What personal data does IP collect?
The data we routinely collect includes customers' names, addresses, email addresses, telephone numbers as well as the same information for royalty payment recipients and temporary staff. We collect this data directly from customers when they order books or services from IP.
For some royalty payment recipients and temporary staff we may have additional information such as birth dates and national registration numbers.
What is this personal data used for?
We use customers' data for bookkeeping and invoicing, and delivery of books and services. In addition, information from royalty recipients and temporary staff is used to report to relevant government authorities such as the inland revenue (Dansk Skat) in Denmark.
Who is personal data shared with?
Data is shared with government authorities and registered accountants/auditors of our accounts and tax reports.
Personal data is not passed on by us to organisations, companies or any other other persons than those indicated above.
Where does this data come from?
Data for our customers comes from them when they order books or services. Data from royalty payment recipients and temporary staff comes from them when payments are due.
How is personal data stored?
This information is mainly stored in digital form in our accounting and bookkeeping system on one pass-worded protected computer at the IP office and in paper form in our printed accounting files. Any information that is stored remotely is stored in compliance with the EU GDPR (General Data Protection Regulation) demands.
Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR (General Data Protection Regulation) we do not have a legal requirement to have a Data Protection Officer. The person who is responsible for ensuring IP discharges its obligations under the GDPR is the publisher, Peter I. Crawford.
Who has access to your data?
Staff of IP have access to data in order for them to carry out their legitimate tasks, mainly in bookkeeping and accounting. Registered accountants assisting with annual financial and tax reports may be given access to data for specific tasks. They are not free to use it for any other purpose.
What is the legal basis for collecting this data?
IP collects personal data that is necessary for the administrative purposes as a publishing company. For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.
How can you check what data we have about you?
If you want to see the basic data we hold about you, you should contact firstname.lastname@example.org. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month. There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.
What about sensitive data?
The GDPR refers to sensitive personal data as "special categories of personal data". We do not record any such special data with the exception, in very specific cases, of national id information used solely as specified above.
How can you ask for data to be removed, limited or corrected?
Any changes to or removals of your customer data can be made by contacting email@example.com. The same applies to data regarding royalty payment recipients and temporary staff.
How long we keep your data for, and why?
We normally keep personal data such as that relating to accounting or personnel matters, only for the legally required period. However, we will delete any personal details entirely on request.
Approved 18 May 2018