We are CitizenCard Limited. We issue the Post Office PASS Cards.
1. Our Collection of your Personal Data
If you act as our customer, the information we collect may include your title, full name (given names and surname), date of birth, signature, photo, a copy of document(s) confirming your identity, gender, address, email address, phone number, mobile number, login credentials, transaction information, IP address, product and service selections. We collect personal data from you at several different points, including but not limited to the following:
If you act as a referee to support an application for a Post Office PASS Card, the information we collect may include your title, full name (given names and surname), your signature, job title, professional registration number (if any), name of original document(s) you have seen to confirm applicant’s identity (if any), applicant’s given names, surname and date of birth according to the documents you have seen or records you hold, information confirming whether you know the applicant, how you know them and how long have you known them, any concern you might have regarding the application, business address, email address, phone number, mobile number and IP address. We collect personal data from you at several different points, including but not limited to the following:
2. Our Use of your Personal Data
CitizenCard may use information that we collect about you to:
3. Our Disclosure of your Personal Data to Third Parties
Post Office PASS Card data is not used for any other purpose.
4. Our Security Measures to Protect your Personal data
We take all reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We store all the personal information you provide on our secure password and firewall protected servers in world-class UK data centres. Any personal details you provide via online forms on our website are encrypted with SSL technology to secure the communication between your browser and our servers.
We use Braintree and PayPal to process transactions made at postoffice.citizencard.com so your debit or credit card details are always secure. We do not store credit card or debit card details of our customers. Information about PayPal security can be found at www.paypal.com/uk/webapps/mpp/paypal-safety-and-security and details about Braintree security can be found at www.braintreepayments.com/gb/features/data-security.
Cookies are small text data files that some websites place on your computer or other device when you visit them. They're used by many if not the majority of modern websites. Cookies are linked to the machine you use to visit our sites and not to you as an individual so they are not 'personal' in that sense. Unless you login or provide personal data through your use of our sites, no personal information is collected.
Cookies are commonly used by websites to remember some aspect of your current or previous visit. This could include things like the choices you've made or preferences you've chosen during your visit. Websites commonly do this in order to improve or tailor your current and future visits to that site or other related sites.
Cookies on postoffice.citizencard.com and pocardverify.citizencard.com are also necessary for the correct functioning of some aspects of our sites such as the application process for an identity card. We may use both "session" cookies and "persistent" cookies on our sites. Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.
The information stored in a cookie can only be read by the website that placed the cookie or other sites that it has agreed to share information with.
How to turn off cookies:
You can turn off cookies in your browser settings (usually Tools, Options or Privacy Settings). See allaboutcookies.org for more info or consult the 'Help' section of your browser. If you do turn off cookies, please be aware we may not be able to process your online application and other functions on our sites may not work for you.
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6. Legal Basis for Processing your Personal data
With respect to personal data collected from individuals resident in the United Kingdom, our legal basis for collecting and using the personal data will depend on the personal data concerned and the specific context in which we collect it. We will normally collect personal data from you only where:
7. Limiting Use, Disclosure, Retention
We identify the purposes for which the information is being collected before or at the time of collection. The collection of your personal data will be limited to that which is needed for the purposes identified by our company. Unless you consent or we are required by law, we will only use the personal data for the purposes for which it was collected. We will keep your personal data only as long as required to serve those purposes.
Paper records are retained for the following maximum periods after which time they are shredded:
Digital records are retained for:
8. Your Access to and Updating of your Personal data
Reasonable access to your personal data may be provided upon request made to us via email at [email protected]. If access cannot be provided within that time frame, we will provide the requesting party a date when the information will be provided. If for some reason access is denied, we will provide an explanation as to why access has been denied.
If you are a Post Office PASS Cardholder, you can update your information e.g. address or contact details and we encourage you to do so on via email to [email protected].
If you would like us to delete any personal data held about you, we will do so on request unless we need to hold the information as part of the provision of products and services to you. Data removal requests should be sent (include your name and card number) via email to [email protected].
9. Communications Preferences
We offer those who provide personal contact information a means to choose how we use the information provided (for instance to enable us to communicate via email, letter and/or SMS). You may manage your receipt of communications by clicking on the "unsubscribe" link located on the bottom of our emails.
Users of our services registered at postoffice.citizencard.com can manage their communication preferences in the ‘Update Communication Preferences’ section of their online account.
10. Additional Rights
You may have the right to exercise additional rights available to you under UK applicable laws, including:
Right of erasure. You may have a broader right to erasure of personal data that we hold about you. For example, if it is no longer necessary in relation to the purposes for which it was originally collected. Please note, however, that we may need to retain certain information for record keeping purposes or to comply with our legal obligations.
Right to object to processing. You may have the right to request that we stop processing your personal data and/or to stop sending you marketing communications.
Right to restrict processing. You may have the right to request that we restrict processing of your personal data in certain circumstances. For example, where you believe that the personal data we hold about you is inaccurate or unlawfully held.
Right to data portability: In certain circumstances, you may have the right to be provided with your personal data in a structured, machine readable and commonly used format and to request that we transfer the personal data to another data controller without hindrance.
If you would like to exercise any of the above rights, please contact our support team via email at [email protected]. We will consider your request in accordance with applicable laws. To protect your privacy and security, we may take steps to verify your identity before complying with the request. You also have the right to complain to a data protection authority about our collection and use of your personal data. For more information, please contact your local data protection authority.
12. Contacting Us
Updated 19 January 2023