Privacy Policy
Date of issue: [April] 2021
Viking is a trading name of Office Depot International (UK) Limited, a company registered in England and Wales, with company number 2472621. Our postal address and registered office is at 501 Beaumont Leys Lane, Leicester, Leicestershire LE4 2BN. Viking has appointed Greens Limited, a company registered in England and Wales, with company number 04366207, and whose registered office is Lincoln Road, Cressex Business Park, High Wycombe, Buckinghamshire, HP12 3RQ (“Greens”) to provide the Viking Virtual Print House services (“Viking VPH”) on its behalf. Viking and Greens are both controllers of your personal data you provide in connection with Viking VPH for the purposes of Data Protection Legislation. References to “we”, “our” or “us” mean references to Viking and/or Greens. References to “you” and “your” mean references to any person for whom a registered account has been created, or who uses Viking VPH.
We are committed to protecting and respecting your privacy. This Privacy Policy, together with the Terms and Conditions and Cookie Policy, available from viking-virtualprinthouse.co.uk sets out the basis on which any personal information we collect from you or which you provide to us in connection with the Viking VPH will be processed by us and how we will treat it. In addition, the privacy notice available at viking-direct.co.uk sets out the basis on which any personal information Viking collects from you or which you provide to it in connection with your other dealings with Viking will be processed by it and how it will treat such data.
By using our Website (as defined below) you agree to the terms of this Privacy Policy. If you do not agree with these terms you should not use our Website (as defined below) or provide us with any of your information.
In this Privacy Policy:
• “Data Protection Legislation” means all applicable law governing the processing of any data relating to an identified or identifiable living natural person, as amended or updated from time to time, including but not limited to the Data Protection Act 2018.
• “Website” means viking-virtualprinthouse.co.uk, any other website we use to offer Viking VPH together with all related content, media and underlying software and technology, including any future updates to it.
Information that we may collect from you
We may collect and process the following personal information about you for or in relation to the Website:
We may collect and process the following personal information about you for or in relation to the Website:
• files provided by non-account customers will be stored for a period of 14 days from the date or production by Viking VPH for the purposes or reprinting;
• files provided by account customers can be stored for a period of 13 months from the date or production by Viking VPH for the purposes of reprinting;
• information that you provide by filing in forms on our Website (this includes information provided at the time of registration or ordering);
• information that you provide when completing e-commerce transactions; • information for the purposes of delivering your ordered products;
• the documents, posters or other product you would like Viking VPH to print in accordance with your order;
• if you contact us, we may keep a record of that correspondence;
• if you provide a review on a social media channel (e.g. facebook, Instagram, snapchat, reviews.co.uk) these may appear on the Viking VPH website;
• details of your visits to the Website including, but not limited to, traffic data, location data, weblogs interaction data and other communication data, the pages you access;
• information provided by you when you participate in any forum, discussion board or other social media function on the Website;
• technical information including: your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, and
• storing your username and password as a cookie, to the extent you give us permission to do so.
Use of personal information
To the extent that the processing of your personal information is necessary in order for us to provide you with a service you have requested under a contract we have with you, we rely on that contract as the legal basis on which we process your personal information.
Otherwise, we rely on your consent as the legal basis on which we process your personal information. We will seek your consent when you register for the Website and we may seek further consents from you from time to time on the Website or by contacting you in other ways, including by email.
We process personal information about you in relation to our Website for the following purposes and in the following ways:
• tailoring our service to your requirements and preferences;
• aggregating and anonymising (i.e. removing all identifiers which could otherwise be used to identify you) certain information about you and your use of the Website with that of other users and sharing this with carefully selected third parties. We may not limit such third parties’ use of such aggregated information except that we do require them to agree not to seek to make such data personally identifiable;
• using aggregated and anonymised information about you and your use of the Website to improve the Website;
• analysing information about you to subsequently use for marketing;
• communicating with you with information you have provided to us about your account, orders, our terms and conditions, this Privacy Policy, services and products, and other communications with you;
• processing e-commerce transactions, and
• delivering your products to you with information you have provided to us in your order.
In addition, if we or our owners undergo or propose to undergo a business transition, such as a corporate reorganisation, sale, merger or acquisition by somebody else of some or all of our shares or assets, we may share your personal information with parties connected with the proposed transaction as part of the process of those parties investigating our business and transferred to the new party taking over the business and our Website. Any information which is transferred or shared in this way will remain subject to the promises given to you in the version of this Privacy Policy which applies at the relevant time, unless you agree to different terms.
