Privacy policy

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 at all times. It applies to all individuals whose personal information we process in the course of operating our business, in particular the marketing services we provide for our clients.

This policy applies to the following types of personal information we may hold about an individual:

Contact details, including name, postal address and email address. We use this data to send marketing information to individuals via post and (where we have the appropriate consent) email.
Information we receive from our clients and data partners about individuals (whether actual or modelled), which helps us to identify whether our clients' products and services would be suitable for that individual, and to learn more (or make inferences) about the types of products and services an individual might be interested in receiving.
Any personal information we hold about the employees who work for our clients or prospective clients

You can learn more about the types of data we process, and our legal basis for doing so, below.

Who are Indicia Worldwide?

Indicia Worldwide is the brand name for Konica Minolta Marketing Services Limited (company number 03743483). It is a marketing agency that helps our clients deliver marketing campaigns to our client’s existing and/or new customers who we think might be interested in our client’s products and services. We are a wholly-owned subsidiary of Konica Minolta Ltd.

Our registered office is 2nd Floor, 322 High Holborn, London, WC1V 7PB.

Indicia Worldwide’s Global Data Protection Officer is Lesley Roe, who can be contacted at lesley.roe@indicia.konicaminolta.com or +44 (117)934 0700.

Where we obtain personal information

Indicia Worldwide hold two types of personal information:

Personal information to market our own goods and services
Personal information to market our clients’ goods and services

Marketing our own goods and services

Indicia Worldwide processes personal data for the employees of prospective new clients who have provided their details via this website. These individuals may, from time to time, be contacted by Indicia Worldwide regarding products and services that we believe will be appropriate and relevant to them.. Indicia Worldwide are the Data Controller in this instance and will operate in accordance with all applicable data protection laws when holding and processing this data.

Any personal data we collect on this website from prospective new clients is held in a secure AWS environment in the US and is subject to the terms of Standard Contractual Clauses (SCCs). Details of such SCCs can be found in their AWS GDPR Data Processing Addendum

In addition, we recognise these individuals have a number of rights under these laws. Please see the Your Rights section below for how Indicia Worldwide allow these individuals to exercise these rights.

Marketing our clients' goods and services

In this context, we rely on our data partners and our clients to provide us with personal information. Where personal data is being processed by one of our clients or data partners, their use of that data will be regulated by their own privacy policies. We have provided links to the privacy policies of our clients and data partners at the relevant points below, together with their contact details.

Data partners

Our data partners provide us with contact details and a range of other information (discussed further below) to help us identify products and services that are appropriate to you.

Please note that at the time of writing we only use data partners in the UK.

For the purposes of data protection regulation, Indicia Worldwide act as a Joint Data Controller alongside our data partners. We expect our data partners to be transparent with you that they will share the data they obtain from you with us.

Our data partners gather this information via a number of means:

The Edited Electoral Roll – a refined version of the Electoral Register which is in the public domain and can be accessed by any person, company or organisation.
Websites or telephone surveys, where an individual provides their personal information along with their consent for it to be used by another party such as Indicia Worldwide and our clients for marketing purposes.
‘Modelled data’, where statistical models are used to identify the likely characteristics of an individual based on a number of factors, including an individual’s age and occupation.

We use the data provided by our data partners as follows:

How do we use the data	Lawful basis for processing	Why do we do this?
To identify whether we think an individual might be interested in our clients’ products and services and to provide our clients with additional information about the types of products and services an individual might be interested in. As part of this process, we may match personal data provided by our clients with personal data provided by our data partners.	Legitimate Interest	Indicia Worldwide has a legitimate interest in using this data to provide marketing services to our clients. It is of benefit, to both our clients and the individuals whose data is being processed, for us to identify products and services which are relevant to these individuals.
To deliver marketing communications to individuals via a number of channels – postal direct mail, email or other forms of digital communication such as social media targeting.	Legitimate interest (for direct mail, email and other digital channels).	Data obtained by Indicia Worldwide has been collected fairly and lawfully. We rely on legitimate interests to deliver marketing communications to this B2B audience, based on a balancing test conducted via a Legitimate Interests Assessment and the regulations specified by the ICO, following the requirements of keeping a ‘Do Not Contact’ list and providing the ability to unsubscribe within every communication. For postal direct mail, we use the details provided to the Edited Electoral Roll. The Edited Electoral Roll is updated and published every month and can be sold to any person, organisation or company for a wide range of purposes. Users of the register include companies such as Indicia Worldwide who use the data for direct marketing activity.

A list of our data partners, along with their contact details and privacy policies, details of the types of personal information they provide to Indicia Worldwide and where they capture this information, is shown below.

