Privacy Policy

This privacy policy sets out how Words You Can Use Limited uses and protects any information that you give us when you use this website.

Words You Can Use Limited (‘us’ or ‘we’ in this policy) is committed to ensuring that your privacy is protected. We are registered with the ICO and are compliant with GDPR. We have appointed a Data Protection Officer who is in charge of privacy-related matters for us. If you have any queries or questions about this privacy notice, please contact:

Data Protection Officer: Maria Williams
Email address: maria@wordsyoucanuse.co.uk
Postal address: Words You Can Use Limited, c/o Seamount Business Service Ltd, Pine Suite, Room R1 Mamhilad House, Mamhilad Park Estate, Pontypool, Wales, NP4 0H
Tel: 07790 654274

It is important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at maria@wordsyoucanuse. co.uk.

Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

Words You Can Use Limited 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. This policy is effective from 1.2.19.

What personal data we collect, for what purpose, and on what grounds 

  • Data relating to communication – which includes any communications you send us, through email, social media messaging, the contact form on our website, social media posts, text or any other form of communication you send us. We process this personal data to communicate with you, for our record keeping and for any legal claims which may ensue. Our legitimate interests to reply to communications, keep our records, and deal with legal claims are our lawful ground for this data processing.
  • Our customer data – which includes information relating to the purchase of goods and/or services. This can include your title, name, billing and delivery addresses,  email address, your phone number, other contact details, your purchase details and your card details. We process this data so that we can supply the goods and/or services you bought and to keep records of transactions. The performance of a contract between you and us or attempting to enter into such a contract (at your request) is our lawful grounds for this processing this data.
  • Technical data – which includes information about your use of our website and our online services. This includes details about your browser, your IP address, the length of your visits to our pages, the page views and the navigation paths, the details of the number of visits to our website, the time zone settings, and other technology on the devices you use to access our website. Our analytics tracking system is the source of this data. We process it to analyse your use of our online services and our website, to protect, maintain, and administer our business and website, and to deliver you relevant website content and advertisements. We also do it to understand how effective our advertising is. Our lawful ground for processing this data is our legitimate interests. In this case, that means we are able to administer our website and our business properly, to grow our business, and to decide our strategy for marketing.
  • User data – which includes information about how you use our website and online services, along with any data you post for publication on our website or via our other online services. We process this information to operate our website, to provide relevant content to you, to ensure the security of the website, to maintain back-ups of our website and/or databases, and to enable the administration and publication of our website, our other online services, and our business. Our lawful grounds for processing this data is our legitimate interests to enable us to administer our website and our business properly.
  • Marketing data – which includes information about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this information to enable you to take part in our promotions such as competitions, prize draws, and free give-aways, to deliver you with relevant website content and advertisements, and measure or understand the effectiveness of our advertising. Our lawful ground for this data processing is our legitimate interests to study how customers use our products and services, to develop them and to grow our business, and to decide our strategy for marketing.
  • Words  You Can Use Limited may use customer data, technical data, user data, and marketing data to create and deliver relevant website content and advertisements to you. This may include Facebook adverts or other display advertisements. It is also used to measure and understand the effectiveness of our advertising. Our lawful ground for processing this data is our legitimate interests to grow our business. We may also use this type of data to send other marketing communications to you. Our lawful ground for this processing is either consent or legitimate interests (to grow our business).

We do not collect sensitive data about you

Sensitive data includes details about your ethnicity or race, your religious or philosophical beliefs, your sex life or sexual orientation, your political opinions, any trade union membership, or any information about your health and genetic and biometric data. We do not collect any information about any criminal convictions and offences.

Personal data

Where the law requires us to collect personal data, or if it is collected under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (to deliver goods or services to you, for example). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time. We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. For more information on this please email us at maria@wordsyoucanuse.co.uk. If we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing. We may process your personal data without your knowledge or consent where this is required or permitted by law. We do not carry out automated decision making or any type of automated profiling.

How we collect your personal data

We may collect data about you by you providing the data directly to us (for example by filling in forms on our site or by sending us emails). Our website does not use cookies so we do not collect data from you via cookies.We may receive data from third parties such as analytics providers such as Google based outside the EU, advertising networks such as Facebook-based outside the EU, such as search information providers such as Google based outside the EU, providers of technical, payment and delivery services, such as data brokers or aggregators. We may also receive data from publicly available sources such as Companies House and the Electoral Register based inside the EU.

International transfers

We may share your personal data within companies which involves transferring your data outside the European Economic Area. Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria. Many of our third parties service providers are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.
Whenever we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is in place:
We will only transfer your personal data to countries that the European Commission have approved as providing an adequate level of protection for personal data by; or

  • Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe; or
  • If we use US-based providers that are part of EU-US Privacy Shield, we may transfer data to them, as they have equivalent safeguards in place.

If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

Marketing communications

Our lawful ground of processing your personal data to send you marketing communications is either your consent or our legitimate interests (namely to grow our business). Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications and in each case you have not opted out of receiving such communications since. Under these regulations, if you are a limited company, we may send you marketing emails without your consent. However, you can still opt out of receiving marketing emails from us at any time. Before we share your personal data with any third party for their own marketing purposes we will get your express consent. You can ask us or third parties to stop sending you marketing messages at any time by logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences OR by following the opt-out links on any marketing message sent to you or OR by emailing us at maria@wordsyoucanuse.co.uk at any time. If you opt out of receiving marketing communications this opt-out does not apply to personal data provided as a result of other transactions, such as purchases, warranty registrations etc.

Disclosures of your personal data

We may have to share your personal data with the parties set out below:

  • Other companies in our group who provide services to us.
  • Service providers who provide IT and system administration services
  • Professional advisers including lawyers, bankers, accountants, auditors and insurers
  • Government bodies that require us to report processing activities.
  • Third parties to whom we sell, transfer, or merge parts of our business or our assets.

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.

Data security

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions and they must keep it confidential. We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.

Data retention

We will only retain your 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. When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements. For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers. In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your legal rights

Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.
You can see more about these rights at:

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

If you wish to exercise any of the rights set out above, please email us at maria@wordsyoucanuse.co.uk.
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 or 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.

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.

Third-party

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

Cookies

Our website does not use cookies.

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.