April 2021
Inkwell Communications (“we”, “us”, “our”) takes your privacy very seriously. Please read this privacy policy carefully. In this privacy policy we explain how and why we collect, store, use, and share your personal information. It also explains your rights in relation to your personal information and how to contact us or the regulatory authorities if you have a complaint.
Inkwell Communications and Design Studio Ltd. is a company registered in England and Wales (registration number 13338630). We provide communication, editorial and design services to non-profit knowledge-producing organisations across the globe.
In providing our services, we collect, use, and are responsible for certain personal information about you. When we do so we are subject to the United Kingdom General Data Protection Regulation (“UK-GDPR”, and we are responsible as the “controller” of that personal information for the purposes of this law. Personal information means any information relating to an identified or identifiable individual.
1. Personal information we collect about you
We may collect and use the following personal information about you:
Customers
- Your name, job title, employer organisation and contact information (including email address, telephone numbers and postal address).
- Your billing, transaction, and payment information.
- Your contact and customer history.
Suppliers
- Your name, job title, employer organisation and contact information (including email address, telephone numbers and postal address).
- Your billing, transaction, and payment information.
Freelancers and job applicants
- Your name, date of birth, gender and contact information (including email address, telephone numbers and postal address).
- Your qualifications, employment history and other information contained in your curriculum vitae.
- References.
- Other personal information provided by you.
Website users
- Any information you provide through our contact form.
We also use cookies and analytics to determine:
- How you accessed the site including your device’s IP address, operator system, browser type, route of access, the operating system, date, location (city), and time of access,
- How you use our site including which pages you looked at and how much time you spent on each page.
You are not obliged to provide us with this personal information but if you don’t it may delay or prevent us from providing our services to you, ordering goods or services from you, providing you with information about us, responding to your enquiry, or considering your job application. It may also affect your experience of our website.
2. How your personal information is collected
We collect most of this personal information directly from you – in person, by telephone, text or email and/or via our website. However, we may also collect information:
- From publicly accessible sources such as Companies House or HM Land Registry
- From employment agencies
- Via cookies on our website
3. How and why we use your personal information
Under data protection law, we can only use your personal information if we have a proper reason for doing so.
The table below explains what we use your personal information for and our reasons for doing so:
| Who | What | Why |
| Customers and suppliers | Providing services to you and receiving goods and services from you. | For the performance of our contract with you or to take steps at your request before entering into a contract. |
| Customers and enquirers | Marketing our services. | For our legitimate interests or those of a third party. |
| Freelancers and job applicants | Conducting checks to verify identity and job history | To comply with our legal and regulatory obligations. |
| Customers | Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies. | To comply with our legal and regulatory obligations. |
| Customers and website users | Statistical analysis to help us analyse how this website is being used and to gather statistics on site performance. | For our legitimate interests or those of a third party. |
4. Who we share your personal information with
The only times we will share your personal information are with:
- Third parties we use to help deliver our services to you, for example, freelancers.
- Third parties we use to help us run our business, for example, our insurers, bankers, accountants and lawyers.
We only allow our service providers to handle your personal information if we are satisfied they take appropriate measures to protect your personal information.
We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
We may also need to share some personal information with other parties, such as potential buyers of some or all of our business or during a re-structuring. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations.
5. Where your personal information is held
Your personal information is securely stored on our computers at our registered address in the UK and backed up externally.
6. Transferring your personal information out of the UK and EEA
To deliver services to you, it is sometimes necessary for us to share your personal information outside the UK and/or European Economic Area (EEA).
These transfers are subject to special rules under European and UK data protection law. This means we can only transfer your personal information to a country or international organisation outside the UK/EEA where:
- the European Commission has issued an “adequacy decision” in relation to that country or international organisation; or
- there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for data subjects; or
- a specific exception applies under data protection law.
7. How long your personal information will be kept
We will not retain your personal information for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of personal information and generally we apply the following retention periods.
- If you are a customer or supplier, we will hold your personal information for six years after the end of our contractual relationship with you unless we have a legitimate business interest in retaining such information, such as an ongoing relationship.
- If you are an enquirer, your information will be retained for as long as is necessary to respond to enquiries or for as long as you wish to continue receiving information from us.
- If you are a website user, we will retain your information for six months from your last visit to our website.
- If you are a job applicant, we will keep your personal information for six months from the date of rejection for a job or, if you are accepted for a job, your personal information will be kept in accordance with our Privacy Policy for Staff.
We may keep your personal information longer to respond to any questions, complaints or claims made by you or on your behalf or if required to do so by law.
8. Your rights
You have the following rights, which you can exercise free of charge:
| Access | The right to be provided with a copy of your personal information. |
| Rectification | The right to require us to correct any mistakes in your personal information. |
| Erasure | The right to require us to delete your personal information in certain situations. |
| Restriction of processing | The right to require us to restrict processing of your personal information in certain circumstances, for example, if you contest the accuracy of the data. |
| Data portability | The right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party in certain situations. |
| To object | The right to object at any time to your personal information being processed for direct marketing. |
| Not to be subject to automated individual decision making | The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you. |
For further information on each of those rights, including the circumstances in which they apply, please see the guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
If you would like to exercise any of the rights explained above, please get in touch with us using the contact information below. You will need to clearly state which right you are exercising and what personal information you are referring to. Please note that we may require proof of identity and address.
9. How to complain
We hope we can resolve any question or concern you may have about our use of your information. To ask a question or raise a complaint, please contact us at the details given in section 11. Please also refer to our complaints policy (available on request).