CACI

Data partner's privacy policy	Click here
Data they provide to Indicia Worldwide	The Edited Electoral Roll, including individuals’ names and postal addresses. ‘Modelled’ data, used to identify the likely characteristics of individuals included within the Edited Electoral Roll, including o Gender and age o Household composition o Most likely income o House type and size o Employment o Car ownership o Geography o Preferred shopping habits o Most likely holidays taken o Attitudes towards green issues o Attitudes towards lifestyle o Newspaper readership o Attitudes towards technology o Most likely types of internet usage o Most likely financial services held
Where their data is sourced	The Electoral Register Modelled data is built in-house by CACI based upon survey data compiled from the UK population.
Data Protection Officer	Raj Afghan
Contact details	020 7602 6000

Omnis

Data partner's privacy policy	Click here
Data they provide to Indicia Worldwide	The Edited Electoral Roll, including individuals’ names and postal addresses. Email addresses with the appropriate consent to be used by Indicia Worldwide and our clients for marketing communications.
Where their data is sourced	The Electoral Register Companies involved in Insurance, Financial Services, Retail, Newsletter subscriptions, Competitions sites & Lifestyle surveys
Data Protection Officer	James Monkman
Contact details	T: 01422 849 788, james.monkman@omnisdata.co.uk

MyOffers

Data partner's privacy policy	Click here
Data they provide to Indicia Worldwide	Email addresses with the appropriate consent to be used by Indicia Worldwide and our clients for marketing communications
Where their data is sourced	Members signed up to MyOffers website registered to receive online offers & information
Data Protection Officer	Ivan Southall
Contact details	0207 932 4188, ivan.southall@myoffersltd.co.uk

DataMixx

Data partner's privacy policy	Click here
Data they provide to Indicia Worldwide	Names, postal and email addresses with the appropriate consent for data to be used by Indicia Worldwide and our clients for marketing communications
Where their data is sourced	Lifestyle surveys, Subscription and online clubs, Prize draws and competitions
Data Protection Officer	Simon Jeffs
Contact details	DPO@datamixx.co.uk

Our clients

Our clients provide us with personal information they capture when an individual purchases or otherwise receives a product or service from them. We use this information with our clients to ensure that any marketing communication we deliver for them is relevant and appropriate.

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 do we use the data	Lawful basis for processing	On what basis are we using the data
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 data provided by our clients with personal data provided by our data partners.	Legitimate Interest	Indicia Worldwide has a legitimate interest in using this data to provide marketing services to our clients. It is of benefit, to both our clients and the customers whose data is being processed, for us to identify the most appropriate products and services for each customer.
To deliver marketing communications to these customers – via direct mail, email or other forms of digital communication such as social media targeting	Consent and/or Legitimate Interest	When using data from our clients’ customer databases, we ensure that we only communicate to customers using the guidance provided by our client. For example, some clients will choose to operate under the lawful basis of consent whereas others will operate under legitimate interest. Where consent is the lawful basis, we ensure we can clearly identify customers that have provided their explicit consent to receive marketing communication from our client. Where our client is operating under legitimate interest, we ensure we are not selecting customers that have opted out of communication from our client.

Indicia Worldwide may be acting as a Data Processor or a Joint Data Controller in respect of the personal information, depending upon the nature of the services being provided to each client. Further information on this is provided below.

The Very Group (trading under the brands of Very and Littlewoods)

Client privacy notice	Shop Direct – click here Very – click here Littlewoods – click here
Data held by Indicia Worldwide on behalf of our client	Shop Direct customer data, used to support analysis and marketing campaigns Indicia Worldwide deliver on behalf of Shop Direct
Indicia Worldwide’s role in the processing of personal Information	Indicia Worldwide operate as both a Joint Controller and a Processor
Contact Details – Data Protection Office	0844 292 1089 Nick.mcbrien@shopdirect.com

Nissan GB

Client privacy notice	Click here
Data held by Indicia Worldwide on behalf of our client	Nissan GB customer data, used to support analysis and marketing campaigns Indicia Worldwide deliver on behalf of Nissan GB
Indicia Worldwide’s role in the processing of personal Information	Joint Data Controller
Contact Details – Data Protection Office

ITV

Client privacy notice	Click here
Data held by Indicia Worldwide on behalf of our client	ITV provide Indicia Worldwide with ITV registered user data and, using data from the “open” electoral register, Indicia Worldwide match the ITV user data with additional data held by Indicia Worldwide which includes demographic data about individuals. ITV use the combined data to provide its users with adverts which are more relevant to them unless that user has opted out of being shown personalised advertising. Indicia Worldwide also help ITV process the data which it holds to help ITV understand its users better, and tailor the advertising they see – for example – ITV may supply Indicia Worldwide with a postcode and Indicia Worldwide will translate that into a regional area. Indicia Worldwide only uses the data provided by ITV for these purposes and does not transfer this data to any third parties.
Indicia Worldwide’s role in the processing of personal Information	Data Processor
Contact Details – Data Protection Office	viewerservices@itv.com

Rail Delivery Group

Client privacy notice	Click here
Data held by Indicia Worldwide on behalf of our client	RDG passenger data, used to support analysis and marketing campaigns delivered by RDG
Indicia Worldwide’s role in the processing of personal Information	Data Processor
Contact details – Data Protection Office	gdpr@raildeliverygroup.com

Please note that our clients may capture other personal data about an individual that is not shared with Indicia Worldwide. Further details of this can be found on the privacy policy of that client.

