This privacy notice describes who Indicia Worldwide are, where we obtain personal information, what we do with it and how we ensure data protection rights are respected. It applies to all individuals whose personal information we process in the course of operating our business.
Who we are
Indicia Worldwide is the brand name for Konica Minolta Marketing Services Limited, a wholly owned subsidiary of Konica Minolta Inc., Tokyo, Japan.
We are an insight and technology-led communications agency with global production expertise.
We are registered in Australia as Konica Minolta Marketing Services (Australia) Pty Ltd, and our subsidiaries operate across different Asia Pacific countries.
Where we obtain personal information
We may obtain your personal information from a number of different sources both directly and indirectly:
When you visit one of our websites, when you complete one of our data collection forms, when you engage with us on social media, when you contact us by any means with queries or request meetings, when you engage with us whilst acting as a representative of your organisation or when you visit one of our sites in person.
When a client shares your personal information with us in order to fulfil a service.
What we do with your information
Personal information collected directly from you will be used during the course of establishing and maintaining our mutual business interests. In addition, it may also be used to keep you up to date about our products and services and let you know about market and industry trends and topics we believe to be of interest and relevant to you.
Our clients provide us with personal information which they capture when an individual engages, purchases or otherwise receives a product or service from them. We use this information with our clients to ensure that any service provided is fulfilled and marketing communications we deliver are appropriate and relevant.
The types of personal information our clients will disclose to us varies between clients. However, they typically include the following:
Name, address, email address and other personal characteristics such as date of birth.
The nature of an individual’s relationship with our client – for example, the type of products you hold or services you have received from our client.
How we use data provided by our clients:
How we use the data
Lawful basis for processing
To identify existing customers who might be interested in other products and services from our client, and to provide our clients with additional information about the types of products and services you might be interested in. As part of this process, we may match personal information provided by our clients with personal information provided by our data suppliers.
To deliver marketing communications to these customers – via direct mail, email or other forms of digital communication such as social media targeting
Consent / Legitimate Interest
We use a range of statistical techniques to identify which products and services offered by our clients will be relevant to each individual. We do this by comparing the characteristics of individuals that have purchased products to the characteristics of people who haven’t yet purchased.
Sharing personal information
We sometimes share your personal information with trusted third parties to support our business activities:
Here’s the policy we apply to those organisations to keep your data safe and protect your privacy:
We provide only the information they need to perform their specific services.
We carry out data protection due diligence on all our third parties whom we share persona information with.
If we store your data with a third party, we will ensure your data is encrypted and properly protected by the terms of our contract.
If storing your data outside of the UK and EU, we will always ensure we have carried out an assessment of that countries adequacy and put in place Standard Contractual Clauses.
All the third parties we use may only use your data for the exact purposes we specify in our contract with them, and we work closely with them to ensure that your privacy is respected and protected at all times.
If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
Examples of the kind of third parties we work with are as follows:
IT companies who support our websites and other business systems.
Sharing your data with third parties for their own purposes:
We will only do this in very specific circumstances, for example:
For fraud management, we may share information about fraudulent or potentially fraudulent activity which could include sharing data about individuals with law enforcement bodies.
We may also be required to disclose your personal information to the police or other enforcement, regulatory or government body, in your country of origin or elsewhere, upon a valid request to do so. These requests are assessed on a case-by-case basis and take the privacy of our customers into consideration.
We respect your rights regarding the processing of your personal information, and will only use information we hold about you in accordance with all regulatory requirements, including but not limited to Asia Pacific data privacy laws and regulations, for example, Personal Data Protection Act of Thailand, Cyber Security Law and Personal Information Protection Laws of China, Personal Data Privacy Ordinance of Hong Kong, and Personal Data Protection Act of Singapore and we provide you with the following information rights:
Right to be informed
Right to data access
You have the right to request we provide you with details of all the personal information we hold on you. If you would like us to provide you with these details, please submit a request by clicking here.
Right to rectification
You have the right to request that we correct any data that you identify as inaccurate or missing. If you require us to do this, please submit a request by clicking here.
Right to be forgotten
You have the right to request that we remove your personal information from all processing activities. If you require us to remove your personal information from our records, please submit a request by clicking here.
Right to restriction of processing
You have the right to request that we restrict the processing that we do on your personal information. If you wish to exercise this right, please submit a request by clicking here.
Right to data portability
You have the right to request that we transfer a copy of your personal information in a secure and safe way to allow you to use this for another purpose. To exercise this right, please submit a request by clicking here.
Right to object
You have the right to request that your data is not processed by us. To exercise this right, please submit a request by clicking here.
Rights in relation to automated decision-making
You have the right to be informed of the existence of automated decision-making, including profiling and where consent is relied upon the right to withdraw that consent at any time.
We are committed to only holding personal information where there is a valid reason for doing so and for no longer than is necessary for fulfilling that purpose. Personal information is retained in line with our internal data retention policy.
Keeping your information secure
All personal information that is provided to us is stored on secure servers. We have put in place (and require anyone we share your information with to put in place) appropriate measures to protect the security of your information.
In addition, we limit access to this information to those of our employees, agents, contractors and other third parties who have a business need to know. We will require them only to process personal information on our instructions and they are subject to a duty of confidentiality.
Who to contact
We hope this privacy notice has been helpful in setting out the way we handle your personal information and your rights to control it.
If you have any questions that haven’t been covered, please submit your request to: Lesley Roe, Global Data Protection Officer on +44 (117)934 0700, or follow this link: submit a request on our website here.
5th July 2021
5th November 2021