Aztec Print

Policies

These documents are provided as relevant information relating to the way in which we manage our business and online transaction. Should any of these document not fully explain our practices then please contact us and we will be happy to provide further information. You can download a copy of any of our policy document by clicking on the policy then scroll to the bottom and click on the pdf icon. Once Adobe has opend the document you can save a copy to your desk top.

Terms & Conditions
Aztec Print (NE) Ltd Terms and Conditions

This page (together with the documents referred to on it) tells you the terms and conditions on which we supply any of the products (Products) listed on our website www.azteccolourprint.co.uk (our site) to you. Please read these terms and conditions carefully before ordering any Products from our site. You should understand that by ordering any of our Products, you agree to be bound by these terms and conditions. You should print a copy of these terms and conditions for future reference.

1. YOUR STATUS

By placing an order through our site, you warrant that:

1.1 You are legally capable of entering into binding contracts;
1.2 You are at least 18 years old;

2. HOW THE CONTRACT IS FORMED BETWEEN YOU AND US

2.1 Your order constitutes an offer to us to buy a Product (offer to treat). All orders are subject to acceptance by us, and we will confirm such acceptance to you by sending you an e-mail that confirms that your order has been accepted (the Order Confirmation). The contract between us (Contract) will only be formed when we send you the Order Confirmation.

2.2 The Contract will relate only to those Products we have confirmed in the Order Confirmation. We will not be obliged to supply any other Products which may have been part of your order until confirmed in a separate Order Confirmation.

3. USE OF OUR DESIGNS

Business stationery designs on our site are owned by us or licensed to us. Designs selected from our site may not be used by you except on the Products and incidentally on copies of the Products made for the purpose of keeping a record of communications made by you. You may not use the designs for creating materials similar or identical to the Products.

4. MATERIAL AND INFORMATION PROVIDED BY YOU

4.1 Whenever you make use of a feature that allows you to upload material to our site you must comply with the content standards set out on the page. You warrant that any such material does comply with those standards, and you indemnify us for any breach of that warranty.

4.2 We have the right to disclose your identity to any third party who is claiming that any material uploaded by you to our site constitutes a violation of their rights.

4.3 We have the right to remove any material uploaded by you or not to fulfil any order if, in our opinion, such material does not comply with the content standards set out on the page. You will receive a full refund of any sums already paid for an order we do not fulfil.

4.4 You agree only to provide someone else’s personal information if they have given you express consent to use it for the Products you have ordered.

4.5 Personal information is processed and stored in accordance with our Privacy Policy which can be found within this library.

4.6 We may establish policies and limits concerning our storage of material uploaded by you and the amount of any material that may be uploaded. We may delete your material stored by us which is inactive for an extended period of time without reference to you. We may change our policies and limits at any time, at our sole discretion, with or without notice to you. We may delete your material stored by us at any time.

4.7 We have the right to refuse to print orders which we consider to be: illegal, offensive, obscene, inappropriate, morally distasteful, defamatory etc.

5. CONSUMER RIGHTS

5.1 As the Products will have been made to your specifications or personalised by you, you will not have any right to cancel a Contract for the supply of any of the Products.

5.2 Your statutory rights are not affected by these terms and conditions.

6. AVAILABILITY AND DELIVERY

Your order will be fulfilled by the delivery date set out in the Order Confirmation or, if no delivery date is specified, then within 30 days of the date of the Order Confirmation, unless there are exceptional circumstances.

7. RISK AND TITLE

7.1 The Products will be at your risk from the time of delivery.

7.2 Ownership of the Products will only pass to you when we receive full payment of all sums due in respect of the Products, including delivery charges and associated costs.

8. PRICE AND PAYMENT

8.1 The price of any Products will be as quoted on our site from time to time, except in cases of obvious error.

8.2 These prices exclude VAT and delivery costs, which will be added to the total amount due as set out in the Basket section of the online ordering process.

8.3 Prices are liable to change at any time, but changes will not affect orders in respect of which we have already sent you a Order Confirmation.

8.4 Our site contains a large number of Products and it is always possible that, despite our best efforts, some of the Products listed on our site may be incorrectly priced. We will normally verify prices as part of our dispatch procedures so that, where a Product's correct price is less than our stated price, we will charge the lower amount when dispatching the Product to you. If a Product’s correct price is higher than the price stated on our site, we will normally, at our discretion, either contact you for instructions before dispatching the Product, or reject your order and notify you of such rejection.

8.5 We are under no obligation to provide the Product to you at the incorrect (lower) price, even after we have sent you a Order Confirmation, if the pricing error is obvious and unmistakeable and could have reasonably been recognised by you as an error.

