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I have read the Information Commissioner’s Office guidelines for compliance with the new General Data Protection Regulation (GDPR) rules. This document that follows explains how I comply. If you have given me your email address (by emailing me, buying something from my website or subscribing to my website, for example) you should read this to reassure yourself that I only use your data responsibly.
I am a sole trader.
The information I hold:
Email addresses of people who have emailed me and to whom I have replied – automatically saved in hotmail.
Email addresses, postal addresses (for physical items) and names of people who have bought something from my website.
Orders are saved by default in the background of the website, which is securely password-protected.
Payments for commissions are taken via Paypal or Bank Transfer. Both of which are protected via Paypal and your bank.
I do not share this information with anyone. Ever.
Communicating privacy information
I have put this statement on my website.
I have added a link to my facebook page.
I have added a link to my e-mail signature.
I have added a statement or link to my Esty and Amazon page.
On request, I will delete data. If someone asked to see their data, I would take a screenshot of their entry/entries.
Subject access requests
I aim to respond to all requests within 24 hours and usually much sooner.
Lawful basis for processing data
If people have emailed me, they have given me their email address. I do not actively add it to a list but hotmail will save it. I will not add it to any database or spreadsheet unless someone asks me to or gives me explicit and detailed permission.
If authors have brought my illustrations, they have agreed to be named on the license and they understand that I need to hold their email address, name and and address for the license records.
If people have bought something from my Etsy or Amazon page, their postal and email addresses are saved on the websites which are password protected. I do not have access to your payment details through Etsy and Amazon. Please see their own Pivacy Policy to check how this information is stored.
This is standard practice for purchasing online but I do not use their data for anything other than contacting them about a problem with the order. I will delete their email addresses and postal addresses after one year.
I make the presumption that, by contacting me and expecting a response, a person consents to me using their email address and keeping it stored for future correspondence. If they would like me to remove their details once their commission has been finished, I will do so of course.
I only use personal information myself for what is necessary, I never pass on to third parties, write it down, or keep it anywhere that is not password protected.
Young people sometimes email me but I don’t know their age unless they tell me – and I only have their word for that. I would not deliberately keep their email address (but hotmail would save it in my account.) If you think your child has contacted me and would like their email address deleted, please get in touch.
I have done everything I can to prevent this, by strongly password-protecting my computer, and other internet accounts. If any of those organisations were compromised I would take steps to follow their advice immediately.
Data Protection by Design and Data Protection Impact Assessments
I have familiarised myself with the ICO’s code of practice on Privacy Impact Assessments as well as the latest guidance from the Article 29 Working Party, and believe that I am using best practice.
Data Protection Officers
I have appointed myself as the Data protection Officer, as I am a sole trader.
My lead data protection supervisory authority is the UK’s ICO. This may change after Britain leaves the EU.
WHAT ARE 'COOKIES'?
Cookies are small text files which are downloaded to your computer or mobile device when you visit a website or application. Your web browser (such as Internet Explorer, Mozilla Firefox or Google Chrome) then sends these cookies back to the website or application on each subsequent visit so that they can recognise you and remember things like personalised details or user preferences.
Cookies are very useful and do lots of different jobs which help to make your experience on websites as smooth as possible. For example, they let you move between web pages efficiently, remembering your preferences, and generally improving your experience (see below for more examples). They can also help to ensure that adverts you see online are more relevant to you and your interests.
They are referred to as session or persistent cookies, depending on how long they are used:
• Session cookies only last for your online session and disappear from your computer or device when you close your browser.
• Persistent cookies stay on your computer or device after the browser has been closed and last for the period of time specified in the cookie. These persistent cookies are activated each time you visit the site where the cookie was generated.
These cookies do not identify you directly as they do not collect information such as your name or email address. However, the information collected by these cookies will be linked to a unique user identifier code. This is a random sequence of numbers and letters which we can use to link information collected by the cookies back to you without the cookies collecting your name or email address. This allows us to use the information collected by the cookies to understand more about your viewing habits and your interests so that we can make our advertising and marketing more relevant to you.
HOW TO CONTROL YOUR COOKIES
There are various ways that you can control and manage your cookies which are discussed in a bit more detail below. Please remember that any settings you change will not just affect Channel 4 cookies. These changes will apply to all websites that you visit (unless you choose to block cookies from particular sites). The settings you change will also only apply to the device on which you change them and will not apply across all your devices. If you want to opt out of cookies on all your devices, you will need to change the settings on all your devices individually.
Managing cookies in your browser
Most modern browsers will allow you to:
• See what cookies you've got and delete them on an individual basis.
• Block third party cookies.
• Block all cookies from being set.
• Delete all cookies when you close your browser.
You should be aware that any preferences will be lost if you delete all cookies. Ironically, this includes where you have opted out from cookies, as this requires an opt-out cookie to be set. This means that if you opt out from cookies and then delete all cookies, your opt out will not be saved and you will need to opt out again (which will store a strictly necessary cookie so that your device can remember that you have opted out).
If you block cookies completely, many websites will not work properly and some functionality on these websites will not work at all. We do not recommend turning cookies off when using our Services for these reasons.
The links below take you to the ‘Help' sections for each of the major browsers so that you can find out more about how to manage your cookies.
http://support.google.com/chrome/bin/answer.py?hl=en&answer=95647 (opens in a new window)
http://support.mozilla.org/en-US/kb/Cookies (opens in a new window)
https://support.apple.com/kb/PH21411?locale=en_GB (opens in a new window) (opens in a new window)
https://support.apple.com/en-us/HT201265 (opens in a new window)
http://support.google.com/chrome/answer/2392971?hl=en-GB (opens in a new window)
http://support.microsoft.com/kb/ (opens in a new window)