Policy
Privacy Policy
Mindvision Media Ltd understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits our website, www.brandedcorporategifts.co.uk (“Our Site”) and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law. For the purposes of this Privacy Policy, the term, “Our Site”, shall refer collectively to www.brandedcorporategifts.co.uk as well as the other websites that Mindvision Media Ltd operates and that link to this Policy. Please read this Privacy Policy carefully and ensure that you understand it. You will be required to read and accept this Privacy Policy when signing up for an Account. If you do not accept and agree with this Privacy Policy, you must stop using Our Site immediately. 1. Definitions and Interpretation In this Policy the following terms shall have the following meanings: Account means an account required to access and/or use certain areas and features of Our Site; Cookie means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in Part 14, below; and Cookie Law means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003; 2. Information About Us Our Site is owned and operated by Mindvision Media Ltd, a Limited company registered in England under company number 6205932. Registered address: 41 High Street, Malmesbury, Wiltshire, SN16 9ZZ Main trading address: 41 High Street, Malmesbury, Wiltshire, SN16 9ZZ VAT number: 923 6616 21 Contact: Data Protection Officer Email address: office@mindvision.co.uk Telephone number: 01666 826226 Postal Address: 41 High Street, Malmesbury, Wiltshire, SN16 9ZZ We are a member of BPMA (British Promotional Merchandise Association). 3. What Does This Policy Cover? This Privacy Policy applies only to your use of Our Site. Our Site may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them. 4. What is Personal Data? Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’. Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers. 5. What Are My Rights? Under the GDPR, you have the following rights, which we will always work to uphold: a) The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 15. b) The right to access the personal data we hold about you. Part 13 will tell you how to do this. c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 15 to find out more. d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 15 to find out more. e) The right to restrict (i.e. prevent) the processing of your personal data. f) The right to object to us using your personal data for a particular purpose or purposes. g) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases. h) Rights relating to automated decision-making and profiling. For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 15. Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau. If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. 6. What Data Do We Collect? Depending upon your use of Our Site, we may collect some or all of the following personal and non-personal data (please also see Part 14 on our use of Cookies and similar technologies and our Cookie Policy: Name; Gender; Address; Email address; Telephone number; Business name; Job title; Profession; Payment information; Information about your preferences and interests; IP address; Web browser type and version; Operating system; A list of URLs starting with a referring site, your activity on Our Site, and the site you exit to; 7. How Do You Use My Personal Data? Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for the following purposes: Providing and managing your Account; Providing and managing your access to Our Site; Personalising and tailoring your experience on Our Site; Supplying our products and/or services to you. Your personal details are required in order for us to enter into a contract with you. Personalising and tailoring our products and/or services for you. Communicating with you. This may include responding to emails or calls from you. Supplying you with information by email and/or post that you have opted-in to (you may unsubscribe or opt-out at any time by replying with UNSUBSCRIBE in the subject line or emailing office@mindvision.co.uk to opt-out of received posted information). Analysing your use of Our Site and gathering feedback to enable us to continually improve Our Site and your user experience. With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email and/or telephone and/or post with information, news, and offers on our products and/or services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out. Third Parties (including Chat system provider) whose content appears on Our Site may use third-party Cookies, as detailed below in Part 14. Please refer to Part 14 for more information on controlling cookies. Please note that we do not control the activities of such third parties, nor the data that they collect and use themselves, and we advise you to check the privacy policies of any such third parties. 8. How Long Will You Keep My Personal Data? We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following period: Personal data will be retained for no longer than 52 months after your most recent enquiry with the Company; 9. How and Where Do You Store or Transfer My Personal Data? We will only store or transfer your personal data within the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the GDPR or to equivalent standards by law. 10. Do You Share My Personal Data? We will not share any of your personal data with any third parties for any purposes, subject to one important exception. We may sometimes contract with third parties to supply certain products and/or services. These may include payment processing, delivery, and marketing. In some cases, those third parties may require access to some or all of your personal data that we hold. If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 9. If any personal data is transferred outside of the EEA, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR, as explained above in Part 9. In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority. 