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. It applies to all individuals whose personal information we process in the course of operating our business, but in particular to the marketing of our services to corporate contacts and in support of the services we provide to and on behalf of our clients.

Who we are

Indicia Worldwide is the brand name for Konica Minolta Marketing Services Limited (UK company number 03743483), a wholly owned subsidiary of Konica Minolta, Inc., Tokyo, Japan.

We are an insight and technology-led communications agency with global production expertise. Our registered office is 4th & 5th Floors, 26-28 Bedford Row, London, WC1R 4HE.

Where we obtain personal information

We may obtain your personal information from a number of different sources both directly and indirectly:

Directly

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.

Indirectly

When you have given a third-party permission to share with us the information they hold about you.

This can be from one of our data suppliers or from one of our clients.

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.

Personal information obtained from our data suppliers may be used in a number of ways as detailed below.

Data suppliers

Our data suppliers 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 suppliers as follows:

A list of our data suppliers, and details of the types of personal information they provide to us and where they capture this information, is shown below.

CACI

Omnis

 DataMixx

Clients

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:

The Very Group

Nissan GB

ITV

Rail Delivery Group

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

Where consent is required for our use of an individual’s personal information, our data suppliers and/or clients will ask an individual to opt-in to this.

Data modelling

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.

This information is used by our data suppliers who, in turn, build models to identify these characteristics. For example, by using anonymous research surveys, our data suppliers 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 us and used 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

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 personal 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.
• Direct marketing companies who help us manage our electronic communications with you.
• Social media platforms to show you products that might interest you, for example LinkedIn, but this is based on either your marketing consent or your acceptance of cookies on our websites.
• Data insight companies to ensure your details are up to date and accurate.

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.

Processing personal information

We work closely with our Data suppliers 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.

Your rights

We respect 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 information. The purpose of this privacy policy is to provide you with this information.

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.

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.

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 to process personal information only 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.

If you feel that your personal information has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal information, you have the right to lodge a complaint with the Information Commissioner’s Office.

You can contact them by calling 0303 123 1113, or going online to www.ico.org.uk/concerns. 

If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.

As Indicia Worldwide conducts activities in the EU, we have engaged with a representative whom you can contact for questions or queries. Please submit a request on our website here.

Updates

5^th July 2021

5^th November 2021