CLK MEDIA LTD

Design • Print • Display

CLK Media Email Policy

 

Email Attachments.

Be aware of the dangers of opening unsolicited email attachments. Whilst systems are in place to automatically detect and remove malicious software, we cannot mitigate against 'zero day' or unknown/unseen exploits and are reliant on staff being vigilent at all times. If in doubt consult the IT dept.

Sending and Receiving Personal Data.

If you are sending personal data ( as defined in the privacy policy ) then these MUST be sent as encrypted attachments. Encrypted files can be created by the 7zip application ( https://www.7-zip.org/ ).
Passwords generated within CLK Media should use the desktop password generator application installed on the toolbar. A minimum of 6 characters is recommended.

 If you are going to receive files containing personal data then please ask for it to be encrypted in the same manner.  Passwords should not be sent in the same email as the encrypted file. Either send separately or communicate password via another medium ( phone or SMS ).

It is safe to send these internally as no local traffic leaves the premises.
BE AWARE THAT CC AND BCC to NON CLKMEDIA.CO.UK Accounts will route emails offsite!

CLK Media

Computer & Information Security Policy

 

Computer security or Compusec are the technical measures taken to secure the physical hardware of a computer networkand the underlying operating systems and include the access control mechanisms built into operating system and applications software.

Information Security or Infosec are the policies and procedures to ensure that information is stored and transmitted in a safe and secure manner.

This policy describes the methods we employ to maintain a secure and healthy Computer and Information environment.
The policy is purposefully vague to prevent our systems being exploited.

 

CLK Media uses as part of our procedures the following systems and techniques.

  • Hardware and software based firewalls.
  • Virtual Machines and containers to provide service separation and isolation.
  • IPtable based address filtering.
  • Automatic address banning.
  • In-house Mail, Web and FTP servers.
  • HTTPS Web presence.
  • Automatic overnight backups.
  • Password cracking logging.
  • Multi vendor virus detection and removal.
  • Adaptive Anti spam software.
  • SSH logins only.
  • Encrypted VPN for remote administration.
  • All data processing carried out within the logical boundary of CLK Media Ltd.
  • No Cloud based servers.
  • Encrypted attachments where required.
  • Password generators to ensure random password creation.
  • Local backups only.
  • Intrusion detection software with real-time* notifications.
  • Accredited waste disposal of printed waste.

 *notifications are sent within 10 secs of detection. Delivery time of notifications is network dependent.

Internal Systems.

Our network infrastructure is configured to expose only those services that are required to allow CLK Media to operate.
All systems are set to automatically upgrade and customer data is backed up every day. No offline backups are held at remote locations.
Cloud services are not used therefore ringfencing personal data to CLK Media servers only.
Our Web servers only hold the name, email and business name of those customers who have agreed to receive marketing data. This data is refreshed every 6 months.
All workstations are password protected and access to MIS is further password protected.
No unapproved software is permitted on the internal network.

Emails. 

Please see our email policy document.

 
 
 
 
 
 

 

 

 

 

 

Standard Conditions - Updated May 2018

DEFINITIONS - In these Conditions “the Printer” shall mean CLK Media Ltd.

COST VARIATION - Estimates are based on the current costs of production and are subject to amendment by the Printer on or at any time after acceptance to meet any rise or fall in such costs beyond the Printer’s control, such as paper, ink, transport etc.

VALUE ADDED TAX - The Printer shall be entitled to charge the amount of any value added tax payable whether or not included on the estimate or invoice.

PRELIMINARY WORKS - All work carried out, whether experimentally or otherwise, at the Customer’s request will be charged at a minimum charge of £25.00+VAT

COPY - If copy supplied is not clear and legible a charge may be made to cover any additional work involved.

PROOFS - Customer’s alterations and the cost of additional proofs necessitated by such alterations will be charged extra at a minimum charge of £25.00+VAT. Proofs of all work may be submitted for the Customer’s approval and in that event no responsibility will be accepted for any errors in them not corrected by the Customer.

DELIVERY

- Delivery of work shall be accepted when tendered and thereupon or if earlier on notification that the work has been completed the risk shall pass and payment shall become immediately due.

- Should expedited delivery be agreed and necessitate overtime or other additional cost, an extra charge may be made.

- Unless otherwise specified the price estimated is for delivery of the work to the Customer’s address as set out in the estimate.  A charge may be made to cover any extra costs involved for delivery to a different address.

PAYMENT

- Payment to be received by the Printer within 14 days of invoice date where a credit account exists, otherwise payment to be received prior to work commencing. Any grace period beyond 14 days, whether granted or assumed, shall not be considered a right and may be withdrawn at any time. In such a case all outstanding monies will become immediately due.

- In the event that a cheque or cheques offered in payment do not immediately become cleared the Customer undertakes to immediately pay in cash the sum of £25 for each occasion that each cheque needs to be represented.