8.6 Payment for all Products must be by credit or debit card. We accept payment with the cards identified on our site. We will charge your credit or debit card on acceptance of your order.

9. OUR REFUNDS POLICY

9.1 When you return a Product to us (for instance, because you have notified us in accordance with paragraph 19.2 that you do not agree to any change in these terms and conditions or in any of our policies, or because you claim that the Product is defective), we will examine the returned Product and will notify you of your refund via e-mail within a reasonable period of time. We will usually refund any money received from you using the same method originally used by you to pay for your purchase. We will usually process the refund due to you as soon as possible and, in any case, within 30 days of the day we received your cancellation or the day we confirmed to you via e-mail that you were entitled to a refund for delivery of the defective Product.

9.2 Products returned by you because of a defect will be refunded in full, including a refund of the delivery charges for sending the item to you and the reasonable cost incurred by you in returning the item to us.

10. OUR LIABILITY

10.1 Our liability in connection with any product purchased through our site is strictly limited to the purchase price of that product ( including delivery costs) and the reasonable cost of returning the product to us.

10.2 We do not exclude or limit in any way our:

10.2.1 For death or personal injury caused by our negligence;

10.2.2 Under section 2(3) of the consumer protection act 1987;

10.2.3 For fraud or fraudulent misrepresentation; or

10.2.4 For any matter for which it would be illegal for us to exclude,  
          or attempt to exclude, our liability.

10.3 Whether caused by our negligence, breach of contract or breach of duty, we exclude all liability for:

10.3.1 Any direct loss of income or revenue, loss of business, loss of profits or contracts, loss of anticipated savings, loss of data, waste of management or office time; or  

10.3.2 Any indirect or consequential loss or damage of any kind however arising, even if foreseeable.

11.  WRITTEN COMMUNICATIONS

Applicable laws require that some of the information or communications we send to you should be in writing. When using our site, you accept that communication with us will be mainly electronic. We will contact you by e-mail or provide you with information by posting notices on our website. For contractual purposes, you agree to this electronic means of communication and you acknowledge that all contracts, notices, information and other communications that we provide to you electronically comply with any legal requirement that such communications be in writing.

12. NOTICES

All notices given by you to us must be given to Aztec Print (NE) Ltd or by post to the address at paragraph 1. above. We may give notice to you at either the e-mail or postal address you provide to us when placing an order, or in any of the ways specified in paragraph 14. Notice will be deemed received and properly served immediately when posted on our website, 24 hours after an e-mail is sent, or three days after the date of posting of any letter. In proving the service of any notice, it will be sufficient to prove, in the case of a letter, that such letter was properly addressed, stamped and placed in the post and, in the case of an e-mail, that such e-mail was sent to the specified e-mail address of the addressee.

13. TRANSFER OF RIGHTS AND OBLIGATIONS

13.1 The contract between you and us is binding on you and us and on our respective successors and assigns.

13.2 You may not transfer, assign, charge or otherwise dispose of a Contract, or any of your rights or obligations arising under it, without our prior written consent.

13.3 We may transfer, assign, charge, sub-contract or otherwise dispose of a Contract, or any of our rights or obligations arising under it, at any time during the term of the Contract.

14. EVENTS OUTSIDE OUR CONTROL

14.1 We will not be liable or responsible for any failure to perform, or delay in performance of, any of our obligations under a Contract that is caused by events outside our reasonable control (Force Majeure Event).

14.2 A Force Majeure Event includes any act, event, non-happening, omission or accident beyond our reasonable control and includes in particular (without limitation) the following:

14.2.1 Strikes, lock-outs or other industrial action.

14.2.2 Civil commotion, riot, invasion, terrorist attack or threat of terrorist attack, war (whether declared or not) or threat or preparation for war.

14.2.3 Fire, explosion, storm, flood, earthquake, subsidence, epidemic or other natural disaster.

14.2.4 Impossibility of the use of railways, shipping, aircraft, motor transport or other means of public or private transport.

14.2.5 Impossibility of the use of public or private telecommunications networks.

14.2.6 The acts, decrees, legislation, regulations or restrictions of any government.

14.2.7 Acts of God.

14.3 Our performance under any Contract is deemed to be suspended for the period that the Force Majeure Event continues, and we will have an extension of time for performance for the duration of that period. We will use our reasonable endeavours to bring the Force Majeure Event to a close or to find a solution by which our obligations under the Contract may be performed despite the Force Majeure Event.

15. WAIVER

15.1 If we fail, at any time during the term of a Contract, to insist upon strict performance of any of your obligations under the Contract or any of these terms and conditions, or if we fail to exercise any of the rights or remedies to which we are entitled under the Contract, this shall not constitute a waiver of such rights or remedies and shall not relieve you from compliance with such obligations.

