Privacy Policy

PHD Mail Ltd (PHD) is committed to protecting your right to privacy as a user of our website.  It is our policy to respect the privacy of private communication.

The information you provide to us will be held for PHD on servers based in the UK, and, except as explained below, we will not transfer it, or authorise its transfer, outside the UK.

We collect information about our users in order to help us continually improve the products and facilities we offer and so that we can enter into commercial arrangements for the use of our services.  PHD will always adhere to UK Data Protection Legislation, including but not limited to, the Data Protection Act 2018 and EU Regulation 2016/679 General Data Protection Regulation (“GDPR”).

Other than as stated below, we do not hold or use any information that you provide, or which we collect, outside the European Economic Area (“EEA”), nor do we transfer it to, or share it with, others within or outside the EEA (except when we believe in good faith that the law requires it).

This Privacy Policy only relates to the PHD site and does not extend to your use of the Internet outside of the PHD site.

Information About Us

PHD Mail Ltd is a private limited company, registered in England under company number 04248052.  Our registered address and main trading address is Unit 1-2 Falcon Close, Burton-on-Trent, Staffordshire, DE14 1SG.

Our VAT number is GB 690 3811 31.

For data protection queries, please contact Jamie Mason on email address: enquiries@phd-uk.com, postal address: 1-2 Falcon Close, Burton-on-Trent, DE14 1SG.

What Data Do We Collect?

We aim to keep personal data collection and storage to a minimum. We collect and use the following personal (and non-personal) data:

• Company name;
• Email address;
• Address;
• Telephone number;
• Your IP address.

We do not monitor your use of the Internet, but we do use cookies and similar technologies, including web analytics, to monitor your use of PHD-uk.com. This information is not stored alongside your personal data and will only be used on an anonymous, aggregated basis.

What Do We Use Your Data For?

We use your personal data for the following purposes:

• Supplying you with information, documents, and other content either through the PHD site or by email. 
• Communicating with you. This may include responding to emails or calls from you.

Our processing of your personal data is in our legitimate interests and is necessary to provide the PHD service to you and to continually improve it and the content available through it.

Our use of your personal data is limited to that which is reasonably required in order to provide our service to you and to make improvements to that service which benefit both us and you. We do not use your personal data for any reasons not stated in this Privacy Policy and never use it in an excessive manner that is disproportionate to our aims of providing and improving our service or in a way that is contrary to your interests.

What Cookies Do We Use?

PHD uses the following cookies and related technologies for the following purposes:

How Long Do We Keep Your Personal Data?

The personal data that you provide when registering with PHD is retained until you ask us to delete it. 

We also retain records of subscriptions and transactions for accounting purposes. Personal data contained within emails sent to us will be retained for as long as we reasonably require it. Questions relating to our services with our answers to those questions may be retained unless you ask us not to in order to facilitate answering similar queries in the future, whether from you or from others. We also retain certain communications to aid in the conduct of potential future legal claims.

How and Where Do We Store or Transfer Your Personal Data?

We only store your personal data in the UK. This means that it will be fully protected under the GDPR.

As explained below, certain personal data will be made accessible to our third-party IT contractor, based outside of the European Economic Area. Additional steps have therefore been taken to ensure that your personal data will be treated just as securely and safely as it would be in the UK and under the GDPR, as embodied in a data processing agreement between us and our contractor based on model contractual clauses provided by the European Commission, which impose suitable data protection standards on a contractual basis.

Do We Share Your Personal Data?

We do not share your personal data with any selected third parties.

What Are Your Rights As A Data Subject?

Individual data subjects have the following rights under the GDPR which we will always work to uphold:

1. The right to be informed about our collection and use of your personal data (as described in this Privacy Policy).
2. The right to access your personal data by means of a subject access request (see below).
3. The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. You can do this either by contacting us or by clicking on the ‘Change My Details’ link in ‘My Account’.
4. The right to erasure (also known as the right to be forgotten). You can exercise this right either by contacting us or by clicking on the ‘Delete My Account’ link in ‘My Account’. Please note that if you delete your account, it will be deleted immediately and if you have an active subscription, that subscription will be cancelled. Refunds are not available. If you wish to ensure that we delete data such as accounting data or emails from you, please contact us.
5. The right to restrict or object to our processing of your personal data for particular purposes. Email preferences can be changed using the ‘Email Preferences’ link in ‘My Account’. Using this link you can opt-out of our newsletters and bulletins and, for expired subscriptions only, our alerts. For active subscriptions, alerts are an integral part of our service. For further information, please contact us.
6. The right to data portability. This means that you can ask us for a copy of your personal data to re-use with another service or business. Please note, however, that this right applies only if you have provided personal data to us directly, we are using it with your consent or for performance with a contract, and your data is processed using automated means.
7. Rights relating to automated decision-making and profiling. We do not, however, use your personal data in this way (see above).

For more information about our use of your personal data or exercising your rights as outlined above, please contact us.

Further information about your rights can be obtained from the Information Commissioner’s Office. You also have the right to lodge a complaint with the Information Commissioner’s Office if you feel that your rights have been breached.

How Can You Access Your Personal Data?

If you wish to make a data subject access request, please do so in writing, sent to the email or postal address shown below, clearly marking your correspondence as a subject access request.

We do not normally charge for subject access requests unless they are ‘manifestly unfounded or excessive’ (e.g. repetitive). We will respond to your subject access request within one month of receiving it. In the unlikely event that your request is particularly complex, a further two months may be required but we will keep you informed if this is the case.

How To Contact Us

To contact PHD about anything to do with your personal data and data protection, including to make a subject access request, please use the following details and we will respond as soon as possible:

Email: enquiries@phd-uk.com

Telephone: 01283 512 733

Postal Address: 1-2 Falcon Close, Burton-on-Trent, Staffordshire, DE14 1SG.

Changes To This Privacy Policy

We may change our Privacy Policy from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection. Any changes will be viewable in this Privacy Policy.