Privacy Notice
Introduction
The purpose of this notice is to provide full transparency on how and why we collect information about our customers, how we store, process and dispose of that information and how you can control what information you receive from us. If you have any questions about data security or this privacy notice, please contact us
From time to time we may be required to update this privacy notice and when we do we will notify you of any changes.
Reasons for capturing customer data
Under General Data Protection Regulation, there are several valid reasons for collecting and processing data on our customers:
Consent
This is obtained when you agree to receive information from us, for example ticking a box to receive our email newsletters. We will always make it clear what we will use your information for and how it will be stored and processed.
To fulfil a contract
When you order something from us we have a contractual obligation to fulfil the order and send your items out to you. We therefore need to obtain information such as your address, which we store and also pass onto our couriers.
Legitimate Business Interest
In order to pursue legitimate business interests, such as informing you of new product launches that we think will be of interest, we will use your data to contact you with relevant information, based on previous purchases and areas of interest selected by you when opting to join our mailing list.
Legal obligations
In certain circumstances we may need to obtain and process your information, for example in the event of fraudulent or criminal activity.
Times when we collect your data
There are several times at which data you supply to us is collected and processed:
When an account is created on our website.
When voucher codes are redeemed in store or online.
When choosing to join our mailing list.
When placing orders online, in store or over the phone.
When visiting our galleries where CCTV is installed for the safety and security of customers and employees.
When engaging with us on social media, for example liking our posts or entering competitions.
When entering competitions with third parties which require us to send the winner a prize.
When contacting us with queries, feedback etc, over the phone, on email or in person.
Types of Data we collect
For online accounts: name, address, telephone number, email address, order history and receipts. We also monitor IP addresses to gauge suspicious and potentially illegal activity.
For mailing lists: preferences you have supplied to us regarding what information you would like to receive and how you would like to receive it.
On CCTV: images of customers and their vehicles.
On Social media: user names and demographics, to help us better understand our reach and following.
For in store purchases: card payment details.
For deliveries: customer names, addresses and contact details.
How and when Data is used
There are several ways in which we will use the data we collect.
To fulfil orders and send them to customers or to send competition prizes to winners.
To be able to answer any payment queries that may be made in the future, for example when a card transaction was made.
To keep you informed of new launches, events and information on areas of interest.
To answer queries and process refunds.
To protect your security and our business from illegal activity and fraud, for example online account information is saved so that we can verify who accesses a customer’s account.
CCTV is used to protect our customers, visitors to our premises, our employees and our property. CCTV images may be supplied to outside parties, such as the police or our insurers, in the event of criminal behaviour.
To provide customers with marketing information on products and activities related to our business, subject to obtaining your permission and only to provide information on relevant products we believe will be of genuine interest to our customers.
Protecting Data
We treat all data with the utmost respect and security.
Our website is securely hosted with password protection for all areas, including personal information and payment details.
Any data on paper is kept locked away in our Head Office, with access restricted to a few key members of the team. Files are shredded as soon as they are no longer required.
CCTV images are saved by exception only and are securely stored with restricted access.
Portable devices are encrypted in addition to the double authentication installed on all computers on our premises.
Retention
The duration of time we retain data can vary depending on the nature of the data and its use, as well as legal and business requirements. Any data pertaining to sales is legally obliged to remain on file for six years.
Sharing Data
We will sometimes need to share data with third parties, such as the couriers we use to deliver customer orders, IT companies who support our website and services, and the direct marketing companies who supply our mailing list communications.
Any third parties we supply data to are obliged to use it solely for the purpose it has been supplied for, to process it securely and to dispose of it once no longer required.
Rights of the Individual
Individuals have the right to see, amend, control and withdraw any data held relating to them, unless we feel there is a legitimate business interest or legal reason not to.
Individuals may request the following:
To see what data is held on them
To amend the data and correct any inaccuracies
To withdraw consent to data being held and to being contacted with some or all of our marketing information.
Disposing of Data
We securely dispose of paper data by cross shredding paper work once it is no longer required.
Disposal of electronic data follows the same security processes we have in place for protecting the data.
Contacting Us
If you have any questions or concerns about the collection, storage, use and disposal of your data, you are invited to contact the Data Protection Champion at our Head Office, by email, phone or visiting our Brompton-on-Swale gallery.
