Privacy & SECURITY 

1. Policy Scope
1.1 The data controller is Pauline Books & Media (referred to in this policy as “we” or “us”).

1.2 This privacy and security policy (this “Policy”) sets out the types of personal data that we collect, explains how and why we collect and use your personal data, explains when and why we share personal data with other organisations and explains the rights you have in respect of your personal data.

1.3 This Policy applies to you if you use our services (referred to in this Policy as “our Services”). Using our Services means shopping with us by telephone, by post, by email or online. This Policy also applies if you contact us or we contact you about our Services. Parts of this Policy also apply to our centre and Head Office CCTV systems.

1.4 Our website may contain links to websites managed by other organisations. Pauline Books & Media does not endorse the content of any third party website. We do not accept any responsibility for the data protection policies governing such websites, nor do we accept any liability arising from the use of third party websites.

2. Personal Data We Collect
2.1 When you register for our Services, you may provide us with your personal details, including your title, job title, phone number, email address and postal address and your account password.

2.2 When you shop with us online or browse our website, we may collect information about your online browsing behaviour, information about your online purchases, information about any devices you have used to access our Services (see ‘Cookies’), information about website traffic and website usage.

2.3 When we contact you or you contact us or you take part in surveys, we may collect personal data you provide about yourself. This may be by telephone, email or post or when you contact us through social media.

2.4 When you visit our centres or Head Office, footage of you may be recorded on our CCTV systems.

2.5 We may also use personal data from other sources, such as public registers in order to improve the accuracy of the data we hold.

3. How and Why We Use Personal Data

3.1 We use personal data to:

1. Manage the account you hold with us. We need to process your personal data so that we can manage your customer account, payments and refunds and the delivery of goods.
2. Manage our website. We use cookies to improve your customer experience (see ‘Cookies’).
3. Personalise your shopping experience. Analysing your browsing behaviour helps us to tailor marketing communications to your interests or requirements.
4. Communicate with you about our Services. We use personal data to communicate with you, including inviting you to take part in customer surveys.
5. Prevent and detect crime in order to protect the sisters, lay staff and members of the wider community.
6. Resolve disputes. We use personal data in addressing legal claims or disputes and may be required to divulge personal data to third parties in such circumstances (see ‘Sharing personal data with other organisations’).

4. Lawful Basis

4.1 In relation to ‘How and Why We Use Personal Data’, the lawful bases for processing your personal data are:

1. Manage the account you hold with us: processing is necessary for a contract or legitimate interests.
2. Manage our website: legitimate interests.
3. Personalise your shopping experience: legitimate interests.
4. Communicate with you about our Services: legitimate interests or consent.
5. Prevent and detect crime: legitimate interests.
6. Resolve disputes: legitimate interests or legal obligation.

5. Sharing Personal Data with Other Organisations

5.1 We will not sell, rent or disclose personal data we hold about you without your consent unless required to do so in the following circumstances:

• if we need to share personal data to facilitate the efficient despatch and delivery of goods. In such circumstances Pauline Books & Media takes all reasonable measures to ensure third party compliance with the provisions of Data Protection legislation;
• if the courts or a public authority says we must share the personal data;
• if we need to share personal data in order to establish, exercise or defend our legal rights (including for the purposes of fraud prevention); and
• where we transfer or sell our business, or part of our business.

5.2 The personal data that we collect from you will not be transferred to, or stored at, a location outside the European Economic Area.

5.3 We may provide aggregated data to a reputable third party; whenever we do so such data is anonymised.

6. How We Protect Personal Data
6.1 Pauline Books & Media takes the following measures to protect personal data:

• We apply physical and other safeguards in connection with the collection, storage and sharing of personal data;
• We encrypt your data while it is being transmitted;
• We adhere to Payment Card Industry (PCI) standards governing the storage of payment card details;
• We use firewalls and data encryption to keep the data safe;
• We monitor our systems for vulnerabilities and attacks;
• We restrict access to employees and vetted third parties who need the data to carry out their duties; and
• We ask for proof of identity before sharing your personal data with you

6.2 Whilst we take appropriate technical and procedural measures to safeguard your personal data, it is important that you keep your account and password details and devices protected from unauthorised access. Whilst the website uses encryption and secure (SSL) servers to help ensure the privacy of information that you provide, the security of information and payments transmitted over the internet cannot be guaranteed. Pauline Books & Media shall not be held liable for any losses incurred or sustained by users who transmit information by means of email, to third party websites or over unsecured networks and in no event shall any such losses in whole or in part by borne by Pauline Books & Media.

7. Data Retention

7.1 We will not keep your personal data for longer than is necessary. The length of time depends on why we collected it, how old it is, whether there is a legal requirement for us to retain it and whether we need it to protect you or us.

8. Marketing and Mailing Lists

8.1 We will send you relevant offers, updates and notification of events by email, but only if you have previously provided consent to receive such communications. When you subscribe to a mailing list you will be asked to consent to our using the data you provide and you will be asked to provide such information as is necessary for us to tailor the communications we send to your interests or requirements.

8.2 If you have opted to receive notification of offers, updates and events, we may use the details you provide to contact you by telephone, post or email. You may update your communication preferences at any time in writing, online or by clicking on the ‘Unsubscribe’ link in any email communication you receive from us. Alternatively, if at any time you wish to stop receiving the newsletter, please email newsletter@pauline-uk.org.

9. Updating Your Personal Data

9.1 If you wish to update the personal data you have provided please do so either online or by notifying customerservice@pauline-uk.org.

10. Cookies

10.1 Cookies enhance the user experience and permit us to collect information on visitors to our website. Cookies are small text files we use to identify users which also allow us to observe user behaviour and compile aggregate data in order to develop website content and improve the marketing of our products.

10.2 We use cookies to collect the following information: the IP address of the user’s device and network, the date and time the user visited the website, the page(s) visited and, if applicable, the website or page that linked to such page(s) (such as a search engine).

10.3 If you do not wish to receive cookies from us or any other website, you may choose to disable cookies in your browser. If you do so, some parts of the website may not function properly. Please refer to your browser help function. We cannot accept liability for any malfunctioning of your device or its web browser as a result of disabling or attempting to disable cookies.

10.4 Most web browsers allow some degree of control over cookies through the browser settings. To find out more about cookies, including how to see what cookies have been stored and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

11. Subject Access Rights

11.1 You have the right to obtain the personal data we hold about you. This is called a Subject Access Request. If you would like a copy of the personal data we hold about you, please write to us, or email customerservice@pauline-uk.org.

12. Other Data Protection Rights

12.1 As a data subject you have various rights including the right to have inaccurate personal data corrected, have us delete it, and the right to complain to the data protection regulator (the ICO). The ICO website provides detailed guidance on these rights.

13. Amendments to this Policy

13.1 We reserve the right to modify this Policy, such changes being effective immediately. By continuing to use the website, you will be deemed to have accepted any such changes. Last update: 23 May 2018.