The General Data Protection Regulation also gives you right to make a complaint to a supervisory authority. The supervisory authority in the UK is the Information Commissioner, who can be contacted at https://ico.org.uk/concerns or by telephoning: 0303 123 1113.
10. Changes to this privacy policy
We reserve the right to change this privacy policy from time to time. The most up to date version will always be available on our website, with the month it was written displayed at the top.
11. How to contact us
Our contact details for queries, complaints, or to exercise your rights are as follows:
Address: 57 Surley Row, Emmer Green, Reading, RG4 8LX
Telephone: (+44) 07595 303708
Email: hello@inkwellcommunications.org
terms of use policy
April 2020
This website is operated by Inkwell Communications and Design Studio (“we”, “us”, “our”).Please read these Terms of Use (“Terms”) carefully before using the website www.inkwellcomms.com and any pages thereof (“the website”).
Your access to and use of the website is conditional upon your acceptance of and compliance with these Terms. These Terms apply to all visitors who access or use the website, and by accessing or using the website, you agree to be bound by these Terms. If you disagree with any of the Terms, please do not visit or use the website. We reserve the right to update these Terms from time to time. The most up to date version will always be available on our website, with the month it was written displayed at the top.
1. Ownership of the website content
All the content, including but not limited to all graphics, text, images, photographs, videos, illustrations, and the design, selection and arrangement thereof, and materials, which includes, without limitation, graphics, documents, text, images, sound, video, audio, artwork, software, and HTML code (“Content”) contained in the website are the exclusive property of Inkwell Communications and Design Studio or its clients. By using the website you acknowledge that you do not acquire any ownership rights to the website or any of its contents.
All of our, our clients’, or third parties’ trademarks and logos displayed on the website are exclusive property of us, our respective clients, or third parties (e.g. the CIEP, social media). You are not permitted to use these trademarks or logos in any manner without prior written consent.
2. Use of the website
By using the website, you agree to abide by all applicable laws and regulations in the use of the website.
Access to the website and its contents is granted solely for your personal and non-commercial use and on the condition that you give appropriate acknowledgement where appropriate to us. Unless expressly permitted, you are not allowed to use, copy, modify, display, delete, distribute, download, store, reproduce, transmit, publish, sell, re-sell, adapt, or create derivative works of the website Content for any commercial purpose.
3. Indemnity
You agree and undertake to indemnify Inkwell Communications and Design Studio against any action, claim, demand, expense, loss, damage, costs, legal fees asserted against or incurred by us whatsoever arising from or as a result of your use of the website or any breach of these terms.
4. Limitation of liability
To the fullest extent permissible by law, we shall in no event be liable for any loss, damages, or expense or any indirect, special or consequential loss, damage, cost or expense of any kind whatever, arising from or in connection with:
- any access, use or inability to access and use the website and content therein;
- your actions or inactions based on the Content of the website;
- the use of any third party websites linked to this website; and/or
- the collection, use, disclosure and/or processing of your personal data in accordance with these Terms, our Privacy Policy and/or our Cookie Policy.
5. Disclaimers
The website and its Content is provided on an “as is” and “as available” basis. We make no guarantee:
- that the website will be error-free, free of viruses or other harmful components;
- the accuracy, timeliness or completeness of the Content contained in the website;
- that the website will meet your requirements;
- that the website will be compatible with your computer, electronic device, and related equipment and software;
- that the website or use thereof is lawful from the location you access the site.
We do not accept liability for any failure to maintain the website.
We may from time to time, without prior notice or reason, upgrade, modify, alter, suspend, or terminate, whether in whole or in part, the website and/or any content, materials, or functionality provided therein.
All provisions of the Terms shall survive termination, including but not limited to those relating to ownership, disclaimers, indemnity, and limitations of liability.
6. General
You agree that there is no employment, partnership, agency, joint employer or joint venture relationship between you and Inkwell Communications and Design Studio or its clients arising out of or resulting from your use of the website.
Each of these Terms is severable and distinct from one another and if at any time, any one or more of these Terms becomes invalid, illegal or unenforceable, the validity, legality or enforceability of the remaining provisions will not be affected or impaired and will remain in force.
Unless the context otherwise requires, words importing the singular shall also include the plural and vice versa. Words denoting any gender include all genders. Where the gender is not relevant, the “singular they” is used.
These Terms constitute the entire agreement between you and us concerning your use of the website.
7. Governing law and jurisdiction
The Terms are governed by the laws of England and you agree to submit to the non-exclusive jurisdiction of the courts of England.
8. How to contact us
If you have any concerns or queries about these Terms or any matter connected with the website or its Content, please contact us using the following details:
Address: 57 Surley Row, Emmer Green, Reading, RG4 8LX
Telephone: (+44) 07595 303708
Email: hello@inkwellcomms.com
Careers
We’re a growing business and would love to hear from you if you think you can add value and spark to our team.
We pay competitive salaries and a range of benefits, including pension contributions, health insurance, generous training budgets, community volunteering days, enhanced parental leave, 26 days’ annual leave, flexible working, duvet days, and more.
If you’re interested in joining the team, please send your CV and cover letter to hello@inkwellcommunications.org.
Specific roles
At the moment we are particularly interested in hearing from anyone with a strong background in communications strategy. A full job description will be posted in due course, but early birds are welcome to get in touch for a chat about the role now.
Inkwell Communications and Design Studio Ltd. is an equal opportunities employer.
Company name & registration number
Inkwell Communications and Design Studio Ltd. is a company registered in England and Wales, registration number 13338630.