Privacy and Cookie Policy

This Privacy Policy describes how we collect and process your personal information through uk.filofax.com and other services related to our website.

Our core beliefs regarding user privacy and data protection
  • User privacy and data protection are human rights.
  • We have a duty of care to the people within our data.
  • Data is a liability, it should only be collected and processed when absolutely necessary.
  • We will never sell, rent or otherwise distribute or make public your personal information.

Relevant Legislation

Along with our business and internal computer systems, this website is designed to comply with the following national and international legislation with regards to data protection and user privacy:

This website’s compliance with the above legislation, all of which are stringent in nature, means that this site is likely compliant with the data protection and user privacy legislation set out by many other countries and territories as well. If you are unsure about whether this site is compliant with your own country of residences’ specific data protection and user privacy legislation, you should contact our data protection officer for clarification (details of whom can be found below).

Personal information that this website collects, why we collect it and how we protect it

Personal information means details which identify you or could be used to identify you, such as your name, contact details, and purchase history. 

Our website is intended for individuals aged 16 years and older. We do not intentionally collect Personal Information from children. If you are the parent or guardian and believe your child has provided us with Personal Information, please contact our Data Protection Officer at fmacdonald@flbgroup.com to request deletion.

Controller of Personal Information

Any personal information processed by Filofax’s website in connection with this Privacy Policy is controlled by FLB Group Ltd, which is considered the “data controller” of your personal information under European Union and UK data protection law.

This website collects and uses personal information for the following reasons:

  • For management and administrative purposes. We may use and retain your personal information, including your purchase history, for administrative purposes, which may include, for example, accounting and billing, auditing, credit or other payment card verification, anti-fraud screening and systems testing, maintenance and development.
  • To send status updates and service communications to you.
  • To carry out marketing and keep you informed of Filofax products.
  • To improve our websites, products and services. We may monitor the way that you and other customers use our website so that we can identify ways to improve your user experience.

How we store your personal information on our website

This website is hosted by Shopify who are certified Level 1 PCI DSS compliant. Your Personal Information will be initially processed in Ireland and then will be transferred outside of Europe for storage and further processing, including to Canada and the United States. For more information on how data transfers comply with the GDPR, see Shopify’s GDPR Whitepaper:

https://help.shopify.com/pdf/gdpr-whitepaper.pdf

https://help.shopify.com/pdf/cross-border-whitepaper.pdf

We also protect the security of your information during transmission by using Secure Sockets Layer (SSL) software, which encrypts information you input.

To make sure your access to our website is secure, you should not share your log in details with anyone else. When you finish using the website you should log out if others may be able to access your computer or device. This is especially important if you are using a publicly accessible computer.

Payment information

When you buy our products over the Internet, your web browser connects with the website through an SSL ("Secure Sockets Layer"). SSL is an industry-standard protocol for encryption over the Internet.

All of your personal information is encrypted as it travels over the Internet, to and from this website. When information is encrypted, it is scrambled between your computer and our server. The information is only unscrambled when it safely reaches us. It's fast and safe, and it ensures that your personal information cannot be read by anyone else. However, as with any standard email, emails containing your personal data sent to or from Filofax will travel in a non-encrypted format.

We will keep your information for as long as we need it for the purpose it is being processed for. For example, when you buy on this website, you can create an account or checkout as a guest. In both cases, we will keep the information related to your purchase for a period which enables us to handle or respond to any complaints, queries or concerns. The information may also be retained so that we can continue to improve your experience with us.

We will actively review the information we hold and delete it securely when there is no longer a legal, business or customer need for it to be retained.

Contact forms and email links

Should you choose to contact us using the contact form on our Contact us page or an email link like this one, none of the data that you supply will be stored by this website or passed to / be processed by any of the third-party data processors defined in this Privacy Policy.

Site visitation tracking

A cookie is a small amount of information that’s downloaded to your computer or device when you visit our site. We use a number of different cookies, including functional, performance, advertising, and social media or content cookies. Cookies make your browsing experience better by allowing the website to remember your actions and preferences (such as login and region selection). This means you don’t have to re-enter this information each time you return to the site or browse from one page to another. Cookies also provide information on how people use the website, for instance whether it’s their first time visiting or if they are a frequent visitor.