Withdrawal of consent
You can withdraw your consent to any use we make of your personal information by contacting us in the manner which is set out at the end of this Privacy Policy. However, you cannot withdraw your consent for processing which is necessary in order for us to provide a service you have requested under a contract we have with you, unless you also ask us to stop providing that service and end the contract with us.
Retention of Personal Data
Personal Data (for both non-account customers and account customers) will be retained by us for a maximum period of 24 months. Following this time, the Personal Data will be deleted.
Marketing
The Website provides you with the opportunity to opt out of receiving marketing information from us or a third party (MailChimp), or to opt in to receiving marketing information. We will inform you (before collecting your information) if we intend to use your information for marketing purposes.
You can exercise your right to prevent such processing by selecting the appropriate opt in/opt out button each time you submit a form containing your contact information on the Website. You can also exercise the right any time by contacting us in the manner set out at the end of this Privacy Policy.
Where and how we store your personal information
The information we collect from you is held on severs physically located within the UK or the European Economic Area (“EEA”).
We will use appropriate technical and organisational measures to protect against unauthorised or unlawful processing and against accidental loss, destruction or damage of your personal information.
Whilst we will take every reasonable step to protect the files provided by users for the purposes of printing, we provide no guarantee to users that their files cannot become lost or corrupted. We recommend that users take adequate precaution to save these files.
Password
Where we have given you (or where you have chosen) a password which enables you to access certain parts of our Website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Disclosure of your personal information
We will not sell your personal information in a personally identifiable format to third parties without your prior consent.
We may share your personal information with selected third parties, including:
• PayPal and Stripe (for the purposes of completing e-commerce transactions);
• DPD (or any other delivery company we contract with from time to time) to deliver your products;
• any member of our group companies, which includes our ultimate holding company and its subsidiaries;
• prospective and actual successors in title to our business;
• suppliers and external agencies we engage to process information on our behalf; • certain third parties who provide technical support for the operation of our site (our Web hosting service for example) may access such information;
• business partners and sub-contractors for the performance of any contract we enter into with them or you – for the purposes of processing your information on our behalf; • analytics (such as Google analytics) and search engine providers that assist us in the improvement and optimisation of our Website, and
• to the extent that disclosure is required by law or any regulatory authority.
Personal information of minors
Our Website is not directed to minors and we do not knowingly collect any personal information from children under 13 years of age through the Website. If you are the parent or guardian of a child under the age of 13 from whom you think we have collected personal information, please contact us in the manner set out at the end of this Privacy Policy. If we become aware that a child under 13 has provided us with personal information about themselves without our having received the consent of their parent or guardian, we will take reasonable steps to remove the information from our Website and terminate the child’s account.
Cancellation of account
If your account is cancelled, by you or by us, this will result in the permanent deletion of your account from our Website. It will typically take up to one month to delete an account, however, we will inform you if this is likely to take longer. We will not retain any other data about you for any other purpose after deletion of your account.
We delete accounts of customers which are inactive for 13 months or longer.
Internet
Given that the internet is a global environment, using the internet to collect and process personal information necessarily involves the transmission of information on an international basis. Therefore, by browsing the Website and communicating electronically with us, you acknowledge and agree to our processing of personal information in this way.
The transmission of information via the internet is not completely secure. Although we do our best to protect personal information, we cannot guarantee the security of your information transmitted to our Website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access or processing.
Our Website may, from time to time, contain links to other websites or applications which are outside of our control and are not covered by this Privacy Policy. We do not accept any responsibility or liability for other website’s or application’s privacy policies. If you access other websites or applications using the links provided, please check their policies before submitting any personal information.
Cookies
We use cookies to help improve the Website in a variety of different ways. Please check our Cookie Policy (below) for details of the cookies that we are currently using on the Website and for details on how to manage them.
Changes to this Policy
We will post any material changes that we may make with our Privacy Policy in the future on the Website. Where appropriate, we will notify you of the change by email. This will ensure that you are always aware of the information we collect, how we use it and the circumstances under which we may disclose it.
Access to information
Data Protection Legislation gives you the right to access information held about you. Your right of access can be exercised in accordance with Data Protection Legislation. We will respond to any valid access request within 30 days and will make available your information to you in a commonly used electronic format, unless you request the information in a different format. To obtain a copy if the information we hold about you please contact us in the manner set out at the end of this Privacy Policy.
However, where a request is excessive, onerous or repetitive, it may take us longer than 30 days to process this request and we may charge you a reasonable fee. Where this is the case we will inform you.
