Our Privacy Policy

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Last updated: 14th May 2018

OFFICESERVE CUSTOMER PRIVACY POLICY

OfficeServe limited is a company registered in England and Wales.

OVERVIEW

Maintaining the security of your data is a priority at OfficeServe, and we are committed to respecting your privacy rights. We pledge to handle your data fairly and legally at all times. OfficeServe is also dedicated to being transparent about what data we collect about you and how we use it.

This policy provides you with information about:

  • how we use your data;
  • what personal data we collect;
  • how we ensure your privacy is maintained; and
  • your legal rights relating to your personal data.

How we use your data

General

OfficeServe uses your personal data:

  • to provide goods and services to you;
  • to make a tailored website available to you;
  • to manage any registered account(s) that you hold with us;
  • to verify your identity;
  • for crime and fraud prevention, detection and related purposes;
  • with your agreement, to contact you electronically about promotional offers and products and services which we think may interest you;
  • for market research purposes - to better understand your needs;
  • to enable OfficeServe to manage customer service interactions with you; and
  • where we have a legal right or duty to use or disclose your information (for example in relation to an investigation by a public authority or in a legal dispute).

Other Marketing

Promotional communications

OfficeServe uses your personal data for electronic marketing purposes (with your consent).

OfficeServe aims to update you about products & services which are of interest and relevance to your company.

You have the right to opt out of receiving promotional communications at any time, by:

  • making use of the simple “unsubscribe” link in emails; and/or
  • contacting OfficeServe via the contact channels shown on the website www.officeserve.com

Web Banner Advertising

If you visit our websites, you may receive personalised banner advertisements whilst browsing other websites. Any banner advertisements you see will relate to products you have viewed whilst browsing our websites on your computer or other devices.

Sharing data with third parties

Our service providers and suppliers

In order to make certain services available to you, we may need to share your personal data with some of our subsidiary companies. These include production and delivery service providers.

OfficeServe only allows its service providers to handle your personal data when we have confirmed that they apply appropriate data protection and security controls. We also impose contractual obligations on service providers relating to data protection and security, which mean they can only use your data to provide services to OfficeServe and to you, and for no other purposes.

Other third parties

Aside from our service providers, OfficeServe will not disclose your personal data to any third party, except as set out below. We will never sell or rent our customer data to other organisations for marketing purposes.

We may share your data with:

  • governmental bodies, regulators, law enforcement agencies, courts/tribunals and insurers where we are required to do so: -
  • to comply with our legal obligations;
  • to exercise our legal rights (for example in court cases);
  • for the prevention, detection, investigation of crime or prosecution of offenders; and
  • for the protection of our employees and customers.

How long do we keep your data?

We will not retain your data for longer than necessary for the purposes set out in this Policy. The longest we will normally hold any personal data is 3 years.

What data do we collect?

OfficeServe may collect the following information about you:

  • your name and your company name;
  • your contact details: postal address including billing and delivery addresses, telephone numbers (including mobile numbers) and e-mail address;
  • purchases and orders made by you;
  • your password(s);
  • when you make a purchase or place an order with us, your payment card details;
  • your communication and marketing preferences;
  • your interests, preferences, feedback and survey responses;
  • your location;
  • your correspondence and communications with OfficeServe; and
  • other publicly available personal data, including any which you have shared via a public platform (such as a Twitter feed or public Facebook page).

Our websites are not intended for children and we do not knowingly collect data relating to children.

This list is not exhaustive and, in specific instances, we may need to collect additional data for the purposes set out in this Policy. Some of the above personal data is collected directly, for example when you set up an on-line account on our websites, or send an email to our customer services team. Other personal data is collected indirectly, for example your browsing or shopping activity.

What can you do to help protect your data?

OfficeServe will never ask you to confirm any bank account or credit card details via email. If you receive an email claiming to be from OfficeServe asking you to do so, please ignore it and do not respond.

If you are using a computing device in a public location, we recommend that you always log out and close the website browser when you complete an online session.

In addition, we recommend that you take the following security measures to enhance your online safety both in relation to OfficeServe and more generally: ¬-

  • keep your account passwords private. Remember, anybody who knows your password may access your account.
  • when creating a password, try to use a combination of letters and numbers. Do not use dictionary words, your name, email address, or other personal data that can be easily obtained. We also recommend that you frequently change your password. You can do this accessing your account, clicking ‘My account’ and selecting ‘change password’.
  • avoid using the same password for multiple online accounts.