Filofax’s website, email messages, and advertisements may use "cookies" and other technologies such as pixel tags. These technologies help us better understand user behaviour, tell us which parts of our websites people have visited, and facilitate and measure the effectiveness of advertisements and web searches. We treat information collected by cookies and other technologies as non‑personal information. However, to the extent that Internet Protocol (IP) addresses or similar identifiers are considered personal information by European Union and UK data protection law, we also treat these identifiers as personal information. Similarly, to the extent that non-personal information is combined with personal information, we treat the combined information as personal information for the purposes of this Privacy Policy.

We use the following cookies to optimize your experience on our site and to provide our services:

 Name Function Duration
_secure_session
_id		 Used in connection with navigation through a storefront. 24h
_shopify_country Used in connection with checkout. session
_shopify_m Used for managing customer privacy settings. 1y
_shopify_tm Used for managing customer privacy settings. 30min
_shopify_tw Used for managing customer privacy settings. 2w
_storefront_u Used to facilitate updating customer account information. 1min
_tracking_consent Tracking preferences. 1y
c Used in connection with checkout. 1y
cart_currency Used in connection with shopping cart. 2w
cart_sig Used in connection with checkout. 2w
cart_ts Used in connection with checkout. 2w
cart_ver Used in connection with shopping cart. 2w
checkout Used in connection with checkout. 4w
checkout_token Used in connection with checkout. 1y

dynamic_checkout
_shown_on_cart

 Used in connection with checkout. 30min
hide_shopify_pay
_for_checkout		 Used in connection with checkout. session
keep_alive Used in connection with buyer localisation. 2w
previous_step Used in connection with checkout. 1y
remember_me Used in connection with checkout. 1y
secure_customer
_sig		 Used in connection with customer login. 20y
shopify_pay Used in connection with checkout. 1y
shopify_pay
_redirect		 Used in connection with checkout. 30 minutes, 3w or 1y depending on value
storefront_digest Used in connection with customer login. 2y

tracked_start
_checkout

 Used in connection with checkout. 1y
checkout_one
_experiment		 Used in connection with checkout. session
_landing_page Track landing pages 2w
_orig_referrer Track landing pages. 2w
_s Shopify analytics. 30min
_shopify_d Shopify analytics. session
_shopify_s Shopify analytics. 30min
_shopify_sa_p Shopify analytics relating to marketing & referrals. 30min
_shopify_sa_t Shopify analytics relating to marketing & referrals. 30min
_shopify_y Shopify analytics. 1y
_y Shopify analytics. 1y
_shopify_evids Shopify analytics. session
_shopify_ga Shopify and Google Analytics. session

 
The length of time that a cookie remains on your computer or mobile device depends on whether it is a “persistent” or “session” cookie. Session cookies last until you stop browsing and persistent cookies last until they expire or are deleted. Most of the cookies we use are persistent and will expire between 30 minutes and two years from the date they are downloaded to your device.

You can control and manage cookies in various ways. Please keep in mind that removing or blocking cookies can negatively impact your user experience and parts of our website may no longer be fully accessible.

Most browsers automatically accept cookies, but you can choose whether or not to accept cookies through your browser controls, often found in your browser’s “Tools” or “Preferences” menu. For more information on how to modify your browser settings or how to block, manage or filter cookies can be found in your browser’s help file or through such sites as: www.allaboutcookies.org.

Additionally, please note that blocking cookies may not completely prevent how we share information with third parties such as our advertising partners. To exercise your rights or opt-out of certain uses of your information by these parties, please follow the instructions in the “Behavioural Advertising” section below.

Google Analytics

Like most websites, this site uses Google Analytics (GA) to track user interaction. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website.

Although GA records data such as your geographical location, device, internet browser and operating system, none of this information personally identifies you to us. GA also records your computer’s IP address which could be used to personally identify you but Google does not grant us access to this. We consider Google to be a third-party data processor.

GA makes use of cookies, details of which can be found on Google’s developer guides. Our website uses the analytics.js implementation of GA.

You can read more about how Google uses your Personal Information here: https://www.google.com/intl/en/policies/privacy/

You can also opt-out of Google Analytics here: https://tools.google.com/dlpage/gaoptout

Hotjar

We use Hotjar to analyse our users’ needs and to optimize our website. Hotjar is a technology service – acting as a third party data processor - that helps us better understand our users’ experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.). Hotjar uses cookies and other technologies to collect data on our users’ behavior and their devices. This includes a device's IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually forbidden to sell any of the data collected on our behalf. Any personal information which could identify you is automatically supressed (e.g data appears as asterisks, for example “***”, of slightly randomised length instead of text) before it is collected and sent to Hotjar’s server.

