Types of Information Collected
We retain two types of information:
This is data that identifies you or can be used to identify or contact you and may include your name, address, email address, user IP addresses in circumstances where they have not been deleted, clipped or anonymised, telephone number, birth date and billing and credit card information. Such information is only collected from you if you voluntarily submit it to us.
Like most websites, we gather statistical and other analytical information collected on an aggregate basis of all visitors to our website. This Non-Personal Data comprises information that cannot be used to identify or contact you, such as demographic information regarding, for example, user IP addresses where they have been clipped or anonymised, browser types and other anonymous statistical data involving the use of our website.
Purposes for which we hold your Information
We use the Non-Personal Data gathered from visitors to our website in an aggregate form to get a better understanding of where our visitors come from and to help us better design and organise our website.
We will process any Personal Data you provide to us for the following purposes:
- To provide you with the goods or services you have ordered.
- To contact you if required in connection with your order or to respond to any communications you might send to us.
- To send you further information about goods or services that you buy from us.
To find out more about personal information being collected & data retention, please visit our Cookies Policy
Disclosure of Information to Third Parties
We may provide Non-Personal Data to third parties, where such information is combined with similar information of other users of our website. For example, we might inform third parties regarding the number of unique users who visit our website, the demographic breakdown of the community of users of our website, or the activities that visitors to our website engage in while on our website. The third parties to whom we may provide this information may include potential or actual advertisers, providers of advertising services (including website tracking services), commercial partners, sponsors, licensees, researchers and other similar parties.
We will not disclose your Personal Data to third parties unless you have consented to this disclosure or unless the third party is required to fulfil your order (in such circumstances, the third party is bound by similar data protection requirements). We will disclose your Personal Data if we believe in good faith that we are required to disclose it in order to comply with any applicable law, a summons, a search warrant, a court or regulatory order, or other statutory requirements.
Sale of Business
Your Personal Data is held on secure servers hosted by our Internet Service Providers. The nature of the Internet is such that we cannot guarantee or warrant the security of any information you transmit to us via the Internet. No data transmission over the Internet can be guaranteed to be 100% secure. However, we will take all reasonable steps (including appropriate technical and organisational measures) to protect your Personal Data.
Updating, Verifying and Deleting Personal Data
You may inform us of any changes in your Personal Data, and in accordance with our obligations under the Data Protection Acts 1988 and 2002 we will update or delete your Personal Data accordingly. To find out what Personal Data we hold on you or to have your Personal Data updated, amended or removed from our database, please email us with a request to the email address at the foot of this site. Any such data subject requests may be subject to the prescribed fee.
How we capture your data
Contact Us Form
The data in the Contact Form is forwarded directly to the customer service department or to the relevant category or department manager for which the request is being made. This data will be stored in our database and evaluated and responded to so that the user requirement is being met. If appropriate and in line with the nature of the request, we may proactively contact the user with the information provided. The data is routinely deleted after a period of one year.
Request a Catalogue Form
Catalogue Requests are forwarded directly to our Customer Service Team Leader who ensures that the relevant Catalogue information is despatched as requested. This information is stored as an order on our database and if appropriate, it will be proactively followed up to ensure a satisfactory response.
Live Chat Facility
Codex Limited currently employ a third-party provider, Zendesk Chat to host our online chat facility. The Customer Service Team are responsible for responding to queries in a prompt manner. Data is only stored whenever a two-way conversation occurs.
The conversations are stored on Zendesk Chat and are reviewed by management to ensure a high level of satisfaction is being achieved for the user. This information is not used for marketing purposes and is routinely deleted after a period of one year.
Account Set Up
Upon receipt of a new account request form, all account-specific information will be set up and stored on our back-office platform, Progress Online. Only details relating to the efficient running and servicing of the account will be stored, including: addresses, telephone numbers and contact names relating to appropriate accounts and departments. This information is cleansed if inactive after a period of one year.
Online user set up and Email database on Sharpspring
Codex Limited adhere to a strict suppression list with regards to the management of its database. We use an engagement-based suppression system that calculates a contact engagement score which measures a recipient’s engagement. The system prevents emails from being sent to unengaged users, which are users with a contact engagement score of zero. This means that if a user does not interact or show an interest in the material provided over a period of one year they will be removed from our database.
Any users who complete the newsletter subscription form will be added to the Codex Limited database. This will be maintained in the same manner as outlined above.
All of the above data is stored in our Company Information Systems in a secure operating environment.