At Civica UK Ltd we take data privacy seriously and we are committed to protecting and respecting the rights of all individuals. We are dedicated to ensuring the confidentiality and privacy of information entrusted to us and aspire to be transparent when we collect and use personal data.
This privacy notice relates to Shaws.co.uk, Shawsfuneralproducts.co.uk and Electionsupplies.co.uk which Civica UK Ltd is the data controller for. Shaw & Sons Limited is registered with the Information Commissioner’s Office, with registration number Z6383441.
Civica UK Ltd is registered with the Information Commissioner’s Office, with registration number Z5268164.
You may contact DPO@civica.co.uk for any account administration requests, e.g. if you need to make an enquiry, make a request for your personal information held as part of our services to you, or to arrange for any mistakes to be corrected.
If you have questions or comments about this Privacy Notice or how we handle personal data, please direct your correspondence either to the postal address at the end of this notice (marking the envelope FAO – Data Protection Officer), or to DPO@Civica.co.uk.
Shaw's specialise in the supply of materials primarily to the legal and local government sectors. This includes materials required for elections (such as ballot boxes), and professional forms.
We also supply a wide range of materials to the funeral profession, as well as bespoke stationery and ceremonial gifts and items.
When you place an order with us, we will gather the following information:
The information is required to fulfil an order and to respond to customer enquiries. We collect this information from different sources, including customers, prospective customers and suppliers.
Where the processing of personal data is necessary to fulfil an order you have made, we will only process the minimum amount of personal data required.
We may also process your personal data when you register your details through our website. Where appropriate, we may use this information to send you marketing communications.
If you choose to use our services and order one of our products, we will process your personal data in order to schedule and fulfil the order you have made.
Our lawful basis for processing data to fulfil a sales order is our contractual obligation. Where we are supplying our products to a business, rather than an individual, our lawful basis for this processing is our legitimate interest in operating our business and fulfilling sales orders.
We process and retain business contact details, along with detail relating to purchase orders, requisitions and invoices for financial management purposes.
Our lawful basis for processing data for financial management purposes is our legal obligation.
We use your contact information to send you marketing and product information. You can opt out of marketing messages at any time.
We regularly check our marketing lists to ensure they are accurate and up to date.
We only send marketing information to corporate subscribers (business emails).
Our legal basis for this processing is our legitimate interest in promoting our business.
We only store personal data for the minimum amount of time required. Once data has reached the end of its retention timeframe, and no longer necessary, it will be erased.
For the purposes of financial records and transactions, we retain this for a period of 7 years in line with financial and tax regulations.
We will never sell your data to third parties.
We do however utilise the following trusted third-party processors to assist with the delivery of our services:
We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any other organisation and they will hold it securely and retain it for the period we instruct.
Civica UK Ltd operates and provides services from its locations across the globe. As such we may transfer personal information to Civica group locations outside of the UK when we have a business reason to do so. We have Intra-Group Transfer Protocols in place based on Standard Contract Clauses which provide legal safeguards, where applicable, for such transfers.
Your right of access – You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.
Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing – You have the right to object to processing if we are using legitimate interests as our lawful basis for processing.
Your right to data portability – This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or as part of a contract, or in talks about entering into a contract and the processing is automated.
Your right to withdraw consent – You can withdraw your consent that you have previously given to one or more specified purposes to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent. It may mean we are not able to provide certain products or services to you and we will advise you if this is the case.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information or to exercise any of your other rights.
This helps us to ensure that personal data is not disclosed to any person who has no right to receive it.
No fee is required to make a request unless your request is clearly unfounded or excessive. Depending on the circumstances, we may be unable to comply with your request based on other lawful grounds.
If you disagree with how we are processing your data, please contact our DPO at DPO@Civica.co.uk or address your letter to the DPO at the Civica Headquarters address listed below:
Southbank Central (8th Floor)
30 Stamford Street
Tel: 020 7760 2800
You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113