15.2 A waiver by us of any default shall not constitute a waiver of any subsequent default.

15.3 No waiver by us of any of these terms and conditions shall be effective unless it is expressly stated to be a waiver and is communicated to you in writing in accordance with paragraph 12 (see above).

16. SEVERABILITY

If any of these terms and Conditions or any provisions of a Contract are determined by any competent authority to be invalid, unlawful or unenforceable to any extent, such term, condition or provision will to that extent be severed from the remaining terms, conditions and provisions which will continue to be valid to the fullest extent permitted by law.

17. ENTIRE AGREEMENT

17.1 These terms and conditions and any document expressly referred to in them represent the entire agreement between us in relation to the subject matter of any Contract and supersede any prior agreement, understanding or arrangement between us, whether oral or in writing.

17.2 We each acknowledge that, in entering into a Contract, neither of us has relied on any representation, undertaking or promise given by the other or be implied from anything said or written in negotiations between us prior to such Contract except as expressly stated in these terms and conditions.

17.3 Neither of us shall have any remedy in respect of any untrue statement made by the other, whether orally or in writing, prior to the date of any Contract (unless such untrue statement was made fraudulently) and the other party’s only remedy shall be for breach of contract as provided in these terms and conditions.

18. OUR RIGHT TO VARY THESE TERMS AND CONDITIONS

18.1 We have the right to revise and amend these terms and conditions from time to time.

18.2 You will be subject to the policies and terms and conditions in force at the time that you order products from us, unless any change to those policies or these terms and conditions is required to be made by law or governmental authority (in which case it will apply to orders previously placed by you), or if we notify you of the change to those policies or these terms and conditions before we send you the Order Confirmation (in which case we have the right to assume that you have accepted the change to the terms and conditions, unless you notify us to the contrary within seven working days of receipt by you of the Products).

19. LAW AND JURISDICTION

Contracts for the purchase of Products through our site will be governed by the laws of England and Wales. Any dispute arising from, or related to, such Contracts shall be subject to the non-exclusive jurisdiction of the courts of England and Wales

Signed
Michael Whitter, M.D.
Michael Whitter M.D.
Aztec Print (NE) Ltd

Download Our Terms and Conditions   pdficon.jpg
 


Privacy Policy
All information you provide to us is encrypted and stored on our servers. All payment transactions are processed by a 3rd party payment gateway on their secure server. 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.

 

Uses made of the information

We use information held about you in the following ways:

  • To ensure that content from our website is presented in the most effective manner for you and for your computer.
  • To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
  • To carry out our obligations arising from any contracts entered into between you and us.
  • To allow you to participate in interactive features of our service, when you choose to do so.
  • To notify you about changes to our service.

We may also use your data, to provide you with information about goods and services which may be of interest to you and we may contact you about these by post, email or telephone.

If you do not want us to use your data in this way, please tick the relevant box situated on the form.

Your Rights

You have the right to ask us not to process your personal data for marketing purposes. We will inform you if we intend to disclose your information to any third party for legal reasons. You can exercise the right at any time by contacting us. Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Our right to extend these policies

The right to use the terms within this policy (in relation to any information that you upload) and those contained within the Terms and Conditions extend to anyone who succeeds ownership of our business. They have the right to use such information for the purpose of carrying out the service they provide in conjunction with the service we provide.

Access to information

The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of 㱰0.00 to meet our costs in providing you with details of the information we hold about you.

Changes to our Privacy Policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.

COOKIE POLICY

A cookie is a piece of data stored on the user's hard drive containing information about the user. Usage of a cookie is in no way linked to any personally identifiable information while on our website. Once the user closes their browser, the cookie simply terminates. For instance, by setting a cookie on our website, the user would not have to log in a password more than once, thereby saving time while on our website. If a user rejects the cookie, they may still use our website. The only drawback to this is that the user will be limited in some areas of our website. Cookies can also enable us to track and target the interests of our users to enhance the experience on our website.

 

Signed
Michael Whitter, M.D.
Michael Whitter M.D.
Aztec Print (NE) Ltd

Download Our Privacy Policy  pdficon.jpg
 


Environmental Policy Statement

Aztec Print (NE) Ltd Environmental Policy Statement

Aztec is a printing company offering customers a complete bureau service, design studio, single to full colour printing facilities and full in-house finishing services.

We recognise that our operations result in emissions to air, water, and the generation of waste.  It is our aim to reduce the environmental impacts of our business and to operate in an environmentally responsible manner.  Our environmental policy applies to all of our operations including management, office services, printing, delivery and procurement.

