Privacy

Coba Graphics Ltd. Privacy Policy & GDPR Compliance Statement

The staff here at Coba Graphics take your privacy seriously, and we want to be as transparent as possible about how we handle your personal information.

How much of my personal information is collected?

When you contact Coba Graphics for further product or service information, or when placing an order, we will interact with some of your personal information:

  • Your name;
  • Your billing/delivery address;
  • Your email address;
  • Your phone number.

Note: We do not have any Social Media channels, so any profiles you may have cannot be seen or accessed by us.

Why is this information collected?

This information is collected so that we are able to send you any orders that you place, as well as for invoicing.

None of your information is used for general marketing. However, regular customers may receive emails to advise of up-coming holidays. We aim these emails to act as a prompt to place orders early if products are needed for specific deadlines.

How is my personal information stored?

If you contact us via phone or visit us in-person, any personal information we receive, relating to products or services, is handled in the strictest confidence. Any hand-written notes are shredded as soon as a secure, computer-based copy is made.

If you contact us via the Contact Page or email, your information is stored securely in the cloud, meaning there’s a multi-stage authentication to go through in order for us to see what message(s) you’ve sent.

When you place an order:

Your name/business name, delivery address, email address and phone number are used to send your order. This information is shared only with our courier. Your email address is used to send you delivery-based notifications and your phone number is used to contact you should there be a problem with delivery. The couriers we use have been checked and are GDPR compliant as of the 25th May 2018.

Invoices, which include your name/business name and billing address, are securely stored within our accounting software for a minimum of seven years. This is the minimum term outlined by HMRC for business tax purposes. Hard-copies of these invoices are also securely stored, for seven years, for company audit and HMRC purposes.

Our accounting software is securely accessed only by the people listed below, via multi-stage authentication.

Any emails relating to orders that are placed are also kept, for up to seven years, for HMRC and audit purposes.

Who has access to my personal information?

Three people have access to your personal information: Alison (Managing Director), Louise (Company Secretary) and the Company Accountant.

Alison is responsible for processing your order – from production to dispatch.

Louise only accesses data when processing orders on Alison’s behalf – due to sickness or holidays.

Our accountant has access to your name and billing address only for audit purposes, and does not share data with any third-party.

The computer equipment and other devices used to access and process your data are password protected and can only be accessed by Alison, Louise and, if needed, our accountant.

Payment:

Payment for invoices is made by bank transfer, or cheque.

During bank transfer payment, we will not receive any personal information, only a transaction reference based on your invoice. Your order and payment is linked by this transaction reference and the payment total.

If paying by cheque, the personal information printed on your cheque is used only by our bank to process your payment.

Cookies:

We use Google Analytics to collect information about how you use our website. For example, which areas you use most often, how long you stay on our website or on a specific page, and if you get any error messages from pages being unavailable. These cookies don’t collect any of your personal information and all data collected is anonymous. We only use these cookies to improve how our website functions, with the aim of making it more enjoyable to interact with.

The data generated by the cookies, about your use of our website (including your IP address), will be transmitted to and stored by Google on servers in the United States. Google will use this data for the purpose of evaluating your use of our website. Google may also transfer this data to third parties, where required to do so by law, or where such third parties process the information on Google’s behalf.

Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings in your browser, however if you do this you may not be able to fully use our website. By using our website, you consent to the processing of data about you, by Google, in the manner and for the purposes set out above.

To find out more, please visit: www.google.com/policies/privacy/partners/

To opt out of being tracked by Google Analytics across all websites, please visit: http://tools.google.com/dlpage/gaoptout.

Website Functionality Cookies:

These cookies can be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. The information these cookies collect on our website cannot track your browsing activity on other websites.

How to disable cookies:

You may be able to configure your browser or our website, application or service to restrict cookies or block all cookies if you wish, however if you disable cookies you may find this affects your ability to use certain parts of our website, applications or services. For more information about cookies and instructions on how to adjust your browser settings to accept, delete or reject cookies, see the www.allaboutcookies.org/ website.

Embedded content from other websites:

Pages on this website may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behave in the exact same way as if the person has visited the other website. For example, an embedded YouTube video will gain views and statistics from the person viewing the video on our website as it would as if visiting YouTube itself.

These external websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with the embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to the website in question.

Changes to this GDPR Page / Privacy Policy:

We may change this Privacy Policy / GDPR page from time to time. We will post any changes on this page and, if the changes are significant, we will provide a notice on the homepage or by sending you an email notification. We will also keep prior versions of this Privacy Policy in an archive for your review. We would like to encourage you to review this page whenever you use Coba Graphics to stay informed about how your personal information is handled.

Important: If you disagree with anything on this page, we don’t want to lose you as a customer or potential customer, so please get in touch as we’d like to hear your feedback. But we can, of course, delete any of your information if you’re not comfortable with it being collected, used or stored as described on this page.

If, after speaking to us, you are not satisfied with our response, you can contact the Information Commissioner’s Office (https://ico.org.uk) who is responsible for handling complaints about the use of personal information.

You can contact us regarding privacy, at any time, via the direct email address on the Contact page. We will get back to you as soon as possible.

Thank you for taking the time to read the Coba Graphics Privacy Policy & GDPR Compliance Statement.

Alison Short
Managing Director, Coba Graphics.