Privacy Policy

We are Rivers Media Services, a Limited company registered in England at Fernleigh, 1 Millcroft Road, Bodenham, Hereford HR1 3LX). Company Registration No: 02594553. In this document, Rivers Media Services will sometimes be referred to as “we”.

This Privacy Notice is designed to help you understand everything you need to know about the what, why and how of our data gathering and processing operations, and what your legal rights are as an individual. We hope you’ll take some time to read this document; we’ve tried to keep it all as simple as possible and we will keep you informed if there are any changes to the way we process your personal data in the future, before making them.

Rivers Media Services takes its responsibility in protecting your data very seriously and we do advise you get to know our practices – If there’s anything in this policy you don’t understand or if you want to ask any questions, please feel free to contact us using the details below.

Why do we collect personal data?

The information we collect from Customers is done so for the purpose of providing you with the goods and services you are looking for and to fulfil the contract publishing services we provide for you. To fulfil the mailing for your publication/direct marketing campaigns we will need to hold personal data such as Names, Addresses, Contact Numbers, Membership numbers/references and email addresses on your behalf To do that we will need personal data such as Names, addresses and email addresses We shall not process any personal data that is not directly relevant to the above stated purpose.

Where did we obtain your personal data?

You may not remember asking us to contact you, this is because we’ve not yet had any contact with each other. We have received your data from our Customers, assuming your consent for them to pass it on to us to fulfil your requirements.

The conditions of use

Rivers Media Services Ltd is required to process your data for the purpose stated above to deliver on the terms of a contract between us and yourself, or it may be to deliver on the terms of a contract that is not yet in place but where there is an intention that it soon shall be.

Rivers Media Services Ltd will process data held on behalf of our customers primarily for their subscription, membership and direct marketing purposes. Any request received by ourselves to be removed from data files will be immediately forwarded to our Customer (the controller). Where we are processing your data for the above reasons we shall always hold your data rights paramount. You have the right to object to this processing if you wish, more details can be found below on objecting to processing.

Who will we share your information with?

Rivers Media Services will only share our customers’ mailing data lists, with our GDPR-compliant suppliers, to fulfil the mailing. We undertake not to copy or duplicate the mailing list in any way other than for the purpose of forwarding to our supplier for completion of mailing. Details of any supplier used to fulfil mailing on our behalf are available on request.

Where is my data going to be kept?

Rivers Media Services Ltd will not transfer your personal data to any country outside the list of countries approved by the EU Commission as having appropriate safeguards for data transfers. Rivers Media Services will keep your mailing data that is in current use on desktops and servers that have virus protection. Files will be backed up, and kept in a secure locked environment.

All data in current use will be password protected.

How long will we keep your data for?

Where the lawful basis of our processing is based on your consent we will retain the personal data for as long as we have your consent to do so. Data processing by Rivers Media Services Ltd, (or our suppliers) for mailing campaigns is strictly as requested by the Data Controller. Where the lawful basis of our processing is based on a contractual necessity, Rivers Media Services Ltd. will retain our customers mailing data for 2 months after the relevant contract has ended. Where the lawful basis of our processing is based on a legal obligation, Rivers Media Services will retain your personal data (Customer, address, contact number and email), for 6 years from the time it is last actively processed. Where the lawful basis of our processing is based on legitimate interests Rivers Media Services Ltd. will retain your personal data for, 1 Month from the time of pursuing our legitimate interest as a commercial organisation including marketing and promotion of our business services.

Your Rights, Our Responsibility

There are several rights granted to you immediately upon providing us with your personal information. You have the right to confirm whether or not your personal data is being processed, and to be provided with all the relevant details of what those processing operations are. If you would like access to the personal data we have about you, we ask that you contact us in writing or by email. You have the right to request that we erase all personal data we have about you, and we must respond to that request without undue delay. Some conditions apply to this right, but we will make every attempt to respond to a ‘Right to be Forgotten’ request within 30 days or receiving it. If you notice that the data we have about you is inaccurate or incomplete, you may request we rectify the mistake. We will make every effort to respond to requests of this type immediately. You have the right to have us restrict the processing of your data and ensure that processing only takes place with your consent or for legal purposes. If you wish to object to the way we use, or have used, your data you may do so freely. If you request it, we must pass on all of the details you have given to us to another provider of your choosing. We are not required to have a data protection officer, so any enquiries about our use of your personal data should be addressed to the contact details below. We will always try to maintain the highest standards and encourage the confidence our customers have in us as an organisation. So that we can achieve this we do request that any complaints be first brought to our attention so we can properly investigate matters; if however, you would like to complain about Rivers Media Services Ltd to a supervisory authority you may do so by contacting the Information Commissioners Office on 0303 123 1113, or anyone of the other reporting methods listed on their website -­‐ https://ico.org.uk/concerns

Our contact details

If you wish to get in touch with Rivers Media Services or speak with our Data Protection Representative, please do so with any of the below contact details:

Rivers Media Services Limited
Hereford House
20 East Street
Hereford
Herefordshire
HR1 2LU
T: 01432 275566
info@rivers-media.co.uk