Instant Promotion (UK) Ltd Privacy Notice

We, Instant Promotion (UK) Ltd were first registered in 2007 as Instant Awnings, incorporated as a Limited company (with name change) in 2011, company registration number 06685264, VAT number 906772605. Within this policy Instant Promotion (UK) Ltd will sometimes be referred to as ‘we’ or ‘our’.

General Data Protection Regulation (GDPR) was introduced with effect from 25 May 2018. This single privacy law sets out to strengthen the rights of EU residents; ensuring transparency in regards to the protection of personal information. You are always in control of your personal data, and you can change your contact details or opt in-or-out at any time. Our privacy notice is designed to help you understand everything you need to know about our data gathering and processing operations, and what your legal rights are as a company and as an individual.

We will keep this Privacy Notice up to date at all times so if there are any changes to the way we process your personal data in the future, we will let you know.

Why do we collect your data?

We collect, use and store your basic personal details to process and send orders to the correct person and location. This data also allows us to recognise where customers are re-engaging with us and we can quickly identify any prior contact. In doing so we are able to efficiently respond to queries and better support and maintain our products in active service. We also retain email addresses for demographic information and for our quarterly newsletters which keep you informed about our latest products, special offers and promotions. For the exhaustive list of cookies we collect, please review the table below.

Is my data secure and where will it be stored?

Yes, all data we hold is very secure. We do not work with or share your details with any third party companies for sales or marketing purposes. The only companies to whom we provide your name and address details are our couriers UPS and Sureway who are both GDPR compliant. All data is stored within the UK. 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.

Contractual Necessity

We are required to process your details in order to deliver on the terms we have agreed with each order. Where payments are taken via our secure SagePay system they are held confidentially (from all parties including staff) and can only be accessed and reprocessed following additional authorisation from you, the customer. You do have the right to object to our data processing and we can make specific arrangements to suit your needs.

How long will we keep your data?

Where the lawful basis of our processing is based on a contractual necessity and / or legitimate interests, Instant Promotion (UK) Ltd will retain your personal data only for as long as the purposes it has been taken for. Such reasons may include honouring warranties, storing high resolution artwork, retaining custom specification details on products ordered. Any request for details to be deleted will be honoured immediately.

Right of Access

You have the right to confirm whether your details are processed and we must be able to explain how this information is used. If you would like confirmation of all details we hold for you as an individual or company please contact our Privacy and Data Protection Officer (DPO) Chris Smith, chris@instantpromotion.co.uk

Right of Rectification

You have the right to determine the exact details we can and can’t process (and subsequently hold). This can be communicated verbally or in writing.

Right to Restriction

You have the right to determine the exact details we can and can’t process (and subsequently hold). This can be communicated verbally or in writing.

Right to Erasure (right to be forgotten)

All customers have the right, granted by the European legislator, to request that we erase all details that we hold about you, and this must be completed without undue delay. In such instances we will make every attempt to delete all details within 3 days. We also have a one click unsubscribe policy, and each promotion gives you the opportunity to opt-out of receiving future Instant Promotion (UK) Ltd newsletters via a link at the bottom of the email.

Right to Portability

This is a legal right where by upon your request we will pass on all details you have given us, to another provider of your choosing.

Links to other websites

Our website may occasionally contain links to other websites of interest. Although the majority of links in our web pages relate to internal signposting, we must make you aware we have no control over the way any third party sites are managed. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites as they will not be governed by this privacy notice. You should exercise caution and look at the privacy statement applicable to the website you are visiting.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor it’s operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

List of cookies we collect

The table below lists the cookies we collect and what information they store.

COOKIE nameCOOKIE Description
CARTThe association with your shopping cart.
CATEGORY_INFOStores the category info on the page, that allows to display pages more quickly.
COMPAREThe items that you have in the Compare Products list.
CURRENCYYour preferred currency
CUSTOMERAn encrypted version of your customer id with the store.
CUSTOMER_AUTHAn indicator if you are currently logged into the store.
CUSTOMER_INFOAn encrypted version of the customer group you belong to.
CUSTOMER_SEGMENT_IDSStores the Customer Segment ID
EXTERNAL_NO_CACHEA flag, which indicates whether caching is disabled or not.
FRONTENDYou sesssion ID on the server.
GUEST-VIEWAllows guests to edit their orders.
LAST_CATEGORYThe last category you visited.
LAST_PRODUCTThe most recent product you have viewed.
NEWMESSAGEIndicates whether a new message has been received.
NO_CACHEIndicates whether it is allowed to use cache.
PERSISTENT_SHOPPING_CARTA link to information about your cart and viewing history if you have asked the site.
POLLThe ID of any polls you have recently voted in.
POLLNInformation on what polls you have voted on.
RECENTLYCOMPAREDThe items that you have recently compared.
STFInformation on products you have emailed to friends.
STOREThe store view or language you have selected.
USER_ALLOWED_SAVE_COOKIEIndicates whether a customer allowed to use cookies.
VIEWED_PRODUCT_IDSThe products that you have recently viewed.
WISHLISTAn encrypted list of products added to your Wishlist.
WISHLIST_CNTThe number of items in your Wishlist.

 

Controlling your personal information

When visiting our website, you can choose to restrict the collection or use of your personal information in the following ways:

  • Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes. If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing Chris Smith, our Data Protection Officer (DPO), chris@instantpromotion.co.uk

Your right to complain

We will always endeavour to offer the highest level of product and customer service possible. Where you feel we have fell short of the standards you would expect please make the appropriate member of the sales team aware in the first instance. If you feel your complaint needs to be escalated further please email our company Director Ben Smith who will investigate and reply directly. Ben can be contacted by email, ben@instantpromotion.co.uk

Changes to this Privacy Notice

This privacy policy is correct as of 26 November 2018.

Registered details

Our registered UK trading address is Instant Promotion (UK) Ltd, Unit 7 Liberty Industrial Park, South Liberty Lane, Bristol, BS3 2SU

Our North America East Coast Office is located at 300 Dominion Drive, STE 450, Morrisville, North Carolina 27560. Our North America West Coast Office is located at 533 W. Sunset Rd, Henderson, Las Vegas 89001

Contact Us

Our UK contact number is 0117 963 1668 and all generic enquiries can be directed to enquiries@instantpromotion.co.uk where they will be allocated to a member of the sales team and we will respond within 24 hours.

Instant Promotion (UK) Ltd takes its responsibilities to protecting your data very seriously – If there is anything in this policy you don’t understand or would like to ask specific questions regarding how your data is stored, please don't hesitate to contact us.