11. How Can I Control My Personal Data? 11.1 In addition to your rights under the GDPR, set out in Part 5, when you submit personal data via Our Site, you may be given options to restrict our use of your personal data. In particular, we aim to give you strong controls on our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails and at the point of providing your details . 11.2 You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving. 12. Can I Withhold Information? You may access certain areas of Our Site without providing any personal data at all. However, to use all features and functions available on Our Site you may be required to submit or allow for the collection of certain data. You may restrict our use of Cookies. For more information, see Part 14. 13. How Can I Access My Personal Data? If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”. All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 15. There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding. We will respond to your subject access request within 5 days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress. 14. How Do You Use Cookies? Our Site may place and access certain first-party Cookies on your computer or device. First-party Cookies are those placed directly by us and are used only by us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve our products and services. We have carefully chosen these Cookies and have taken steps to ensure that your privacy and personal data is protected and respected at all times. By using Our Site, you may also receive certain third-party Cookies on your computer or device. Third-party Cookies are those placed by websites, services, and/or parties other than us. Third-party Cookies are used on Our Site for providing an online chat service. All Cookies used by and on Our Site are used in accordance with current Cookie Law. Before Cookies are placed on your computer or device, you will be shown a pop-up requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of Our Site may not function fully or as intended. Certain features of Our Site depend on Cookies to function. Cookie Law deems these Cookies to be “strictly necessary”. These Cookies are shown in the table below. Your consent will not be sought to place these Cookies, but it is still important that you are aware of them. You may still block these Cookies by changing your internet browser’s settings as detailed below, but please be aware that Our Site may not work properly if you do so. We have taken great care to ensure that your privacy is not at risk by allowing them. Our Site uses analytics services provided by Google Analytics. Website analytics refers to a set of tools used to collect and analyse anonymous usage information, enabling us to better understand how Our Site is used. This, in turn, enables us to improve Our Site and the products and services offered through it. The analytics service(s) used by Our Site use(s) Cookies to gather the required information. You do not have to allow us to use these Cookies, however whilst our use of them does not pose any risk to your privacy or your safe use of Our Site, it does enable us to continually improve Our Site, making it a better and more useful experience for you. The analytics service(s) used by Our Site use(s) the following Cookies: Name of Cookie First / Third Party Provider Purpose Google Analytics Third Google Analytics Collects information about how visitors use the Websites, which website the user came from, the number of each user’s visits and how long a user stays on the Websites In addition to the controls that we provide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third-party Cookies. By default, most internet browsers accept Cookies, but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device. You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings. It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings. 15. How Do I Contact You? To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Data Protection Officer): Email address: office@mindvision.co.uk Telephone number: +44 (0)1666 826226 Postal Address: Mindvision Media Ltd, 41 High Street, Malmesbury, SN16 9ZZ, UK 16. Changes to this Privacy Policy We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection. Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.
1. Purpose and scope
Explain why this document exists and which interactions with Mindvision Media Ltd it covers.
This document explains the approach Mindvision Media Ltd takes to personal data when you interact with our websites, request quotes, open an account, place orders, or otherwise use our services. It is intended for account managers, accountants, business owners, directors and purchasers who need a clear, usable summary of how we handle personal data.
This Policy is draft content and contains operational and legal details that must be checked before publication. All items marked with [REVIEW REQUIRED] need confirmation by an authorised person or legal adviser.
What this section helps you decide:
- Whether this Policy covers your activities with us (web, account, order).
- Who should review and approve the document internally before it goes live.
Next step: Confirm the scope and the list of covered services and mark any exclusions with [REVIEW REQUIRED].
2. Definitions and responsibilities
Set out key terms and who in Mindvision Media Ltd is responsible for privacy matters so readers know where to raise questions.