To achieve our environmental aims Aztec Print has set environmental objectives to continually improve our performance
We aim to:

  • reduce solvent consumption and the emission of volatile organic compounds
  • reduce the generation of general and hazardous wastes
  • endeavour to reduce pollution at source wherever practicable ensure all staff work together in a positive manner to help our environmental performance
  • and inform all of our customers of our commitment to reducing our environmental impact and encourage their co-operation in selecting environmentally less harmful products

We are committed to complying with all relevant legislation as a minimum and will look for continual improvement within our environmental management system to improve our environmental performance.

Progress towards our environmental objectives will be monitored through our monthly management meetings.

This policy is fully supported by the Managing Director and the management team.

Signed
Michael Whitter, M.D.
Michael Whitter M.D.
Aztec Print (NE) Ltd

Download Our Enviriomental Policy  pdficon.jpg
 


Equal Opportunities Policy

Aztec Print (NE) Ltd Equal Opportunities Policy

Introduction
Aztec Print (NE) Ltd recognises that it is essential to provide equal opportunities to all persons without discrimination. This policy sets out the organisation's position on equal opportunity in all aspects of employment, including recruitment and promotion, and provides guidance and encouragement to employees at all levels to act fairly and prevent discrimination on the grounds of sex, race, marital status, disability as defined by the Disability Discrimination Act 1995, part-time and fixed term contract status, age, sexual orientation or religion.

Definition of Discrimination

  1. Discrimination can be direct or indirect. Both forms of discrimination must be avoided.
  2. Direct discrimination occurs when one person is treated less favourably than another on grounds relating to sex, race, marital status, age, disability, sexual orientation or religion.
  3. Indirect discrimination occurs where a requirement is imposed which can be complied with by a smaller proportion of persons of a particular sex, race, marital status, disability, age, part-time or fixed term contract status, sexual orientation or religion, than persons in another group and which is not objectively justifiable in the given situation.
    Examples include:
    • seeking job applications only from persons under 30 years of age and with five years' post-graduate experience;
    • demanding technical qualifications for a job which are not strictly necessary;
    • sending only full time employees on training courses.

Statement of Policy

  1. It is the policy of Aztec Print (NE) Ltd to ensure that no job applicant or employee receives less favourable treatment on the grounds of sex, race, marital status, disability, age, part-time or fixed term contract status, sexual orientation or religion, or is disadvantaged by conditions or requirements that cannot be shown to be justifiable. The organisation is committed not only to its legal obligations but also to the positive promotion of equality of opportunity in all aspects of employment.
  2. The organisation recognises that adhering to the Equal Opportunities Policy, combined with relevant employment policies and practices, maximises the effective use of individuals in both the organisation´s and employees´ best interests. Aztec Print (NE) Ltd recognises the great benefits in having a diverse workforce with different backgrounds, solely employed on ability.
  3. The application of recruitment, training, and promotion policies to all individuals will be on the basis of job requirements and the individual´s ability and merits.
  4. All employees of the organisation will be made aware of the provisions of this policy.

Recruitment and Promotion

  1. Advertisements for posts will give sufficiently clear and accurate information to enable potential applicants to assess their own suitability for the post. Information about vacant posts will be provided in such a manner that does not restrict its audience in terms of sex, race, marital status, disability, age, part-time or fixed term contract status, sexual orientation or religion.
  2. Recruitment literature will not imply a preference for one group of applicants unless there is a genuine occupational qualification which limits the post to this particular group, in which case this must be clearly stated.
  3. All vacancies will be circulated internally.
  4. All descriptions and specifications for posts will include only requirements that are necessary and justifiable for the effective performance of the job.
  5. All selection will be thorough, conducted against defined criteria and will deal only with the applicant´s suitability for the job. Where it is necessary to ask questions relating to personal circumstances, these will be related purely to job requirements and asked to all candidates.

Employment

  1. Aztec Print (NE) Ltd will not discriminate on the basis of sex, race, marital status, disability, age, part-time or fixed term contract status, sexual orientation or religion in the allocation of duties between employees employed at any level with comparable job descriptions.
  2. Aztec Print (NE) Ltd will put in place any reasonable measures and/or adjustments within the workplace for those employees who become disabled during employment or for disabled appointees.
  3. All employees will be considered solely on their merits for career development and promotion with equal opportunities for all.

Training

  1. Employees will be provided with appropriate training regardless of sex, race, marital status, disability, age, part-time or fixed term contract status, sexual orientation or religion.
  2. All employees will be encouraged to discuss their career prospects and training needs with their Line Manager.

Monitoring

  1. It is the responsibility of the Directors to ensure that all aspects of this policy are kept under review and are operated throughout the organisation.
  2. Where it appears that applicants/employees are not being offered equal opportunities, circumstances will be investigated to identify any policies or criteria which exclude or discourage certain employees and, if so, whether these are justifiable.

