Privacy

Policy

Customer Privacy Notice

 

Forms Plus Ltd are ICO registered as a data controller. Forms Plus sell forms and labels to businesses.  This privacy notice sets out how Forms Plus Ltd uses and protects any information that customers and potential customers may provide to us. Forms Plus Ltd is committed to ensuring that your personal data and privacy is protected. This notice also explains your rights regarding any information that we may hold about you.

Data controller – Forms Plus Ltd, Unit 2A water-ma-trout Industrial Estate, Helston, Cornwall, TR13 0LW Tel: 01326 564331 E: mail@formsplus.co.uk

Should we ask you to provide certain information which identifies you, you can be assured that it will only be used in accordance with this privacy notice. Forms Plus Ltd may update this policy notice from time to time to keep up to date with regulation. You should check this page from time to time to ensure that you are happy with any changes or you can request a copy by contacting the office.

What we collect and why

We may collect certain information about existing and potential customers. We require this information to respond to specific enquiries, to understand your needs better and provide you with great customer service.

Contact information including name, job title, company name, address, telephone number and email address.

How we use your details Why?
To respond to enquiries and to fulfil orders Processing basis – Contractual

We need your name and company contact details to supply a quotation and to send samples. We need an email address to send quotations and order confirmations and a telephone number in case we have any questions about details of your request.

To send marketing information by email about our products, services, offers and news. Processing basis – Consent

We’d like to send you occasional marketing information by email and will only do this with your consent.

To contact you by telephone Processing basis – Consent

We’d like to keep in touch with you in the future to discuss any requirements we can quote to supply. We will not do this if you do not consent to telephone contact.

 

Payment information including your card’s registered address, expiry date and security code

How we use your details Why?
To take payment and give refunds Processing basis – Contractual

We need this to take payment for your goods. The Online Shop uses World Pay and PayPal to securely process all payments. Forms Plus does not store this information.  If you call our office to make payment over the phone, your payment details are processed immediately and then destroyed.

 

Order history including items left in your Online Shop basket

How we use your details Why?
To enable quick repeat orders, to help manage your stock levels and to provide customer support Processing basis – Contractual

We will record previously ordered products in your file or online account and may contact you if an item is left in your Online Shop basket to see if we can help.

 

Demographic information such as postcode, products and areas of interest

How we use your details Why?
Sales analysis and to help monitor stock levels Processing basis – Legitimate interest

To ensure our products, customer service and sales approach meet your needs and remain competitive. We use sales data for internal sales analysis.

 

Information you give us when you browse our website pages via Google Analytics including cookies, your device type, IP address and location data if you choose to share it with us.  Any such data that is personalised to you is held for no more than 26 months.

 

How we use your details Why?
To show you Forms Plus adverts as you browse the internet

 

Processing basis – Legitimate interest

To keep visitors to our website updated about our products and offers.

For market research purposes

 

Processing basis – Legitimate interest

To ensure the website, our products and services meet users’ needs.

To improve our website and follow up specific visits to our website Processing basis – Legitimate interest

We will analyse visits to and use of our website in order to ensure it meets your needs. If you have visited our site we may contact you by telephone to see if we can help with your requirement.

To protect our website Processing basis – Legal requirement

To prevent misuse of our website and to protect the customer data that we hold.

To identify and prevent fraud.

 

How we use cookies

For more information on how we use cookies please read our cookie disclaimer.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Who the information may be shared with

We sometimes need to share the personal information we process with other organisations. We will only do this in compliance with current data protection regulations. Forms Plus may share your data with the following types of company in order to provide our services to you, as set out in this statement:

  • Companies that are involved in getting your goods to you, such as payment service providers, warehouses and delivery companies
  • Professional service providers, such as marketing agencies, software providers, website hosts and IT support services who help us run our business
  • Credit reference agencies, law enforcement and fraud prevention agencies, so we can help tackle fraud
  • Companies approved by you, such as social media sites (if you choose to link your accounts to us)

We may provide third parties with aggregated but anonymised information and analytics about our customers and, before we do so, we will make sure that it does not identify you.

Our Legitimate interests and the impact on processing your data

When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you (both positive and negative) and your rights under data protection laws.

“Legitimate Interests” means the interests of our company in conducting and managing our business to enable us to give you the best services and the best and most secure experience. For example, we have an interest in making sure our marketing is relevant to you, so we may process your information to send you marketing that is tailored to your interests.

This can also apply to processing that is in your interests as well. For example, we may process your information to protect you against fraud when transacting on our website, and to ensure our website and IT systems are secure.

Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

 

Data security and responsibility

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

When collecting personal information, we tell people how we will use it. We keep records of people’s personal information up to date and do not retain it longer than is relevant or necessary for the purpose it was provided for.

We hold all personal data safe and secure, password protected at all times and only shared with the minimum amount of people working for the organisation who need to see it.  We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. Your information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information.

We may transfer your personal information to suppliers or service providers based outside of the EEA for the purposes described in this privacy policy. If we do this your personal information will continue to be subject to one or more appropriate safeguards set out under the GDPR. These might be the use of model contracts in a form approved by regulators, or having our suppliers sign up to an independent privacy scheme approved by regulators (like the US ‘Privacy Shield’ scheme).

 

Controlling your personal information

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen. We will not do this without your permission.

If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by contacting Forms Plus Ltd in writing or by email.

You may request details of personal information which we hold about you at any time. If you would like a copy of the information held on you please contact a Director. For more information on your rights under GDPR please refer to the ICO website here.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

 
 

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