This section gives concise definitions for terms used in the policy and identifies the internal contact points for data protection queries.
Key terms (brief):
- Account — an access arrangement for site features.
- Cookies — small text files placed on a device by the website.
- Processor / Controller — roles that describe whether we decide purposes of processing or act on another party's instructions. Confirm our published legal roles with legal counsel [REVIEW REQUIRED].
Primary operational contacts (confirm details):
- General enquiries: info@mindvision.co.uk [REVIEW REQUIRED]
- Support (technical or site issues): support@mindvision.co.uk [REVIEW REQUIRED]
- Telephone: 01666 826 226 [REVIEW REQUIRED]
Company identifiers to confirm before publication:
- Company name: Mindvision Media Ltd (as used in this draft) [REVIEW REQUIRED]
- Registered company number: 6205932 [REVIEW REQUIRED]
- Registered / trading address: 41 High Street, Malmesbury, Wiltshire, SN16 9ZZ [REVIEW REQUIRED]
- VAT number: 923 6616 21 [REVIEW REQUIRED]
- Memberships (e.g. BPMA): membership mentions must be verified before publication [REVIEW REQUIRED]
Next step: Confirm and approve the contact list and organisational details marked with [REVIEW REQUIRED].
3. What we collect and why
Describe the kinds of personal data we may handle and the practical reasons for each category to help readers judge necessity.
This section explains categories of personal data we may collect when you use our services and the types of purpose that typically justify processing. Exact legal bases, required fields and any sensitive categories must be validated by a responsible person or legal adviser [REVIEW REQUIRED].
Examples of data we may collect (confirm before publishing):
- Identity and contact details: name, business name, job title, postal and billing address, telephone and email [REVIEW REQUIRED]
- Transactional details: order history, invoicing and payment information needed to fulfil contracts (payment processor details are held by third-party processors) [REVIEW REQUIRED]
- Technical and behavioural data: IP address, browser and device information, pages visited and referrers to help operate and improve the site [REVIEW REQUIRED]
- Communications: notes of calls, emails and support interactions for customer service and dispute handling [REVIEW REQUIRED]
Typical lawful purposes (high level):
- To perform contracts (e.g. process and fulfil orders).
- To manage accounts and provide customer support.
- To operate and improve the website and services (including analytics and testing).
- To communicate service messages, transactional notices and marketing where consent or another lawful basis applies — details to be confirmed [REVIEW REQUIRED].
Next step: Review the list of data categories and stated purposes; confirm which are mandatory and the lawful basis for each processing activity with legal counsel [REVIEW REQUIRED].
4. Storage, transfers, sharing and security
Explain where data is stored or transferred, who may access it, and the protective approach — so readers can assess operational risk and third‑party relationships.
This section summarises storage locations, categories of recipients and the approach to protecting data. Specific technical measures, vendor names and transfer mechanisms must be verified and approved by the operational lead and legal adviser [REVIEW REQUIRED].
Storage and transfers (draft):
- We expect to store and process data using our systems and authorised third-party providers. Any statement that personal data is stored or transferred within the EEA or elsewhere must be confirmed and, if necessary, documented with appropriate safeguards [REVIEW REQUIRED].
- If personal data is transferred outside the UK/EEA, the legal basis and safeguards must be specifically recorded and approved [REVIEW REQUIRED].
Categories of third-party recipients (examples to be confirmed):
- Payment processors, delivery and logistics providers, marketing or analytics platforms, IT hosting and support providers, and chat or customer-help platform vendors. Each supplier relationship and data access level should be confirmed and documented [REVIEW REQUIRED].
Security approach (summary only):
- Access control, contractual protections with processors, and reasonable technical and organisational measures are expected; exact controls and evidence must be supplied by the IT/data leads for publication [REVIEW REQUIRED].
