All My Own Work Ltd
• GDPR and your All My Own Work project
All My Own Work Ltd is committed to ensuring that your privacy is protected. Should we ask you when using our services to provide certain information by which you (or someone else) can be identified, then you can be assured that it will only be used in accordance with this privacy statement.
All My Own Work Ltd may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.
All My Own Work Ltd
Stuart House, 5-7 Wellington St, Long Eaton, Derbyshire NG10 4LY
Data privacy manager: Penelope Johnstone
Telephone number: 0115 972 5005
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
What we collect
We may collect the following information:
Name and job title
Contact information including email address
The name and class name of each pupil whose image(s) is/are delivered to us for inclusion on a product
1. How is your personal data collected?
We use different methods to collect data from and about you including through:
Direct interactions. You may give us personal information by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
apply for our products or services
create an account
subscribe to our service
request marketing material to be sent to you;
enter a competition or promotion
2. What we do with the information we gather
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
Where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal or regulatory obligation.
By placing an order for products from us which includes the names and class names of children under the age of 16, you expressly confirm that you have the consent of a parent of each child to us (and our sub-contractors) processing that data to meet the order.
We do not use Direct Marketing Communications as a form of contact with you.
We will not share your personal data with any company outside All My Own Work Ltd for marketing purposes.
3. Disclosures of your personal data
We may have to share your personal data with subcontractors who produce the products for delivery to you.
Likewise, we may have to share it with third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
4. International transfers
We do not transfer your personal data outside the European Economic Area (EEA).
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
6. Data retention
We will only retain 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 personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In relation to personal data of children, we only store names and class names for a maximum period of 13 months.
7. Your Rights
Under certain circumstances, you have the following rights under data protection laws in relation to your personal data:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
(a) if you want us to establish the data’s accuracy;
(b) where our use of the data is unlawful but you do not want us to erase it;
(c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
(d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
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GDPR and your All My Own Work project
Here at All My Own Work we recognise the significance and possible sensitivity of the artwork and personal data we work with.
We do not share information with any third parties.
Onsite storage of Artwork in a digital format is securely held and encrypted on our servers. We do not store artwork online.
Working with your Procedures and Policies
As the artwork we receive from schools is normally completed in a classroom environment, this means that schools can apply their safeguarding policies more easily. Completion of the artwork within school allows control over the content and data included at the time of its creation. If a project is undertaken by a person who is not an employee of the school, they should consider the school’s policies, procedures and permissions required by the school to complete the project.
Customers can opt to submit designs without any surnames, instead using just first names and/or initials. Our company does not insist that whole names are provided to us and we are happy to accept only first names, initials or a combination.
We will use the designs, artwork, names and information we receive to complete orders placed with us, on the basis that it has been approved for use by the person submitting the order and they have sought permission from the school as required. This includes use of the designs, artwork, names and information for any printed item we offer.
When submitting an order the school or organiser is responsible for authorising the production of the finished items, including the artwork, names and details that are included.
Group Artwork and Logo products
These items have to be checked and approved by the school or organiser of the project before they are printed. All artwork, names and information included on the template will be used to create the designs. Once the proofs have been approved in writing/email, this constitutes authorisation for the finished products to be printed as per the proofs.
We store digital copies of group artwork submitted by schools for up to13 months after receipt. You do however have the right to request that artwork is deleted sooner.
We return original artwork along with completed orders.
Items which have the class roll or individual names printed on, such as hoodies, tee shirts, teddies and mugs, require a list of names to be submitted to us. When submitting the list, the school or organiser is responsible for the required permissions and authorising the production of the finished items using said names. Upon completion and safe delivery of the order, the lists of names are deleted from our records.
With the exception of Christmas cards, products printed with individual children’s artwork do not have the name typeset and printed onto the finished items. However, if a name is included as part of the artwork itself (within the artwork area of the template) it will printed onto the finished items.
Artwork is returned with each item to facilitate identification and distribution within the school. No copies of individual artworks are kept once we are satisfied that the order is complete and safely delivered.
We occasionally receive contact by email and phone directly from parents and guardians of children who are taking part in a school project. We request that they contact the organiser if they wish to discuss anything relating to the project. This includes late submissions of artwork which need to be submitted by the school or organiser for the project.
We work with our customers to help provide options that allow schools to take their procedures and safeguarding policies into account, when creating their artwork and ordering products.
This policy was last updated 12 May 2018.