Grievances & Victimisation

  1. Aztec Print (NE) Ltd emphasises that discrimination is an unacceptable conduct which may lead to disciplinary action under the organisation´s Disciplinary Procedure.
  2. Any complaints of discrimination will be pursued through the organisation´s Grievance Procedure.

Signed
Michael Whitter, M.D.
Michael Whitter M.D.
Aztec Print (NE) Ltd

Download Our Equal Opportunities Policy  pdficon.jpg
 


Acceptable Use Policy

Aztec Print (NE) Ltd Acceptable Use Policy

This acceptable use policy sets out the terms between you and us under which you may access our website.

This document together with the documents referred to on it tells you the terms of use on which you may make use of our website whether as a guest or a registered user. Please read these terms of use carefully before you start to use the website. Your use of our website means that you accept, and agree to abide by, all the policies in this acceptable use policy. If you do not agree to these terms of use or to any of the terms and conditions on which we supply any of the products listed on our website, please refrain from using our website.

Prohibited Uses

You may use our website only for lawful purposes.You may not use our website:

  • In any way that breaches any applicable local, national or international law or regulation.
  • In any way that is unlawful or fraudulent, or has any unlawful or fraudulent purpose or effect.
  • For the purpose of harming or attempting to harm minors in any way.
  • To upload any material which does not comply with our content standards.
  • To knowingly transmit any data or upload any material that contains viruses, Trojan horses, worms, time-bombs, keystroke loggers, spyware, adware or any other harmful programs or similar computer code designed to adversely affect the operation of any computer software or hardware.

You also agree:

  • Not to reproduce, duplicate, copy or re-sell any part of our website.
  • Not to access without authority, interfere with, damage or disrupt: any part of our website; any equipment or network on which our website is stored; any software used in the provision of our website; or any equipment or network or software owned or used by anyനird party.

Content Standards

These content standards apply to any and all material which you upload onto our website (㕰loads䩮 You must comply with the spirit of the following standards. The standards apply to each part of any contribution as well as to its whole. Contributions must: Be accurate Comply with applicable law in the UK and in any country from which they are uploaded. Contributions must not:

  • Contain any material which is defamatory of any person.
  • Contain any material which is obscene, offensive, hateful or inflammatory.
  • Promote sexually explicit material.
  • Promote discrimination based on race, sex, religion, nationality, disability, sexual orientation or age.
  • Promote violence.
  • Infringe any copyright, database right or trade mark of any other person.
  • Be likely to deceive any person.
  • Be made in breach of any legal duty owed to a third party, such as a contractual duty or a duty of confidence.
  • Promote any illegal activity.
  • Be threatening, abuse or invade anotherⳠprivacy, or cause annoyance, inconvenience or needless anxiety.
  • Be likely to harass, upset, embarrass alarm or annoy any other person.
  • Be used to impersonate any person, or to misrepresent your identity or affiliation with any person. Give the impression that they emanate from us, if this is not the case. Advocate, promote or assist any unlawful act such as (by way of example only) copyright infringement or computer misuse.

Suspension and Termination

We will determine, in our discretion, whether there has been a breach of this acceptable use policy through your use of our website. When a breach of this policy has occurred, we may take such action as we deem appropriate. Failure to comply with this acceptable use policy constitutes a material breach of the terms and conditions which can be accessed via this library.It may result in our taking all or any of the following actions:

  • Immediate, temporary or permanent withdrawal of your right to use our website.
  • Immediate, temporary or permanent removal of any material uploaded by you to our website.
  • Issue of a warning to you.
  • Legal proceedings against you for reimbursement of all costs on an indemnity basis (including, but not limited to, reasonable administrative and legal costs) resulting from the breach.
  • Further legal action against you. Disclosure of such information to law enforcement authorities as we reasonably feel is necessary.

We exclude liability for actions taken in response to breaches of this acceptable use policy. The responses described in this policy are not limited, and we may take any other action we reasonably deem appropriate.

Changes to the Acceptable Use Policy

We may revise this acceptable use policy at any time by amending this page. You are expected to check this page from time to time to take notice of any changes we make, as they are legally binding on you. Some of the provisions contained in this acceptable use policy may also be superseded by provisions or notices published elsewhere on our website.

Signed
Michael Whitter, M.D.
Michael Whitter M.D.
Aztec Print (NE) Ltd

Download Our Acceptable Use Policy  pdficon.jpg
 


Information Sensitivity Policy

Information Sensitivity Policy

Purpose
The Information Sensitivity Policy is intended to help employees determine what information can be disclosed to non-employees, as well as the relative sensitivity of information that should not be disclosed outside of Aztec Colour Print without proper authorization.