- Should work be suspended at the request of or delayed through any default of the Customer for a period of 14 days the Printer shall then be entitled to payment for work already carried out, materials specially ordered and any other additional costs.

VARIATION IN QUANTITY - Every endeavour will be made to deliver the correct quantity ordered, but estimates are conditional upon margins of upto 5 per cent for workbeing allowed for overs or shortage, the same to be charged or deducted.

CLAIMS - Claims arising from damage, delay, or partial loss of goods in transit must be made in writing to the Printer and the carrier so as to reach them within five days of delivery and claims for non-delivery within 14 days of despatch of goods.

All other claims must be made to the Printer within five days of delivery or collection.

LIABILITY

- The Printer shall not be liable for indirect loss or third party claims occasioned by delay in completing the work or for any loss to the Customer arising from delay in transit not caused by the Printer.

- Where work is defective for any reason, including negligence, the Printer’s liability (if any) shall be limited to rectifying such defect.

ARTWORK

- Computer generated typesetting and/or electronic images and the like produced by the Printer shall remain its exclusive property whether or not fees have been charged to the Customer for the production of such items.

- The Printer reserves the right to dispose of artwork at the expiry of 18 months from the date of last usage, without reference to the customer.

CUSTOMER’S PROPERTY - The Customer’s property and all property supplied to the Printer by or on behalf of the Customer will be held, worked on, and carried at the Customer’s own risk.

MATERIAL SUPPLIED BY THE CUSTOMER

- The Printer may reject any paper or other materials supplied or specified by the Customer which appear to be unsuitable. Additional cost incurred if materials are found to be unsuitable during production may be charged.

- Where materials are so supplied or specified, responsibility for defective work will not be accepted by the Printer unless this is due to its failure to use reasonable skill and care.

- Quantities of materials supplied by the Customer shall be adequate to cover normal spoilage.

INSOLVENCY - If the Customer fails to pay any sum due to the Printer by the due date or on the Customer becoming the subject of bankruptcy or liquidation proceedings the Printer without prejudice to other remedies shall:- (a) have the right not to proceed further with any work it is contracted to do for the Customer and be entitled to charge for work already carried out (whether completed or not) and materials purchased in connection with such work such charge to be an immediate debt due to it; and (b) in respect of all unpaid debts due from the Customer have a general lien on all goods and property in its possession (whether worked on or not) and shall be entitled on the expiration of 14 days notice to dispose of such goods or property as it thinks fit and to apply any proceeds towards such debts.

ILLEGAL MATTER

- The Printer shall not be required to print any matter which in its opinion is or may be of an illegal, libellous, offensive or obscene nature or an infringement of the proprietary or other rights of any third party.

- The Printer shall be indemnified by the Customer in respect of any claims, costs and expenses arising out of any libellous matter or any infringement of copyright, patent or design or of any other proprietary or personal rights contained in any material printed for the Customer.

PERIODICAL PUBLICATIONS - A contract for the printing of periodical publications may not be terminated by either party unless 12 weeks prior written notice is given. Nevertheless the Printer may terminate any such contract forthwith should any sum due hereunder remain unpaid.

FORCE MAJEURE - Every effort will be made to carry out the contract but its due performance is subject to cancellation by the Printer or to such variation as it may find necessary as a result of its inability to secure labour, materials or supplies, or as a result of machinery breakdown or any Act of God, war, strike, lockout or other cause (whether of the foregoing class or not) beyond the Printer’s control.

PERSONAL DATA - The printer will be required to hold data files that contain personal data as defined under the EU General Data Protection Regulation (GDPR). Unless you have agreed that we can hold this information then we will remove this file from our systems on completion of the job and a new artworking / processing fee will be applied for further work. By being a customer of the printer, your personal data, as laid out in our personal data ledger, will be entered into our management information (MIS) system to enable us to process the job. The printer will not undertake any jobs for customers who are not entered into our MIS.Data Protection Regulation (GDPR the

LAW - These Conditions and all other express terms of the contract shall be governed and construed exclusively in accordance with the Laws of England.

Our printing service is digital and we do not use printing plates or any chemicals commonly associated with litho printing. Paper wastage is minimal as our setup process is usually only a few sheets. We advise clients on the benefits of printing only what they need. Our production print stock is FSC approved. Our fine art stock is acid free and provides 200+ yrs of fade resistance.

In order to promote good environmental practices, our environmental policy is:

  1. To identify the significant environmental impacts of our activities.
  2. To comply with relevant legislation, regulation and other requirements.
  3. To re-use, recover or recycle materials where practicable.
  4. To ensure that environmental responsibilities are defined, communicated to all staff and provide appropriate training where needed.
  5. To strive for continual improvement in environmental performance.

Energy

CLK Media minimises the use of energy resulting from its activities through making energy efficiency a key consideration when purchasing printing and finishing equipment. Where possible all items are switched off, rather than placed on standby setting at the end of the day.