More information about our legal basis for processing personal data

Where we have a legal basis to use an individual’s personal information without consent (as we have described above), this policy fulfils our duty to process personal information transparently, and helps us to do so fairly and lawfully and in a manner that you would expect given the nature of our relationship with each individual, by giving each individual appropriate notice and explanation of the way in which personal information will be used.

Where consent is required for our use of an individual’s personal information, our data partners and/or clients will ask an individual to positively opt-in by ticking the appropriate consent box.

Data Modelling

Indicia Worldwide uses 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.

This information is provided by our data partners who, in turn, build models to identify these characteristics. For example, by using anonymous research surveys, our data partners are able to identify certain features of the likely lifestyle of a consumer, based upon other information known about that individual. This information is passed to Indicia Worldwide, who will then use it as part of our own data modelling. A full list of the characteristics our suppliers provide to us is shown below:

Gender and age
Household composition
Most likely income
House type and size
Employment
Car ownership
Geography
Preferred shopping habits
Most likely holidays taken
Attitudes towards green issues
Attitudes towards lifestyle
Newspaper readership
Attitudes towards technology
Most likely types of internet usage
Most likely financial services held

At no point does Indicia Worldwide operate any modelling that is solely automated. At all times, Indicia Worldwide’s data team are managing how these models are working and they are not left to run independently and so there is human decision-making involved in the modelling process.

Sharing personal data

Indicia Worldwide sometimes discloses personal information to our clients in the course of providing our marketing services, in order to enable our clients to improve their interactions with customers and deliver more relevant content. Please check our clients’ privacy policies for further information about how they use this data.

We require our clients to take appropriate and stringent security measures to protect personal information in line with data protection laws.

We may also need to share an individual’s personal information with a regulator or otherwise to comply with the law or to respond to valid legal process, including from law enforcement or other government agencies.

Processing personal data

Indicia Worldwide work closely with our Data Partners to ensure the data we’re using is accurate and fit for purpose at all times. Our suppliers provide us with regular updates to the data they provide to ensure we can identify individuals who have opted out of receiving marketing communication from Indicia Worldwide and our clients.

In addition, Indicia Worldwide automatically remove any individual who unsubscribes from an email communication we deliver on behalf of our clients.

Data protection laws

We are fully committed to protecting your privacy and will only use any information we hold about you lawfully and in accordance with all regulatory requirements, including but not limited to the Data Protection Act (1998), the Privacy and Electronic Communications Act (2003) and, (once in force) the General Data Protection Regulation “GDPR” and any laws enacted in replacement and/or to complement the GDPR.

Equally, every individualhas a number of rights under these laws. Please see below for how Indicia Worldwide enable an individual to exercise these rights.

Your rights

Indicia Worldwide respects your rights regarding the processing of your personal information and we have processes in place to ensure we can support these.

Right to be informed

You have the right to be informed about how we process your personal data. The purpose of this privacy policy is to provide you with this information.

Right to data access

You have the right to request Indicia Worldwide provide you with details of all the personal information they hold on you. If you would like Indicia Worldwide to provide you with these details, please submit a request by clicking here.

Right to rectification

You have the right to request that Indicia Worldwide correct any data that you identify as inaccurate or missing. If you require Indicia Worldwide to do this, please submit a request by clicking here.

Right to be forgotten

You have the right to request that Indicia Worldwide remove your personal information from all processing activities. If you require Indicia Worldwide 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 Indicia Worldwide 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 Indicia Worldwide transfer a copy of your personal information in a secure and safe way to allow you to use this for another purpose.

Right to object

You have the right to request that your data is not processed by Indicia Worldwide for marketing purposes. To exercise this right, please submit a request by clicking here.

Rights in relation to automated decision making

You have the right to opt out of Indicia Worldwide using your personal information for automated decision making. The exercise this right, please submit a request by clicking here. In addition, Indicia Worldwide are obliged to confirm to you how we do automated decision making. This is covered in the Data Modelling section above.

Data transfer outside of the UK

With the exception of personal data we capture on this website about the employees of our clients or prospective clients, all personal data processed by Indicia Worldwide is processed within an EU state governed under the GDPR.

The section titled ‘Marketing Our Own Goods And Services’ details where we store the personal data for employees of our clients or prospective clients, along with the legal justification for this processing.

Data retention

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.

Children’s information

We do not knowingly collect information from anyone under the age of 16.

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. We will use strict procedures and security features to try to prevent unauthorised access or inadvertent disclosure.

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.

Data breach

In the unlikely event that we identify a data breach, we will operate in accordance with the guidance from the local data protection regulator and ensure this is reported to the ICO within 72 hours of it being identified.

If you have a complaint regarding any breach of this privacy policy, please contact us by following this link.

Once the complaint is received, we will review it & will contact you within 3 working days to acknowledge receipt and to confirm next steps.

Who to contact

If you have any questions regarding how Indicia Worldwide process your personal information which are not covered by any of the above, please contact Lesley Roe, Global Data Protection Officer or follow submit a request on our website here.

This privacy policy was last updated on 5th July 2021.