The information covered in these guidelines includes, but is not limited to, information that is either stored or shared via any means. This includes: electronic information, information on paper, and information shared orally or visually (such as telephone and video conferencing).

All employees should familiarize themselves with the information labeling and handling guidelines that follow this introduction. It should be noted that the sensitivity level definitions were created as guidelines and to emphasize common sense steps that you can take to protect Aztec Colour Print, Confidential information (e.g., Aztec Colour Print Confidential information should not be left unattended in conference rooms).

Please Note: The impact of these guidelines on daily activity should be minimal.

Questions about the proper classification of a specific piece of information should be addressed to your manager. Questions about these guidelines should be addressed to Lee Redford.

Scope
All Aztec Colour Print information is categorized into two main classifications:
  • Aztec Colour Print Public
  • Aztec Colour Print 栃onfidential

Aztec Colour Print Public information is information that has been declared public knowledge by someone with the authority to do so, and can freely be given to anyone without any possible damage to Aztec Colour Print Systems..

Aztec Colour Print Confidential contains all other information. It is a continuum, in that it is understood that some information is more sensitive than other information, and should be protected in a more secure manner. Included is information that should be protected very closely, such as trade secrets, development programs, potential acquisition targets, and other information integral to the success of our company. Also included in Aztec Colour Print Confidential is information that is less critical, such as telephone directories, general corporate information, personnel information, etc., which does not require as stringent a degree of protection.

A subset of Aztec Colour Print Confidential information is "Aztec Colour Print Third Party Confidential" information. This is confidential information belonging or pertaining to another corporation which has been entrusted to Aztec Colour Print by that company under non-disclosure agreements and other contracts. Examples of this type of information include everything from joint development efforts to vendor lists, customer orders, and supplier information. Information in this category ranges from extremely sensitive to information about the fact that we've connected a supplier / vendor into Aztec Colour PrintⳠnetwork to support our operations.

Aztec Colour Print personnel are encouraged to use common sense judgment in securing Aztec Colour Print Confidential information to the proper extent. If an employee is uncertain of the sensitivity of a particular piece of information, he/she should contact their manager

Policy
The Sensitivity Guidelines below provides details on how to protect information at varying sensitivity levels. Use these guidelines as a reference only, as Aztec Colour Print Confidential information in each column may necessitate more or less stringent measures of protection depending upon the circumstances and the nature of the Aztec Colour Print Confidential information in question.

Minimal Sensitivity: General corporate information; some personnel and technical information

Marking guidelines for information in hardcopy or electronic form.

Note: any of these markings may be used with the additional annotation of "3rd Party Confidential".

Marking is at the discretion of the owner or custodian of the information. If marking is desired, the words "Aztec Colour Print Confidential" may be written or designated in a conspicuous place on or in the information in question. Other labels that may be used include "Aztec Colour Print Proprietary" or similar labels at the discretion of your individual business unit or department. Even if no marking is present, Aztec Colour Print information is presumed to be "Aztec Colour Print Confidential" unless expressly determined to be Aztec Colour Print Public information by an Aztec Colour Print employee with authority to do so.

Access: Aztec Colour Print employees, contractors, people with a business need to know.
Distribution within Aztec Colour Print: Standard interoffice mail approved electronic mail and electronic file transmission methods.
Distribution outside of Aztec Colour Print internal mail: Royal Mail and other public or private carriers approved electronic mail and electronic file transmission methods.
Electronic distribution: No restrictions except that it is sent to only approved recipients.
Storage: Keep from view of unauthorized people; erase whiteboards, do not leave in view on tabletop. Machines should be administered with security in mind. Protect from loss; electronic information should have individual access controls where possible and appropriate.
Disposal/Destruction: Deposit outdated paper information in specially marked disposal bins on Aztec Colour Print premises; electronic data should be expunged/cleared. Reliably erase or physically destroy media.
Penalty for deliberate or inadvertent disclosure: Up to and including termination, possible civil and/or criminal prosecution to the full extent of the law.

More Sensitive: Business, financial, technical, and most personnel information

Marking guidelines for information in hardcopy or electronic form.

Note: any of these markings may be used with the additional annotation of "3rd Party Confidential". As the sensitivity level of the information increases, you may, in addition or instead of marking the information "Aztec Colour Print Confidential" or "Aztec Colour Print Proprietary", wish to label the information "Aztec Colour Print Internal Use Only" or other similar labels at the discretion of your individual business unit or department to denote a more sensitive level of information. However, marking is discretionary at all times.

