William Northam is committed to
protecting your privacy. We use the information we collect about you to
process orders and to provide a personalised service to you when you visit our website.
At William Northam, we appreciate that
you do not want the personal information you provide to us distributed
indiscriminately and here, we explain how we collect information, what we do
with it and what controls you have.
is operated by or on behalf of Wm. Northam &
Company Limited, trading as William Northam.
This policy sets out:
1. What information we collect and how it is used
3. Our promotional updates and communications
4. When we share information with outside parties
5. Where information is stored and how long it is stored for
6. Payment processing
7. How we protect personal information
8. Your rights regarding your personal information
9. Changes to this policy
Please read the following carefully to understand our views and
practices regarding your personal information and how we will treat it. By engaging
with our website you acknowledge you have read and understood this privacy
For the purposes of European data protection law, ("Data
Protection Law"), the data controller is:
Wm. Northam & Company Limited
[119 High Street, Oxford. OX1 4BX]
When you order we
need to know:
your name, e-mail address, Student ID number, delivery
address, debit/credit card number and expiry date;
your telephone number to enable us to contact
you if there is a problem with your order; and
your ceremony or degree details.
need this information for our contract with you so that we can process and
fulfil your order, notify you of your order status and assist you if there is a
problem with your order. We also use this information to administer your
account with us and verify and carry out financial transactions in relation to
payments you make under our contract with you.
When you submit an order on the website, we may
also ask you questions about what kind of products and services you would like
to be able to buy. If you answer those questions, we may keep a record of
your answers for the purposes of our legitimate interests to help us to improve
our products and services generally.
We may also use your email and address details
to notify you (by email or post) about:
important functionality changes to the website, and
about new William Northam’s products, services and special offers we think you
would appreciate, where you have given your consent to receiving this
information from us where required by law or otherwise in our legitimate
interests, provided these interests do not override your right to object to
such communications. If you change your mind and would rather not receive this
information please send an email at any time to email@example.com
products, services and special offers
offered by our business partners (including banks, hotels, recruitment services
providers, and hospitality sector businesses) that we think you would
appreciate, where you have given your consent to receiving such marketing
material from us at the point we collected your information, If you change your
mind and would rather not receive this information please send an email to firstname.lastname@example.org
See also 'Our promotional
updates and communications' for further information'.
We will automatically collect information from
you each time you visit our website. This includes: technical information, information
about your visit and location data. We use this to ensure in our
legitimate interests that content from our website is presented in the most
effective manner for you and for your computer or device, and we provide you
with the information, products and services that you request from us.
other personal information that you give us through the website is used only
for the purposes of complying with contracts that you enter into via the website.
As part of the provision of our services to you
and the institutions we work with, we may take group photographs at ceremonies
which if you choose to participate, we may in our legitimate interests
(provided these interests do not override your right to object to such uses):
display and made generally available for sale on
the William Northam website (and any successor to that website);
display and made generally available for sale in
other William Northam’s publications; and
use for promotional purposes.
We may likewise, at some ceremonies, take non-posed
photographs of you receiving your degree award. These photographs will be
available for view and order at http://www.everybodysmile.biz/northamsphotography/award/ You will need a password to access the website
and this will be provided to you by email as soon as the images are loaded onto
the web, usually within 5 days of the ceremony. The password will be specific
to your ceremony. If you wish us to remove your photograph please contact us at
and we will remove the photograph immediately. The photos will otherwise be
displayed on the website for 6 months after the ceremony.
tiny text files stored on your computer or device when you visit certain web
pages. The types of cookies we use are the kind that we use in our legitimate
interest keep track of what you have added into your shopping basket and also cookies
used with your consent both for analytical purposes to help us understand our
website better and that give you an improved online experience and for advertising/marketing.
Below is a list of cookies featured on our
website with their names and their meaning.
Strictly Necessary Cookies
These cookies allow us to make sure you
get the best possible experience on our website. They are required for the operation
of our website and under our terms with you. They include, for example, cookies
that enable you to log into secure areas of our website, use a shopping cart or
make use of e-billing services.
A cookie generated by our ASP .NET
development platform to allow the Site to display properly.
These allow us to recognise and count the
number of visitors and to see how visitors move around our website when they
are using it. This helps us for our legitimate interests of improving the way
our website works, for example, by ensuring that users are finding what they
are looking for easily.
Portions of this
website use Google Analytics, a web analytics service provided by Google, Inc.
("Google"). Google Analytics uses "cookies", which are text
files placed on your computer, to help the website analyse how users use the website.
The information generated by the cookie about your use of the website
(including your IP address) will be transmitted to and stored by Google on
servers in the United States.
Google will use
this information for the purpose of evaluating your use of the website, compiling
reports on website activity for website operators and providing other services
relating to website activity and internet usage. Google may also transfer this
information to third parties where required to do so by law, or where such
third parties process the information on Google's behalf. Google will not
associate your IP address with any other data held by Google.
To opt out of being tracked by Google
Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.
How to remove cookies
Most web browsers allow some control of
most cookies through the browser settings. To find out more information about
cookies, including how to see what cookies have been set and how to manage and
delete them, visit www.allaboutcookies.org. Please note that
deleting cookies will limit your web experience on our website.
Our promotional updates and communications
Where permitted in our legitimate interest or with your prior
consent where required by law, we will use your personal information for
marketing analysis and to provide you with promotional update communications by
email or post about our products/services or those of business partners
identified to you.
