and leading businesses.

 

Cookies

 

We use cookies to collect, store and share bits of information about your activities when you use our website.

Cookies do different things, like letting you navigate between pages quickly and generally improving your experience of a website. If a website does not use cookies, it will think you are a new visitor every time you move to a new page on the website – for example, when you enter your login details and move to another page it will not recognise you and it will not be able to keep you logged in.

 

Letterbox Parties Limited only use non-personal data essential cookies on this website to track the performance of the website via Google Analytics.

 

This non personal data helps us to understand how to improve the website content for the benefit of all users. If you want to block cookies, then you can do this through your browser via the help function. You can also visit www.aboutcookies.org for further guidance.

Your rights

Under the UK GDPR you have several important rights free of charge. At any point while we are in possession of or processing your personal data, you, the data subject (living person), have the following rights:

  • Right to be informed – you have the right to know why we are collecting and processing personal data and this right is met by the provision of this privacy notice and any subsequent updates.
  • Right of access – you have the right to request a copy of the information that we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the Information Commissioner’s Office (ICO) on individuals rights under the UK General Data Protection Regulation.

If you would like to exercise any of those rights, please:

  • call, email, or write to us in the first instance.
  • let us have enough information to identify you,
  • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
  • let us know the information to which your request relates?

 

Changes to this privacy notice

This privacy notice was last reviewed and published on Friday October 8th, 2021.

Letterbox Parties Limited is a private limited company, registered in England and Wales under company registration number 13434285. Our ICO registration certificate number is ZB219521.

 

We may change this privacy notice from time to time, when we do, we will inform you via our company communication channels and company website.

How to complain

We hope that we can resolve any query or concern you raise about our use of your personal data.

The UK General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority.

The supervisory authority in the UK is the Information Commissioners Office (ICO) who may be contacted here or by telephone on 0303 123 1113.

How to contact us

Please contact us if you have any questions about this privacy notice or the information, we hold about you.

The Data Protection Officer (DPO) is Georgeona Daniels.

Letterbox Parties Limited can be contacted via email info@letterboxparties.com or via written correspondence at Letterbox Parties Limited, Gowran House, 56 Broad Street, Chipping Sodbury, Bristol, England, BS37 6AG.