Next step: Obtain and attach confirmed supplier list, transfer records and security measures; verify all items marked [REVIEW REQUIRED] before publishing.
5. Data subject rights and requests
Summarise the practical rights individuals may exercise and how requests should be handled operationally.
This section gives a practical summary of the rights people can expect to exercise in relation to their personal data and the internal process for responding. The final wording, timescales and escalation must be confirmed by legal and data-protection leads [REVIEW REQUIRED].
Typical rights (summary for guidance):
- Access: to request a copy of personal data we hold.
- Rectification: to ask us to correct inaccurate or incomplete data.
- Erasure: to request deletion where a lawful ground exists.
- Restriction and objection: to ask that processing be limited or objected to for specific purposes.
- Portability: to request a machine-readable copy of data provided directly when applicable.
- Automated decision-making: rights relating to profiling and automated decisions where these occur. Confirm whether any such processing is performed by our systems [REVIEW REQUIRED].
Operational handling (draft steps):
- All requests should be sent in writing to the contact addresses in section 7.
- The requester’s identity should be verified before any personal data is provided; verification procedures must be specified and approved internally [REVIEW REQUIRED].
- Response times and any fees must be set and approved; draft timings in legacy documents should be reviewed (examples in older drafts include a 5-day acknowledgement and up to one month for a substantive reply — verify for publication) [REVIEW REQUIRED].
Next step: Confirm request-handling workflow, identity verification steps and final response times with the DPO or legal adviser and mark them in the published policy [REVIEW REQUIRED].
6. Cookies and tracking technologies
Help readers understand what cookies or similar tools the site may use and what choices users have.
This section summarises the categories of cookies and third‑party tracking used on our site in draft form. The specific cookie list, providers, and consent text must be verified and finalised before publication [REVIEW REQUIRED].
Draft categories used on the site (to be confirmed):
- Strictly necessary cookies: essential for core site functions.
- Functional cookies: remember choices and help improve experience.
- Analytics cookies: used to gather anonymous usage data to improve the site; if Google Analytics or another analytics provider is used, this must be confirmed and the relevant provider named in the published table [REVIEW REQUIRED].
- Third-party cookies: for chat, payment widgets or embeds; each third party’s cookies and privacy practices must be listed and linked to their policies [REVIEW REQUIRED].
User controls (general guidance):
- Users should be told how to give and withdraw cookie consent and how to manage cookies via their browser; provide clear, tested consent UI and instructions before going live [REVIEW REQUIRED].
Next step: Produce the definitive cookie table (names, providers, purposes, expiry) and consent text, then confirm with the web team and legal adviser for publication [REVIEW REQUIRED].
7. Contact, escalation and review/change control
Provide the contact points for queries and complaints, and explain how and when the policy will be reviewed.
This section tells users how to contact Mindvision Media Ltd about personal data, how to escalate unresolved matters, and how the policy will be updated. All contact details and review intervals must be finalised before publishing [REVIEW REQUIRED].
Contact points (confirm actual addresses before publication):
- General enquiries: info@mindvision.co.uk [REVIEW REQUIRED]
- Support (site or technical): support@mindvision.co.uk [REVIEW REQUIRED]
- Telephone: 01666 826 226 [REVIEW REQUIRED]
- Postal: Mindvision Media Ltd, 41 High Street, Malmesbury, SN16 9ZZ [REVIEW REQUIRED]
Escalation and complaints (summary):
- Users should raise data concerns with the contacts above in the first instance.
- Internal escalation paths for unresolved complaints must be documented and authorised internally (include named roles and timescales) [REVIEW REQUIRED].
Review and change control (draft):
- The policy should carry a clear version number and publication date once finalised.
- Set a routine review frequency and an approval process for changes; the frequency and approvers must be decided and recorded [REVIEW REQUIRED].
Next step: Confirm the final contact details, escalation contacts and review cadence; replace each [REVIEW REQUIRED] item with the approved information before publishing.