Erasure or rectification of information
Data Protection Legislation gives you the right to ask us to erase information held about you if it is no longer necessary in relation to the purposes for which it was collected or processed. You also have the right to ask us to rectify inaccurate information we hold about you or to complete incomplete information about you. Your right of erasure and/or rectification can be exercised in accordance with Data Protection Legislation. If you make a valid erasure or rectification request we will take reasonable steps to erase or rectify your information so far as required by Data Protection Legislation. However, Data Protection Legislation allows us to retain and continue processing your information in certain circumstances and if any of those circumstances apply we may continue to hold and process your information (in accordance with this Privacy Policy) despite your request for us to erase it. Such circumstances include (but may not be limited to) where our continued holding and/or processing or your information is necessary:
• for exercising the right of freedom of expression and information;
• for compliance with a legal obligation that requires processing of personal data by EU or member state law to which the controller is subject, or for the performance of a task carried out in the public interest, or in the exercise of official authority vested in the controller;
• for reasons of public interest in the area of public health;
• for archiving purposes in the public interest, or scientific and historical research purposes or statistical purposes in so far as the erasure of the information would be likely to render impossible or seriously impair the achievement of the objectives of the archiving purposes in the public interest, or the scientific and historical research purposes or the statistical purposes, and
• for the establishment, exercise or defence of legal claims.
Right to complain
If you consider that we have failed to comply with this Privacy Policy and/or Data Protection Legislation in relation to information about you which we hold or process, you have a right to make a compliant to the relevant supervisory authority, which in the UK is the Information Commissioner’s Office: https://ico.org.uk/.
Contact
If you have any requests or queries concerning your personal information or any queries with regard to our practices, please send us an email on [email protected] or write to us at the following address:Viking Virtual Print House, c/o Greens Ltd, Lincoln Road, Cressex Business Park, High Wycombe, Buckinghamshire, HP12 3RQ
Cookie Policy
What are cookies?
Cookies are small text files which are stored on your device when browsing a website. They contain data about the website session including pages viewed and actions taken. It also allows you to auto-login and store products in your basket to purchase at a later date. These cookies help us to optimise user experience and ensure our website is catering to the requirements of our visitors. As outlined below, we use a combination of session cookies, first party cookies and third party cookies.
First Party Cookies
We use cookies to enhance your user experience and to assist with the basic function of our website. Viking Virtual Print House uses the following first party cookies: _Viking_session (a session cookie) complianceCookie (to indicate that our cookie policy has been accepted)
Third Party Cookies
Google Analytics
We use Google Analytics to monitor website traffic and performance. Google Analytics data is anonymised and not personally identifiable.
Click here to find out more about Google Analytics cookie usage.
Google Analytics uses the following cookies:
_gid _ga (expires after 2 years)
_gat (expires after 10 minutes)
Google & Google Drive
Google uses cookies for various functions, including login validation, file upload via Google Drive and advertising personalisation.
Click here to read the Google Privacy Policy.
1P_JAR
HSID
NID
CONSENT
SAPISID
SID
SIDCC
APISID
SSID
OTZ
Dropbox
Dropbox is available as an option during the file upload process.
Click here to find out more about Dropbox cookie usage.
Dropbox uses the following cookies:
blid
t
locale
bjar
jar
lid
gvc
_sandbox_c_SnapABugHistory
_sandbox_c_mkto_trk
_cookie-notif
browse_current_sort
_sandbox_c_ga
_Host-ss
_Host-js_csrf
_abck
Stripe
We use Stripe to process customer payments.
Click here to read the Stripe privacy policy.
Stripe uses the following cookies:
_ga
_mp
_cid
_stripe_orig_props
_stripe_mid
_nsr
user
session
merchant
machine_identifier
private_machine_identifier
logged_in
country
lang
Intercom
We use Intercom to provide a Live Chat and Help Center facility to our users.
Click here to find out more about Intercom cookie usage.
Intercom uses the following cookies:
intercom-session (expires when the session ends)
intercom-lou (expires after 1 year)
intercom-id (expires when cookies are cleared)
Managing Cookies
If you do not wish to accept website cookies, there are several ways to manage them.
Cookie management differs by browser and device. Several useful links for common browsers are shown below.
Useful links:
Google Chrome - clear, enable and manage cookies in Chrome
Firefox - enable/disable cookies
Internet Explorer - delete & manage cookies
Safari - manage cookies for Mac
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