Access: Aztec Colour Print employees and non-employees with signed non-disclosure agreements who have a business need to know.
Distribution within Aztec Colour Print: Standard interoffice mail approved electronic mail and electronic file transmission methods.
Distribution outside of Aztec Colour Print internal mail: Sent via Royal Mail or approved private carriers.
Electronic distribution: No restrictions to approved recipients within Aztec Colour Print , but should be encrypted or sent via a private link to approved recipients outside of Aztec Colour Print premises.
Storage: Individual access controls are highly recommended for electronic information.
Disposal/Destruction: In specially marked disposal bins on Aztec Colour Print premises; electronic data should be expunged/cleared. Reliably erase or physically destroy media.
Penalty for deliberate or inadvertent disclosure: Up to and including termination, possible civil and/or criminal prosecution to the full extent of the law.

Most Sensitive: Trade secrets & marketing, operational, personnel, financial, source code, & technical information integral to the success of our company

Marking guidelines for information in hardcopy or electronic form.

Note: any of these markings may be used with the additional annotation of "3rd Party Confidential". To indicate that Aztec Colour Print Confidential information is very sensitive, you may should label the information "Aztec Colour Print Internal: Registered and Restricted", "Aztec Colour Print Eyes Only", "Aztec Colour Print Confidential" or similar labels at the discretion of your individual business unit or department. Once again, this type of Aztec Colour Print Confidential information need not be marked, but users should be aware that this information is very sensitive and be protected as such.

Access: Only those individuals (Aztec Colour Print employees and non-employees) designated with approved access and signed non-disclosure agreements.
Distribution within Aztec Colour Print: Delivered direct - signature required, envelopes stamped confidential, or approved electronic file transmission methods.
Distribution outside of Aztec Colour Print internal mail: Delivered direct; signature required; approved private carriers.
Electronic distribution: No restrictions to approved recipients within Aztec Colour Print, but it is highly recommended that all information be strongly encrypted.
Storage: Individual access controls are very highly recommended for electronic information. Physical security is generally used, and information should be stored in a physically secured computer.
Disposal/Destruction: Strongly Encouraged: In specially marked disposal bins on Aztec Colour Print premises; electronic data should be expunged/cleared. Reliably erase or physically destroy media.
Penalty for deliberate or inadvertent disclosure: Up to and including termination, possible civil and/or criminal prosecution to the full extent of the law.

Enforcement
Any employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

Definitions
Terms and Definitions

Appropriate measures
To minimize risk to Aztec Colour Print from an outside business connection. Aztec Colour Print computer use by competitors and unauthorized personnel must be restricted so that, in the event of an attempt to access Aztec Colour Print corporate information, the amount of information at risk is minimized.

Configuration of Aztec Colour Print -to-other business connections
Connections shall be set up to allow other businesses to see only what they need to see. This involves setting up both applications and network configurations to allow access to only what is necessary.

Delivered Direct; Signature Required
Do not leave in interoffice mail slot; call the mail room for special pick-up of mail.

Approved Electronic File Transmission Methods
Includes supported FTP clients and Web browsers.

Envelopes Stamped Confidential
You are not required to use a special envelope. Put your document(s) into an interoffice envelope, seal it, address it, and stamp it confidential.

Approved Electronic Mail
Includes all mail systems supported by the IT Support Team. These include, but are not necessarily limited to, [insert corporate supported mailers here坮 If you have a business need to use other mailers contact the appropriate support organization.

Approved Encrypted email and files
Techniques include the use of DES and PGP. DES encryption is available via many different public domain packages on all platforms. PGP use within Aztec Colour Print is done via a license. Please contact the appropriate support organization if you require a license.

Company Information System Resources
Company Information System Resources include, but are not limited to, all computers, their data and programs, as well as all paper information and any information at the Internal Use Only level and above.

Expunge
To reliably erase or expunge data on a PC or Mac you must use a separate program to overwrite data, supplied as a part of Norton Utilities. Otherwise, the PC or Mac's normal erasure routine keeps the data intact until overwritten. The same thing happens on UNIX machines, but data is much more difficult to retrieve on UNIX systems.

Individual Access Controls
Individual Access Controls are methods of electronically protecting files from being accessed by people other than those specifically designated by the owner. On UNIX machines, this is accomplished by careful use of the chmod command (use man chmod to find out more about it). On MacⳠand PC's, this includes using passwords on screensavers, such as Disklock.
Insecure Internet Links
Insecure Internet Links are all network links that originate from a locale or travel over lines that are not totally under the control of Aztec Colour Print.

Encryption
Secure Aztec Colour Print Sensitive information in accordance with the Acceptable Encryption Policy. International issues regarding encryption are complex. Follow corporate guidelines on export controls on cryptography, and consult your manager and/or corporate legal services for further guidance.

One Time Password Authentication
One Time Password Authentication on Internet connections is accomplished by using a one time password token to connect to Aztec Colour PrintⳠinternal network over the Internet. Contact your support organization for more information on how to set this up.