Waste

Where possible we minimize the use of paper in our offices. Waste resulting from our operations will be reused or recycled where practicable. Where possible all ink and toner cartridges for printing equipment within CLK Media and waste paper are recycled by specialist recycling companies. CLK Media will aim to minimise the amount of packaging on outgoing products and to re-use as much incoming packaging as possible. Any remaining waste will be disposed of by licensed contractors.

Lydia Lewis

Managing Director

CLK Media Ltd

CLK Media Privacy Policy

Effective: May 25, 2018

IMPORTANT NOTICE

At CLK Media, our mission is to create and produce and reproduce suberb printed products for our customers. That mission covers printed products, artwork files, mailmerge data and design services (which we collectively refer to in this Privacy Policy as the "Services").

Our Privacy Policy describes how we collect and process your Personal Data through our workflow  We encourage you to read this Privacy Policy alongside our terms & conditions.

BY USING OUR SERVICES, YOU CONSENT TO THE COLLECTION, USE AND TRANSFER OF YOUR PERSONAL DATA FOR PROCESSING IN CLK MEDIA AS DESCRIBED IN THIS PRIVACY POLICY.

In order to comply with the requirements of the European General Data Protection Regulation (GDPR) for our customers, this Privacy Policy outlines the legal basis on which we process your Personal Data and provides other information required by the GDPR.

Information About Your Personal Data.

This Privacy Policy relates to data about you, and your interaction with our Services.

"Personal Data" is information that can be used to identify you, directly or indirectly, alone or together with other information. This includes things such as your full name, email address, phone number and physical address and IP address.

CLK Media collects, uses, discloses and processes Personal Data as outlined in this Privacy Policy, to operate the services of our business.

Types of personal data we hold and process.

During the lifecycle of the patronage of a customer of CLK Media, we may hold a variety of types of personal data including but not limited to:

  • Name
  • Home Address
  • Work Address
  • Telephone Numbers
  • Email addresses
  • Age
  • Nationality
  • Confidential Electoral Roll data
  • Photographs
  • IP Address information
  • Public key information.

How We Collect and Use Personal Data.

We collect your Personal Data in a number of ways and for various purposes, including:

  • When you become a customer of CLK Media we will require your personal data such as name, address, phone numbers and email.
  • When you provide your personal data for incorporation into our products such as business cards.
  • When we are provided artwork that contains your personal data or the personal data of 3rd parties such as employee business cards.
  • When a 3rd party provides us with personal data for mailmerge print.
  • When you communicate with us or sign up for promotional materials.
  • When you participate in special activities, offers, or programmes.
  • When you engage with our social media pages.
  • When we collect data from third parties or publicly-available sources.
  • When we comply with Legal Requirements or Obligations, Law Enforcement, and for Public Safety Purposes.
  • We collect IP Address information for the purpose of Computer and Information security.

How We Process Personal Data.

We process your Personal Data in a number of ways to enable delivery of our service including:

  • For business management use, eg. emails, invoice creation, marketing.
  • When you provide your personal data for incorporation into our products such as business cards.
  • When we are provided artwork that contains your personal data or the personal data of 3rd parties such as employee business cards.
  • For mailings on behalf of a customer who has obtained the legal permission to hold your personal data.
  • To inform our Computer and Information security procedures.

How We Disclose Personal Data.

We may disclose your Personal Data for the purposes as described in the prior section of this Privacy Policy in the following ways:

  • In our printed products and services.
  • To Service Providers such as other printers when products require sub contracting.
  • For Advertising and Marketing.
  • For internal analytics and process improvement.
  • For Legal Compliance, Law Enforcement, and Public Safety Purposes.

How We Protect Personal Data.

Please see our Information Security Policy on how we protect your data.

Legal Basis for Processing.

For the purposes of GDPR, CLK Media Ltd is both the controller and processor of the Personal Data you provide to us ("Data Controller").

As a Data Controller, we handle the Personal Data we maintain about you in accordance with this Privacy Policy. If you have any questions or concerns regarding the processing of your Personal Data, contact us for detailed information.

As a Data Processor, we collect and process Personal Data for a variety of purposes outlined in this Privacy Policy.

In certain cases, separate consent is not required, including:

  • For the production of a service on behalf of your employer e.g. Business cards.
  • To meet legal obligations.
  • For legitimate workflow requirements.
  • To enable computer security operations.

Website Privacy Policy.

This website and it's owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users. This website complies to all UK national laws and requirements for user privacy.

Use of Cookies.

This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computers hard drive in order to track and monitor your engagement  and usage of the website using google analytics but will not store, save or collect personal information outside of this other than ip addresses as part of normal webserver logging functionality. You can read Google's privacy policy here for further information [ http://www.google.com/privacy.html ].

Your data collected in this manner is not passed on to any third parties.

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