You can object to further marketing at any time by checking and
updating your contact details within your account, or selecting the
"unsubscribe" link at the end of all our marketing and promotional
update communications to you, or by sending us an email to email@example.com
We may disclose your personal information
in the following circumstances to:
Organisations who process your personal
information on our behalf and in accordance with our instructions and the Data
Protection Law. This includes supporting the services we offer through the website
in particular those providing website and data hosting services, distributing
any communications we send, supporting or updating marketing lists, and
providing IT support services from time to time. These organisations (which may
include third party suppliers, agents, sub-contractors will only use your
information subject to contractual safeguards and only to the extent necessary
to perform their support functions.
Your educational institution (which may be selected
by you on our website) with whom we have entered into agreements in relation to
the processing of your personal information.
Payment processing providers who provide secure
payment processing services. (note your payment card details are not shared
with us by the provider).
Our business partners (including banks, hotels,
recruitment services providers, and hospitality sector businesses) where you
have given your consent to receiving marketing material about their products,
services and special offers from them at the point we collected your
information, If you change your mind and would rather not receive this
information please send an email to firstname.lastname@example.org
We may also disclose your personal
information to third parties:
In the event that we sell or buy any business or
assets, in which case we will disclose your personal information to the
prospective seller or buyer of such business or assets subject to the terms of
If William Northam or substantially all of its
assets are acquired by a third party, in which case personal information held
by it about its customers will be one of the transferred assets.
If we are under a duty to disclose or share your
personal information in order to comply with any legal obligation, or in order
to enforce or apply our terms of supply terms and other agreements with you; or
to protect the rights, property, or safety of William Northams, our customers,
or others. This includes exchanging information with other companies and
organisations for the purposes of fraud protection and credit risk reduction
and to prevent cybercrime.
Information which you submit via this
website is sent to a computer located in the United Kingdom. This is
necessary in order to process the information and to send you the information
you have requested.
Information submitted by you may be
transferred by us to, and stored at, a destination outside the European
Economic Area ("EEA") that may not be subject to equivalent
Data Protection Law.
Where your information is transferred
outside the EEA, we will take all steps necessary to ensure that your data is
subject to appropriate safeguards, such as relying on a
recognised legal adequacy mechanism, and that it is
We retain personal data for as long as you
have an account with us or in order to meet our contractual obligations to you
or to your academic institution and for six years after that to identify any
issues and resolve any legal proceedings.
We may also retain
aggregate information beyond this time for research purposes and to help us
develop and improve our services. You cannot be identified from aggregate
information retained or used for these purposes.
including graduation ceremony photographs and information, may be considered
for longer term retention by our archivists as part of the William Northam’s
historical archive. Records may be kept in part to fulfil our contractual
agreements with you and with your institution. Any such records are stored
securely and not used to inform decisions about or otherwise affect
outside of EEA
We may transfer your personal information
outside the EEA:
In order to enable us to provide goods or
services to you and fulfil our contract with you. This includes order
fulfilment, processing of payment details, and the provision of support
Where it is in our legitimate interests and we
have concluded these are not overridden by your rights .
We may transfer your personal information
to the following countries outside the EEA:
Google is certified under the EU-US Privacy Shield. The EU-US Privacy Shield requires Google Analytics and other certified US service providers
to provide a similar level of protection of your personal data as would be
required in the EU.
Mastercard's Mastercard Binding Corporate Rules
as approved by the EEA data protection authorities and available at https://www.Mastercard.us/content/dam/mccom/en-us/documents/Mastercard-bcrs-february-2017.pdf require Mastercard to provide a similar level of protection of your
personal data as would be required in the EU.
Payment details you
provide will be encrypted using secure sockets layer (SSL) technology before
they are submitted to us over the internet. Payments made on the website are
made through our payment gateway provider, MasterCard. You will be providing
credit or debit card information directly to MasterCard which operates a secure
server to process payment details, encrypting your credit/debit card
information and authorising payment. Information which you supply to MasterCard
terms and conditions.
To prevent unauthorised access as
required by Data Protection Law, we follow strict security procedures in the
storage and disclosure of information which you have given us. Our security
procedures mean that we may request proof of identity before we are able to
disclose personal data to you following a request from you to do so. We use a
secure server by which you may place your order or access your account
Where we have given you (or where you
have chosen) a password which enables you to access certain parts of our
website, you are responsible for keeping this password confidential. We ask you
not to share a password with anyone.
Unfortunately, the transmission of
information via the internet is not completely secure. Although we will do our
best to protect your personal data, we cannot guarantee the security of your
data transmitted to our website; any transmission is at your own risk. Once we
have received your information, we will use strict procedures and security
features to try to prevent unauthorised access.
This website may, from time to time,
contain links to other sites. We are not responsible for the privacy
policies or the content of such sites.
You have the
right under certain circumstances:
to be provided with a copy of your personal data
held by us;
to request the rectification or erasure of your
personal data held by us;
to request that we restrict the processing of
your personal data (while we verify or investigate your concerns with this
information, for example);
to object to the further processing of your
personal data, including the right to object to marketing (as mentioned in 'Our
promotional updates and communications';
to request that your provided personal data be
moved to a third party.
right to withdraw consent:
Where the processing of your personal
information by us is based on consent, you have the right to withdraw that
consent without detriment at any time You can also change your marketing
preferences at any time as described in 'Our promotional updates and
You can also exercise the rights listed above at any time by sending an email to email@example.com
or by contacting us using details below.
request or concern is not satisfactorily resolved by us, you may approach your
local data protection authority, (see http://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.html ). The Information
Commissioner ("ICO") is the supervisory
authority in the UK.
in future will be posted on this page and, in relation to substantive changes, may
be notified to you by e-mail. This policy was last updated on 24 May 2018.
Wm Northam &
119 High Street, Oxford. OX1 4BX