This statement has been prepared by Irish Roots Media Ltd in order to be transparent as to how we process (obtain, store and use) your personal data and ensure you understand your rights while engaging with us and while using our website. Any reference to “we”, “us” or “our” in this document refers to Irish Roots Media Ltd. Any reference to “you” or “your” refers to you the data subject.
Irish Roots Media Ltd is a limited company registered in Ireland with company number 448957 and registered address Blackrock, Blessington, Co. Wicklow, Ireland. Irish Roots Media Ltd is the data controller for any data processed by our website. Our nominated Data Protection Officer (DPO) is Julie Phibbs (Director) who can be contacted at [email protected].
What Data Do We Collect
How We Obtain Your Data
Through Our Store
When you purchase a product from our online store through the aforementioned merchant facilities, your contact details which may include name, business name, email address, telephone contact and postal address are collated by us in a separate database so as to effectively manage, process and administrate the various online options we offer in one centralised database so we can continue to offer a highly efficient service to you. As part of our service to you to ensure your product is delivered as quickly as possible we will also use this database to contact you in the event of a lapsed subscription to remind you on occasion that your subscription has lapsed or is due for renewal. If you have made some one off purchases in the past we may occasionally email you to let you know that another issue of Irish Roots magazine has been published. If you do not wish to receive these occasional emails or wish to have your details permanently deleted from our central database, please contact Julie Phibbs, Data Protection Officer at [email protected] and your instruction will be carried out with swift diligence.
Through Our Subscription Form
In each issue of Irish Roots magazine we have made available a subscription form. When you purchase a product from us using this form, your contact details which may include name, business name, email address, telephone contact and postal address are collated by us in our central database so as to effectively manage, process and administrate the various online options we offer and to strive to continue to offer a highly efficient and effective service to you. As part of our service to you to ensure your product is delivered as quickly as possible we will also use this database to contact you in the event of a lapsed subscription or to remind you on occasion that your subscription has lapsed or is due for renewal.
Through Our Carrier Sheets
When you receive an issue of Irish Roots magazine by mail it is usually accompanied by a carrier/mailing sheet which informs you when your subscription has expired and is due for renewal. In order to renew your subscription and to allow for any change of contact details which may include name, business name, email address, telephone contact and postal address address, space is provided on the carrier sheet to communicate any changes which are then amended accordingly on our central database. Once the changes have been made the forms are then destroyed. As part of our service to you to ensure your product is delivered as quickly as possible we will also use this database to contact you in the event of a further lapsed subscription or to remind you on occasion that your subscription has lapsed or is due for renewal.
Through Partnerships, Tradeshows And Collaborations
From time to time we may partner or run a collaboration with another organisation in order to offer you a special concession, offer or discount or to promote and to market Irish Roots magazine. Irish Roots magazine has an ongoing collaboration with the Irish Genealogical Research Society (IGRS) whereby the IGRS offer an optional membership bundle/fee which includes a discounted subscription for their new members to Irish Roots magazine. Data collected may include name, business name, email address, telephone contact and postal address and is retained by us in two ways. One on a separate spreadsheet for billing and invoicing the IGRS. The data is also added to our centralised database.
Irish Roots Media Ltd may also attend various shows where they exhibit, promote and sell copies and subscriptions to Irish Roots magazine. Data collected through sales and promotions of Irish Roots magazine at various shows, conferences and exhibitions may include name, business name, email address, telephone contact and postal address. This data is also added to our centralised database.
Irish Roots Media have an ongoing collaboration with www.isubscribe.com, www.ebsco.com and www.harrassowitz.de. Data collected through sales from these collaborations may include name, business name, email address, telephone contact and postal address. From time to time there may be other smaller collaborative projects or partnerships. All data from these partnership and collaboration endeavours are added to our centralised database.
As part of our service to you to ensure your product is delivered as quickly as possible we will use our centralised database to contact you in the event of a lapsed subscription or to remind you on occasion that your subscription has lapsed or is due for renewal. where subscriptions are sold through the aforementioned methods and data collected and collated.
