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Call USA and Canada +1 877 450 2172

Privacy Policy

This privacy notice will help you understand how imageHOLDERS Limited to uses and protects your personal data. 

We are imageHOLDERS Limited, registered in England and Wales at 42C Cobham Rd, Ferndown Industrial Estate, Wimborne, BH21 7QG, United Kingdom with company number 04387715. imageHOLDERS and Rugged-Secure are Trademarks of imageHOLDERS Ltd. 

If you have any concerns or wish to exercise your rights, you can contact our voluntarily appointed Data Protection Officer at [email protected]   

Our Promises: 

We’re committed to your data privacy and security. As such we give you these promises: 

  • We will only collect data about you that is relevant and necessary. 
  • Your data will only be held on systems that meet compliance standards. 
  • Your data will only be accessed by those who need it, and we will minimise the amount of data that is processed, wherever possible. 
  • We won’t share or sell your data to any third party except for the marketing of our own services to you unless either you have agreed, we are required to share it by law or we need to fulfil our service commitments to you through a third party that meets our own privacy standards. 
  • We will always remember that it is your personal data, not ours. As such we will ensure complete transparency and openness with you wherever possible.   
  • We respect your rights as outlined in the next section and will respond to all requests promptly. 

Your Rights: 

You have the following rights over any data we hold about you: 

  • Right to object to processing at any time, 
  • Right to opt out of marketing at any time, 
  • Right to have inaccurate data corrected, 
  • Right to erasure of personal data from our database, 
  • Right to export of personal data. 

You can read more about your rights here. 

If you would like to uphold your rights, then please contact our Data Protection Officer at [email protected]   

If you are dissatisfied with our response you also have the right to lodge a complaint with the Data Protection Authority. This can be done at https://ico.org.uk/concerns/ 

How we Collect your Data: 

We collect information about you in two key ways: 

  • Passive – you give us information on our website, email us, call us, send us a CV, meet one of us at events or meetings or approach us on social media. 
  • Proactive – this is data about you that we may hold from referrals, resellers or proactive marketing activity including obtaining your work-related data from publicly available databases.  

What Data we Collect 

We try and minimise the data held and the exact data elements we hold will be dependent on your journey with us.  

Typically, data elements we collect is restricted to: 

  • Your personal contact details – job title, email address, phone numbers, business related social media and source of your data.  
  • Your company details – as above but also company name, address, website and other public held information including credit rating and invoicing details if relevant. 
  • Transmitted information – such as emails, texts, messaging, phone call information and recordings, voice mails, meeting notes, CVs and delivery details. 
  • Research Information – we may carry out research into how our products are used on behalf of clients or for internal use.  

How we Process your Data: 

In general terms our marketing activity is exclusively “Business to Business”.  

Data is processed/stored on encrypted systems on hosted cloud services such as Microsoft 365. 

Due to our international presence data will either be in UK and EU data centres or on US based servers. We may also process limited data in countries outside the UK or European Union from time to time in other aspects of our business.  

Further to Section 119A of the Data Protection Act 2018 and noting Case C-311/18 in the European Court of Justice, if your data is transferred or processed outside of the UK or EEA where adequacy decisions are not in place, we ensure the safeguards of International Data Transfer Agreements (IDTAs) or Addendums are enforced.  

Where this is not possible, we ensure that appropriate UK or European Standard Contractual Clauses are entered. For data transfer between the USA we may rely on the Data Privacy Framework or the UK Extension Data Bridge. For data transfer to or from Canada we may rely on adequacy decisions.  

We regularly review suppliers for data security compliance to ensure your data is safe and track where your data is held. 

All our processes are subject to various internal policies to ensure that your data privacy and security is upheld. 

What we use your Data for: 

We process your data for several reasons: 

  • To communicate with you regarding your project or respond to enquiries. 
  • To fulfil a contractual obligation or service to you. 
  • To better understand you or your client’s needs. 
  • To improve our services and products. 
  • To send invitations to events and follow these up if you have signed up to them. 
  • To send you promotional emails containing the information we think you will find interesting. 
  • To communicate with other parties in the event our business activities are transferred all or in part to another entity.  

We ensure we have a “legal basis” to use your data for the purpose we have collected it for. 

Where we use your information for our legitimate interests, we make sure we consider any potential impact that such use may have on you. Our legitimate interests don’t automatically override yours and we won’t use your information if we believe your interests should override ours unless we have other grounds to do so (such as your consent or a legal obligation). 

Sharing Your Data: 

Data is only shared with third parties in connection to the delivery of our services or marketing of our services. 

These include: 

  • Delivery Partners and other processors required to fulfil our services, 
  • Representatives or professional advisers such as solicitors, accountants and debt recovery agents, 
  • Other entities associated directly with imageHOLDERS, 
  • If required by law to do so. 

We may use remarketing services from third parties. These may rely on the use of cookies. You can read more about these in our Cookie policy. 

Our website and other materials sent to you may contain links to other third-party websites. We may also offer buttons to social media that link to third-party services. We’re not responsible for the content or data privacy these sites provide through their tools or sites. 

Data Retention 

Dependent on the data you provide us and for what purpose it is provided we may need to retain your data for up to 5 years except in the event your data is associated with fulfilment of a contract where retention may be longer. If you wish to find out more about your specific data retention, please contact us.  

Data Permissions: 

Every marketing email sent from us allows you to opt out of receiving emails from us, except for the purposes of fulfilling any contractual arrangements.  

You can also contact us at the email address above and request to opt-out, view, export or delete your data. 

If you request for your data to be deleted, your name and email address will be added to an exceptions list and all other data removed.  

Legal Compliance: 

We seek to uphold our legal obligations as covered by the Data Protection Act 2018, General Data Protection Regulation 2016 and the Privacy and Electronic Communications Regulations. Our Data Protection Authority is designated as the Information Commissioners Office (UK). 

This Privacy Notice is reviewed on a regular basis and was last reviewed in November 2024. We will post the most current version on our website.