Privacy Policy

Privacy Policy

besley & copp are committed to protecting and respecting your privacy.

The policy below explains when and why we collect personal information about people who visit our website or use our services, how we use it, the conditions under which we may disclose it to others and most importantly how we keep this information secure.

We may update our Policy from time to time, so please refer to ensure that you’re happy with any changes. By using our website or our services, you are agreeing to be bound by this Policy.

Should you have any questions or concerns regarding this Policy or our handling of your information, please email gdpr@besleyandcopp.co.uk or write to us: Operations Director, besley & copp Ltd, 3 Orchard Court, Heron Road, Sowton Industrial Estate, Exeter, Devon EX2 7LL. You can of course call us on 01392 477137.

Who are we?

besley & copp was established in 1750 and provides a range of brand management and procurement services to UK businesses and organisations. We are registered in England (no. 59148) and our registered address is 3 Orchard Court, Heron Road, Sowton Industrial Estate, Exeter, Devon EX2 7LL.

How do we collect information from you?

We obtain information about you when you use our websites or you contact us directly. If there is a Supply of Services contract in place, we may have received your information from your head office or franchisor.

What type of information is collected from you?

The personal information we collect might include your name, address, email address, IP address, and information regarding what pages are accessed and when. When placing an order, this information and your order history will be processed and stored securely.

How is your information used?

We may use your information to:

  • Process orders that you have placed with us.
  • Carry out our obligations arising from any contracts in place.
  • Provide technical, product & services support.
  • Notify you of any changes to our products & services.
  • Send you information which you have requested and that may be of interest to you.
  • Seek feedback on the services we provide.
  • Keep in touch with new products and services that we offer.

We review the length of time that we hold your information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the HMRC). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Who has access to your information?

besley & copp will not sell, or rent your information to third parties. We will not share your information with third parties for marketing purposes.

Third Party Service Providers working on our behalf: We may pass your information to our third-party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf. This may include placing orders that are delivered directly to you, providing mailing services and transferring design files. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service. This information is provided on a single-use basis, stored securely and subsequently deleted after use. At no time can this information be used by the provider for any other purpose.

We will not release your information to any third party beyond the besley & copp network unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

Third Party partners that we work with:
We work closely with various third-party product providers to bring you an extended range of products and services (Lyreco and Office Team office supplies for example). When you enquire about or purchase one or more of these products, the relevant third-party product provider will use your details to provide you with information and carry out their obligations arising from any contracts you have entered into with them. In some cases, they will be acting as a data controller of your information and therefore we advise you to read their Privacy Policy.  These third-party product providers will share your information with us which we will use in accordance with this Privacy Policy.

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

It’s your choice

You have a choice about what and how you wish to receive information from us. Depending on your preferences, we will only send you correspondence relating to: –

Account Management & Online System Support
General Marketing (New products & services)

For each of these GDPR categories, you can choose to receive these by post, email, text or telephone call or a combination of all three. We are working towards allowing you to change these preferences online, but for the meantime we ask you to email: gdpr@besleyandcopp.co.uk or call 01392 477137 to update.

In the run up to the 25th May 2018 we will be contacting all our customers and suppliers asking them to opt-in or opt-out of correspondence. It’s important that we receive a response from you should you wish to hear from us, as after this date, we will be unable to contact you.

Accessing and updating your information

The accuracy of your information is important to us. We’re currently working on ways to make it easier for you to review and correct the information that we hold about you, but in the meantime, if you change email address, or any of the other information we hold for you, please email us at: gdpr@besleyandcopp.co.uk or write to us at: 3 Orchard Court, Heron Road, Sowton Industrial Estate, Exeter, Devon EX2 7LL. Alternatively, you can telephone us on 01392 477137.

Upon request, we can supply you require a complete record of the information that we hold on your behalf.

Deleting your information (Your right to be forgotten)

Upon request, we can supply you with a complete record of the information that we hold on your behalf. Please email us at: gdpr@besleyandcopp.co.uk or write to us at: 3 Orchard Court, Heron Road, Sowton Industrial Estate, Exeter, Devon EX2 7LL. Alternatively, you can telephone us on 01392 477137.

As mentioned earlier, we are legally required to hold some types of information to fulfil our statutory obligations (for example the HMRC). We will hold your personal information on our systems for as long as is necessary for the relevant activity.

Security precautions in place to protect the loss, misuse or alteration of your information

When you give us personal information, we take steps to ensure that it’s treated with respect and managed securely.

Internal Systems & Hosting
All information that we hold for you is held in a closed ‘Terminal Services’ environment at our offices in Exeter. Secure access to this information is provided to the appropriate members of our team and is limited by various levels of authority.

Our eSupply Portal websites are supplied by Customer Focus and hosted by AWS Amazon within the EU. We have confirmation from both that they are GDPR compliant.

At no time is information stored on individual devices outside of these environments.

Whilst we do everything possible to respect and secure your information when it arrives, if you choose to send any information over the internet or by email, it’s security cannot be guaranteed and you do so at your own risk.

Website Passwords
You will never be asked for your eSupply Portal password by any member of our team. Temporary passwords are issued at the start of any project and all users will be asked to change these at the earliest opportunity. Should you forget your password, there is a secure and encrypted ‘Forgotten Password’ link on each login page. Please note that you are responsible for keeping your password secure and safe at all times.

Card Payment Processing
Any sensitive information such as card payments are encrypted and processed by Pay360 Ltd, T/a Pay360 Capita, 1 Finsbury Square, London EC2A 1AE. When you are paying online, please look for the secure page ‘lock’ image which will appear in your browser. If this is not present, do not continue with your payment and contact our support team for advice.

Tailoring for you

We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively. We may also use your personal information to detect and reduce fraud and credit risk.

Website ‘Cookies’

Like many other websites, besley & copp uses ‘Cookies’. These are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual.

When you use our websites, you are agreeing to permit cookies. For more information on how to switch off cookies on your computer please refer to the help pages of your preferred web browser. Turning cookies of may result in a loss of functionality when using our website.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our websites‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our own.

In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check their policy.

Transferring your information outside of Europe

Nearly all the products and services we provide are manufactured and supplied within the UK and European Union (“EU”).  Occasionally we may use a third-party supplier outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.

To stay in contact with you we use some highly professional third-party technology partners such as Mailchimp for digital newsletters and Purechat for our website live chat features. Both partners are GDPR compliant but hold data outside of the EU. By opting into receiving email correspondence you agree that some of your information will be stored on servers outside of the EU but managed securely by besley & copp.

Policy Review

We keep this Policy under regular review. This Policy was last updated in April 2018.

By continuing to use the site, you agree to the use of cookies. more information

Like many other websites, besley & copp uses ‘Cookies’. These are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. When you use our websites, you are agreeing to permit cookies. For more information on how to switch off cookies on your computer please refer to the help pages of your preferred web browser. Turning cookies of may result in a loss of functionality when using our website.

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