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:

How do we use the data	Lawful basis for processing
We may use the personal information supplied for the purposes of data and analytical modelling.	Consent
To send direct marketing about our products and services to you.	Consent
We may also combine the data that we collect directly from you with data that we obtain from our data suppliers to whom you have given your consent to pass that data onto us.	Legitimate Interests

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

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.

Experian

Data partner's privacy policy

https://www.experian.co.uk/privacy/privacy-policies

Data they provide to Indicia Worldwide

Experian Consumer View product

Where their data is sourced

Excerpt from Experian’s website: https://www.experian.co.uk/privacy/consumer-information-portal/summary

“What data do we hold about you and why do we have it?

We hold a range of data about people and companies for a variety of reasons. If we hold data about you it's because of one or more of the following:

1. You've created a free Experian account or have used one of our paid subscriptions.

2. You have a UK bank or credit account with a lender or other financial provider that shares information with us.

3. You're a UK company that's used one of our business services.

4. Your personal data has been shared with us from data partners who have direct contact with you already, and where appropriate notice has been given for them to pass your information to us.

5. We obtain your personal data from publicly available sources, including the government, local authorities and other public bodies. This helps organisations build products and services that are just right for you.”

Processing Activity

Google Analytics

On our website we use the service Google Analytics. This is a web analytics service provided by the Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland (hereinafter: Google). We use Google Analytics to analyse the use of our website and to improve it regularly. We can use the statistics obtained to improve our offer and make it more interesting for you as a user.

Within the scope of the use of Google Analytics, cookies are set on your end device which enable an analysis of your visit / use of our website.
You can prevent the storage of cookies by making the appropriate setting in your browser; however, we would like to inform you that you may then not be able to use all functions of this website to their full extent. In addition, you can prevent the collection of data generated by the cookie and related to your use of the website (including your IP address) and the further processing of this data by Google by downloading and installing the browser plugin available under the following link (https://tools.google.com/dlpage/gaoptout?hl=en)
When the information stored in the cookies about your visit and use of our website is transferred to Google's servers, it may be transferred to a third country (e.g. to the USA) due to its localization. However, due to the activated anonymization function, your IP address will be shortened within the European Union or the European Economic Area even before it is transferred to Google. Furthermore, the IP address transmitted by your browser will not be merged with other Google data.

On behalf of the provider of this website, Google will use the information received to evaluate your use of the website, to compile reports regarding the website activities and to provide further services to the website provider in connection with the use of the website and the internet.

You can find more information on the terms of use and data protection of Google under https://www.google.com/analytics/terms/de.html or https://www.google.com/intl/de/analytics/privacyoverview.html.

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:

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.	Legitimate Interest
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

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 to users who have opted in to receive marketing communications. Nissan GB customer data is enhanced via selected third party modelled data to enable customer profiling and relevant customer communications.
Indicia Worldwide’s role in the processing of personal Information	Indicia Worldwide operate as a Data Processor

ITV

Client privacy notice

Click here

Data held by Indicia Worldwide on behalf of our client

ITVX customer data, used to enable ITV to manage and send marketing communications to users who have opted in to receive marketing communications. ITVX customer data is enhanced via selected third party modelled data to enable improved ad targeting and relevancy on ITVX and other platforms.

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

Indicia Worldwide operate as a Data Processor

Rail Delivery Group

Client privacy notice	Click here
Data held by Indicia Worldwide on behalf of our client	RDG passenger and railcard data, used to support analysis and marketing campaigns delivered by RDG, as well as railcard validation services.
Indicia Worldwide’s role in the processing of personal Information	Indicia Worldwide operate as a Data Processor

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 the categories of personal data processed, the purposes of processing, any recipients or categories of recipients of your personal data and the planned storage period.

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 (right to erasure)

You have the right to request that we remove your personal information from all processing activities.

In particular, we are obliged as the controller to delete your data in the following cases:

Your personal data is no longer needed for the purposes for which it was collected.
A processing of your personal data took place solely on the basis of your consent, which you have now withdrawn, and there is no other legal basis that legitimises a processing of your personal data.
You have objected to a processing which is based on the legitimate or public interest and we cannot prove that there are legitimate grounds for processing.
Your personal data has been processed unlawfully.
The erasure of your personal data is necessary in order to comply with a legal obligation to which we are subject.
Your personal data has been collected in connection with information society services

Please be aware that the right to erasure is subject to a limitation in the following cases, so that a deletion is excluded:

Your personal data is used to exercise the right to freedom of expression and information.
Your personal data serves to fulfil a legal obligation to which we are subject.
Your personal data is used to carry out a task that is in the public interest or in the exercise of official authority that has been assigned to us.
Your personal data serves the public interest in the field of public health.
Your personal data are necessary for archiving purposes in the public interest, for scientific or historical research or for statistical purposes.
Your personal data serve for us to establish, exercise or defend legal claims.

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, in such a case, your personal data will be excluded from any processing. This right applies if:

You contest the accuracy of your personal data and we have to verify the accuracy of your personal data.
The processing of your personal data is unlawful and instead of erasing your personal data, you request a restriction of processing.
We no longer need your personal data for the fulfilment of the specific purposes, but you still need this personal data to establish, exercise or defend legal claims.
You object to the processing of your personal data and it has not yet been determined whether your or our legitimate reasons override this.

If you wish to exercise this right, please submit a request by clicking here.

Right to data portability

You have the right to receive the personal data concerning you that you have provided to us as a controller in a structured, common and machine-readable format and to transfer it to another controller. Furthermore, you also have the right to request that your personal data be transferred from us to another controller, insofar as this is technically feasible.
The requirements for the applicability of data portability are:

Your personal data is automatically processed based on your consent or a contract.
Your personal data does not serve to fulfil a legal obligation to which we are subject.
Your personal data will not be used to perform a task that is in the public interest.
Your personal data do not serve for the performance of a task which is performed in the exercise of a official authority delegated to us.
The exercise of your right shall not interfere with the rights and freedoms of others.

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. Furthermore, you may also at any time object to the processing of your personal data for the purposes of direct marketing or profiling linked to such direct marketing.
Should you object to the processing of your personal data based on a legitimate interest, we will check in each individual case whether we can show grounds worthy of protection that override your interests and rights and freedoms. In the event that there are no reasons worthy of protection on our part or your interests as well as rights and freedoms override our own, your personal data will no longer be processed. An exception is made if your personal data is still used for the establishment, exercise or defence of legal claims.
If you object to the processing of your personal data for the purposes of direct marketing or profiling, insofar as this is linked to such direct marketing, your personal data will no longer be processed for these purposes. 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 schedule. .

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 our Data Protection and Compliance Coordination Manager via DataProtection@indicia.konicaminolta.com 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

March 2024

5th July 2021

5th November 2021

19th May 2022

21st June 2022