Occasionally we may receive a subscription from a miscellaneous method, such as arriving by post with a hand written note or card requesting a subscription or purchase from our store or an email enquiry. We may receive a promotional flyer that somebody may have passed to a friend, colleague or family member and upon receipt issue a subscription or individual issue purchase. The data received may include name, business name, email address, telephone contact and postal address. All data miscellaneously received in order to fulfill the requested order is added to our centralised database. As part of our service to you to ensure your product is delivered as quickly as possible we will use our centralised database to contact you in the event of a lapsed subscription or to remind you on occasion that your subscription has lapsed or is due for renewal.
We have a contact form on the website for you to submit a request for general information about our services. The details we request from you on this form are your name, email and telephone number. These details are used solely for the purposes of contacting you back in relation to your request.
The details you enter are emailed directly to us and are not stored in any database, only on our email system. The connection between your browser and our server is done over an encrypted SSL (TLS 1.2 ) encrypted connection and the email sent is transmitted using an similarly encrypted channel. Our web server and email server are both located in our data centre based in Dublin, Ireland.
Contact will be initially made by email and continued contact will then be done by means agreeable to both parties.
We use Google Analytics and Statcounter to track usage and produce analytics data about the website. The only data that is recorded in relation to you is your IP address which gives us some high level information such a geographic area. This data is stored on the Google Analytics and Statcounter platform and is held in the context of Google’s Data Usage Policies and Data Retention Policy and Statcounter Usage and Retention Policy.
Our Legal Basis For Using Your Data
We will only use the information you provide us with to fulfill your order or to provide you with quotations, project updates, service updates, invoices or for the purpose of general communication. Our lawful reason for processing your data:
In order for us to contact you in reply to a request for information from you.
In order to send service related information such as your purchased product or subscription, updates, invoices, receipts.
We are committed to ensuring that any information we collect is used appropriately and solely for the purposes defined here and does not constitute an invasion of your privacy.
Security Of Your Data
Our website uses an SSL (TLS 1.2) connection to encrypt the information sent from your from your browser to our servers. Any emails used to transfer your data to us is also done using an encrypted SSL (TLS 1.2) channel. We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect on our website.
Who Do We Share Your Data With?
It is our policy not to share any of your data with any third party unless absolutely necessary. The only reason we may share any of your data with a third party is in order to complete the delivery of your purchase or if you instruct us to arrange a delivery of a product or service directly to you. To facilitate the delivery of our products to you will involve the sharing of the required data (name, address, contact no) with a third party such as our central mailing distribution centre, courier or supplier.
Data is also passed to the company responsible for overseeing and maintaining the monthly and yearly accounts for Irish Roots Media Ltd. While this is strictly for accounting purposes only, personal data may be reflected or appear on various monthly reports necessary for completion of company accounts.
In the case of a legal issue we may be forced to share data with the relevant authority. In a case like this the request will be assessed, from a legal point of view, and addressed based on the legal advice received.
We do retain the right to transfer your data to a new party in the event of a sale or merger of the company, but the policy laid down here will be transferred with it to maintain the integrity of the processing of your data.
Your Rights As A Data Subject
While we retain your personal data you possess the following rights:
- Right of access - right to request a copy of the information that we hold. All reasonable requests for personal data will be addressed immediately on receipt of request in writing
- Right of rectification - right to correct data that we hold about you that is inaccurate or incomplete.
- Right to be forgotten - in certain circumstances you can ask for the data we hold about you to be erased from our records.
- Right to restriction of processing - where certain conditions apply to have a right to restrict the processing.
- Right of portability - you have the right to have the data we hold about you transferred to another organisation.
- Right to object - you have the right to object to certain types of processing such as direct marketing.
- Right to object to automated processing, including profiling - you also have the right to be subject to the legal effects of automated processing or profiling.
- Right to judicial review - in the event that we refuse your request under rights of access, we will provide you with a reason as to why.
Retention of data
We will store your data for as long as we have a business relationship with you and data will not be held for longer than is necessary. We can retain data pertaining to financial records such as invoices / receipts for a period of up to 6 years.
In the event that you wish to make a complaint as to how we process your data you can send a complaint directly with the Data Protection Commissioner (https://www.dataprotection.ie) and / or our data protection officer listed above.
We may update this statement periodically. Please check this page regularly to check for updates. By continuing to use the website you agree to these changes.
Policy Effective from : May 2018
Last Policy Update : June 2018