Your rights

You have the following rights:

  • the right to ask what personal data that we hold about you at any time,;
  • the right to ask us to update and correct any out-of-date or incorrect personal data that we hold about you free of charge; and
  • (as set out above) the right to opt out of any marketing communications that we may send you.

If you wish to exercise any of the above rights, please contact us using the contact details set out below.

Legal Basis for Using data

We are required to set out the legal basis for our ‘processing’ of personal data.

General

OfficeServe collects and uses customers’ personal data because is it necessary for:

  • the pursuit of our legitimate interests (as set out below);
  • the purposes of complying with our duties and exercising our rights under a contract for the sale of goods to a customer; or
  • complying with our legal obligations.

In general, we only rely on consent as a legal basis for processing in relation to sending direct marketing communications to customers via email or text message.

Customers have the right to withdraw consent at any time. Where consent is the only legal basis for processing, we will cease to process data after consent is withdrawn.

Our legitimate interests

The normal legal basis for processing customer data, is that it is necessary for the legitimate interests of OfficeServe, including:-

  • selling and supplying goods and services to our customers;
  • protecting customers, employees and other individuals and maintaining their safety, health and welfare;
  • promoting, marketing and advertising our products and services;
  • sending promotional communications which are relevant and tailored to individual customers;
  • understanding our customers’ behaviour, activities, preferences, and needs;
  • improving existing products and services and developing new products and services;
  • complying with our legal and regulatory obligations;
  • preventing, investigating and detecting crime, fraud or anti-social behaviour and prosecuting offenders, including working with law enforcement agencies;
  • handling customer contacts, queries, complaints or disputes;
  • managing insurance claims by customers;
  • protecting OfficeServe, its employees and customers, by taking appropriate legal action against third parties who have committed criminal acts or are in breach of legal obligations to OfficeServe;
  • effectively handling any legal claims or regulatory enforcement actions taken against OfficeServe; and
  • fulfilling our duties to our customers, colleagues, shareholders and other stakeholders.

COOKIES

Our websites use cookies to collect information. This includes information about browsing and purchasing behaviour by people and companies who access our website. This includes information about pages viewed, products purchased and the customer journey around our website. Detailed information is set out in our Cookie Policy.

Cookies Policy

What are cookies?

Like most websites, OfficeServe’s website uses cookies to collect information. Cookies are small data files which are placed on your computer or other devices (such as smart ‘phones or ‘tablets’) as you browse this website. They are used to ‘remember’ when your computer or device accesses our website. Cookies are essential for the effective operation of our website and to help you shop with us online. They are also used to tailor the products and services offered and advertised to you, both on our website and elsewhere.

Information collected

Some cookies collect information about browsing and purchasing behaviour when you access this website via the same computer or device. This includes information about pages viewed, products purchased and your journey around the website. We do not use cookies to collect or record information on your name, address or other contact details. OfficeServe can use cookies to monitor your browsing and purchasing behaviour.

How are cookies managed?

The cookies stored on your computer or other device when you access our websites are designed on behalf of OfficeServe, and are necessary to enable you to make purchases on our website

What are cookies used for?

The main purposes for which cookies are used are: -

  • For technical purposes essential to effective operation of our website, particularly in relation to on-line transactions and site navigation.
  • For OfficeServe to market to you, particularly web banner advertisements and targeted updates.
  • To enable OfficeServe to collect information about your browsing and shopping patterns, including to monitor the success of campaigns, promotions etc.
  • How do I disable cookies?

    If you want to disable cookies you need to change your website browser settings to reject cookies. How you can do this will depend on the browser you use.

    What happens if I disable cookies?

    This depends on which cookies you disable, but in general the website may not operate properly if cookies are switched off. If you only disable third party cookies, you will not be prevented from making purchases on our site. If you disable all cookies, you will be unable to complete a purchase on our site.

    Contact Information

    If you have any questions about how OfficeServe uses your personal data that are not answered here, or if you want to exercise your rights regarding your personal data, please contact us by any of the following means:

    • phone us on: 02038172713;
    • e-mail us at: care@officeserve.com ; or
    • write to us at: OfficeServe Limited, Albert House, 256-260 Old Street, London EC1V 9DD

    You have the right to lodge a complaint with the Information Commissioner’s Office. Further information, including contact details, is available at https://ico.org.uk

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