Read the Hotjar privacy policy here: https://www.hotjar.com/privacy/

Marketing
Email newsletter

If you choose to subscribe to email newsletter, the personal information that you submit on our website will be forwarded to third-party data processor - Sendinblue - who provide us with email marketing services. Sendinblue are GDPR compliant and have taken all necessary precautions to preserve the security of personal data and, in particular, to prevent it from being accessed by unauthorized third parties, distorted, or damaged.

These include:

  • Multi-level firewall.
  • Proven solutions for anti-virus protection and detection of intrusion attempts.
  • Encrypted data transmission using SSL/https/VPN technology.
  • Tier 3 and PCI DSS certified data centres

Read their Privacy Policy here: https://www.sendinblue.com/legal/privacypolicy/

To stop receiving email marketing from Filofax, you can unsubscribe at any time by using the unsubscribe links contained in the footer of the email newsletter, or by sending an unsubscribe request via email. Please send your email to unsubscribe@filofaxlettsblueline.com using the email account that is subscribed to the mailing list.

Please note, your email address will remain within Sendinblue’s database for as long as we continue to use Sendinblue’s services for email marketing or until you specifically request to be deleted. To request to delete your personal data under the GDPR regulation, please email our Data Protection Officer: fmacdonald@flbgroup.com using the email account that is subscribed to the mailing list. If you are under 16 years of age you MUST obtain parental consent before joining our email newsletter.

Behavioural Advertising

We also may use your Personal Information to provide you with targeted advertisements or marketing communications we believe may be of interest to you. For more information about how targeted advertising works, you can visit the Network Advertising Initiative’s (“NAI”) educational page at https://www.networkadvertising.org/understanding-online-advertising/how-does-it-work.

You can opt out of targeted advertising by:

Additionally, you can opt out of some of these services by visiting the Digital Advertising Alliance’s opt-out portal at: https://optout.aboutads.info/.

Other Third-party data processors

We use a number of other third parties to process personal data on our behalf. These third parties have been carefully chosen and all of them comply with the legislation set out above. For more information, please follow the links below.

Shopify Payments/PayPal
https://www.shopify.com/legal/privacy
https://www.paypal.com/uk/webapps/mpp/ua/privacy-full

Affiliate Window
https://www.awin.com/gb/privacy

Agorapulse
https://www.agorapulse.com/privacy-policy/

Requesting a copy of your personal information

You may request a copy of any personal data about you held by FLB Group Ltd. There is no fee for this request.

The request must be in writing and must contain the following:

  • Your name and postal address.
  • Details of your request.
  • Any details which may help us locate the information which is the subject of your request, for example an Email address and/or telephone number.

You must also provide:

  • A photocopy of your passport or driving license, so that we can verify your identity.
  • Your signature and the date of the request.

If you are applying on behalf of another person then signed authority from the individual is required. Please send your request to:

Fiona MacDonald
Data Protection Officer
FLB Group Ltd
Thornybank Industrial Estate
Dalkeith,
Midlothian,
Scotland,
EH22 2NE

Data Breaches

We will report any unlawful data breach of this website’s database or the database(s) of any of our third-party data processors to any and all relevant persons and authorities within 72 hours of the breach if it is apparent that personal data stored in an identifiable manner has been stolen.

Data Controller

The data controller of this website is: FLB Group Ltd, registered in Scotland with company number: SC007315

Whose registered office is:

10 George Street,
Edinburgh,
Scotland,
EH2 2PF

And whose operating office is:

Thornybank Industrial Estate
Dalkeith,
Midlothian,
Scotland,
EH22 2NE

Data Protection Officer:

Fiona MacDonald
Telephone: +44 (0)131 654 7435
Email: fmacdonald@flbgroup.com

Changes to our Privacy Policy

This privacy policy may change from time to time in line with legislation or industry developments. We will not explicitly inform our clients or website users of these changes. Instead, we recommend that you check this page occasionally for any policy changes. Specific policy changes and updates are mentioned in the changelog below.

Changelog

19/05/2022 - Added Shopify, Sendinblue and Hotjar as a third-party. Updated Data Protection Officer and Registered Office details         

04/04/2022 – Updated in line with the EU General Data Protection Regulation 2018 (GDPR)

18/04/2018 – Updated in line with the EU General Data Protection Regulation 2018 (GDPR)

21/03/2018 – Added Amazon Web Services as a third-party

17/10/2017 – Privacy policy instigated