Physical Security
Physical security means either having actual possession of a computer at all times, or locking the computer in an unusable state to an object that is immovable. Methods of accomplishing this include having a special key to unlock the computer so it can be used, thereby ensuring that the computer cannot be simply rebooted to get around the protection. If it is a laptop or other portable computer, never leave it alone in a conference room, hotel room or on an airplane seat, etc. Make arrangements to lock the device in a hotel safe, or take it with you. In the office, always use a lockdown cable. When leaving the office for the day, secure the laptop and any other sensitive material in a locked drawer or cabinet.

Private Link
A Private Link is an electronic communications path that Aztec Colour Print has control over its entire distance. For example, all Aztec Colour Print networks are connected via a private link. A computer with modem connected via a standard land line (not cell phone) to another computer have established a private link. ISDN lines to employeeⳠhomes are a private link. Aztec Colour Print also has established private links to other companies, so that all email correspondence can be sent in a more secure manner. Companies which Aztec Colour Print has established private links include all announced acquisitions and some short-term temporary links

Revision History

Signed
Michael Whitter, M.D.
Michael Whitter M.D.
Aztec Print (NE) Ltd

Download Our Information Sensitivty  pdficon.jpg

Information and Data Protection Policy

Information and Data Protection Policy

The Data Protection Act 1998 requires every data controller who is processing personal data to notify unless they are exempt. Failure to notify is a criminal offence. Aztec Colour Print has set up a direct debit to renew our notification each year for the following purposes:

     Staff administration
     Advertising, marketing and public relations
     Accounts and records
     Administration of membership records
     Advertising, marketing and public relations for others
     Consultancy and advisory services
     Education
     Fundraising
     Information and databank administration
     Journalism and media
     Legal services
     Processing for not for profit organizations
     Realising the objectives of a charitable organization or voluntary body
     Research
     Trading/sharing in personal information

IF Aztec Colour Print needs to collect data for any purpose not stated above we should notify the Information Commissioner before collecting that data.
Eight Data Protection Principles.Whenever collecting information about people Aztec Colour Print agrees to apply the Eight Data Protection Principles:

  1. Personal data should be processed fairly and lawfully
  2. Personal data should be obtained only for the purpose specified
  3. Data should be adequate, relevant and not excessive for the purposes required
  4. Accurate and kept up-to-date
  5. Data should not be kept for longer than is necessary for purpose
  6. Data processed in accordance with the rights of data subjects under this act
  7. Security: appropriate technical and organizational measures should be taken unauthorized or unlawful processing of personal data and against accidental loss or destruction or damage to personal data.
  8. Personal data shall not be transferred outside the EEA unless that country or territory ensures an adequate level of data protection.

Notes for Aztec Colour Print:

Data controller (Aztec Colour Print) must provide their identify, people should be told exactly what the information is being collected for and any other information necessary. We must get their consent.
We should think in advance about what we wish to do with personal data 栩e 栩f we get names and addresses for a specific campaign we should only use that info for that campaign 样e should from now on add other purposes to forms 栥g. I wish to be kept up-to-date with Aztec Colour Print activities.
Individuals have a right to see what data is being kept on them, and for what purpose in 40 days
Same principals need to apply when data is taken out of the office.
If we buy in a mailing list we cannot use it for any other purpose than the original Data Controller specified 样e must check original use.

Working from home
Aztec Colour Print keeps note of which staff take work home with them
If working on something at home and at work try to keep both sets of information pretty much up to date
Home computers should have records removed once project/work records no longer needed at home
Staff agree to try to keep work taken home relatively secure, to return all work related material upon the completion /termination of their contract; and organization should be informed if information have got into wrong hands

  • Special funding tracking requirements and data protection
  • Try not to keep more than project/tracking requires
  • The more information kept the more secure it should be kept
  • If publishing volunteers⠤etails, tell them
  • Take extra care if records include sensitive data
  • Just keep personal data as long as necessary under funding rules
  • Donⴠkeep surplus information.

Security Statement

Aztec Colour Print has taken measures to guard against unauthorised or unlawful processing of personal data and against accidental loss, destruction or damage.

 

This includes:

  • Adopting an information security policy (this document is our policy)
  • Taking steps to control physical security (projects and staff records are all kept in a locked filing cabinet)
  • Putting in place controls on access to information (password protection on files and server access)Establishing a business continuity/disaster recovery plan (Aztec Colour Print takes regular back-ups of its computer data files and this is stored away from the office at a safe location)
  • Training all staff on security systems and procedures
  • Detecting and investigating breaches of security should they occur

Signed
Michael Whitter, M.D.
Michael Whitter M.D.
Aztec Print (NE) Ltd

Download Our Information Data Protectionpdficon.jpg