THE PURPOSE OF THIS POLICY
Room 89 LLP is committed to protecting your personal information and being transparent about what information we hold about you. We respect your privacy and strive to be honest, transparent and diligent in our handling of personal data.
Using personal information allows us to develop a better understanding of you – our customers and subscribers – and to provide you with relevant and timely information about our products and activities.
The purpose of this policy is to give you a clear explanation about how we gather and use the information we collect from you.
We use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:
What information we may collect about you
How we may use that information
In what situations we may disclose your details to third parties
How we keep your personal information secure, how we maintain it for and your rights to be able to access it.
If you have any queries about this policy, please email firstname.lastname@example.org or write to us at: Room 89 LLP, 169 High St, Hadley, Barnet EN5 5TD
We collect various types of information and in a number of ways:
Information you give us
When you open an account or shop on our website, sign up to our newsletters via our website or provided your details when you visited our store, we’ll store the personal information you give us such as your name, email address, postal address and telephone number. We’ll also keep a record of your purchases and any changes you might make to your orders. We never store card details; you’ll need to provide them again each time you make a new purchase.
INFORMATION ABOUT YOUR INTERACTIONS WITH US
When you visit our website, we collect information about how you interact with our content. This helps us determine which pieces of content or areas of the website are most popular with our users, so that we can consistently improve the usability and relevancy of the site. See more about ‘Cookies’ below. When we send you a mailing by email or by post, we store a record of this and, in the case of emails, keep a record of which ones you have opened and which links you have clicked on. This helps us to improve the way in which we communicate with you.
SENSITIVE PERSONAL DATA
Data Protection law recognises that certain categories of personal information – such as health information, race, religious beliefs and political opinions – are more sensitive than others. We don’t ever ask for any such information.
There are three bases under which we may process your data:
When you make a purchase from our website, you are entering into a contract with us. In order to perform this contract, we need to process and store your data. For example, we will need to send you an order confirmation email, update you when your order is dispatched, let you know if we need to cancel your purchase, or inform you that we’ve received your request for a refund/exchange.
LEGITIMATE BUSINESS INTERESTS
In certain situations, we collect and process your personal data for purposes that are in our legitimate organisational interest. We only do this if there is no overriding prejudice to you by using your personal information in this way.
WITH YOUR EXPLICIT CONSENT
For any situations where the two bases above are not appropriate, we will instead ask for your explicit consent before using your personal information in that specific situation.
If you have given your express consent to receiving our marketing emails, we will aim to communicate with you about our products and activities in ways that you will find relevant, timely and respectful.
You will receive the opportunity to opt out of such communications in every email that we send to you, subsequent to you opting in. Alternatively, you can use the contact details at the end of this policy if you’d like us to stop writing to you.
OTHER PROCESSING ACTIVITIES
In addition to marketing communications, we also process personal information in the following ways that are within our legitimate organisational interests:
We may analyse data we hold about you to ensure that the content and timing of communications that we send to you are as relevant to you as possible.
We may analyse data we hold about you in order to identify and prevent fraud.
In order to improve our website, we may analyse information about how our site visitors use it and the content that they interact with. Such information is anonymous and amalgamated; we cannot view the behaviour of individual or identifiable users. See more on ‘Cookies’ below.
In all of the above cases, we will always keep your rights and interests at the forefront to ensure they are not overridden by your own interests or fundamental rights and freedoms. You have the right to object to any of this processing at any time. If you wish to do this, please use the contact details at the end of this policy.
We work with a small number of third-party service providers (including Wix, Google, Instagram, Facebook and MailChimp) to improve your customer experience. Doing so requires us to process and store some of your data.
From time to time, we may employ the services of other parties for dealing with certain processes necessary for the operation of our website. The providers of such services do not have access to the personal data provided by users of this website.
We will never share your personal information with third-party marketers.
CHANGES OF BUSINESS OWNERSHIP AND CONTROL
Cookies are small text files that are automatically placed on your device by some websites that you visit. They are widely used to allow a website to function (for example to keep track of your shopping basket) as well as to provide website operators with information on how the site is being used. As a rule, cookies will make your browsing experience better.
Before our website places cookies on your computer, you will be presented with a message bar requesting your consent to set those cookies. By giving your consent to the placing of Cookies, you are enabling us to provide a better experience and service to you. You may, if you wish, deny consent to the placing of cookies; however certain features of the website may not function fully or as intended.
It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.
IF YOU DO CONSENT, OUR WEBSITE MAY PLACE THE FOLLOWING COOKIES:
STRICTLY NECESSARY COOKIES
These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of ebilling services.
They 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 to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily
These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region)
These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.
YOUR DEBIT AND CREDIT CARD INFORMATION
If you use your debit or credit card to make a purchase from us, we will ensure this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS).
We don’t ever store card details; you’ll need to provide them again each time you make a new purchase.
MAINTAINING YOUR PERSONAL INFORMATION
One of the reasons we store your personal information is so that we are able to link your purchases and interactions with us back to a single unique record that we hold for you on our system. Your data will not be kept by us indefinitely; instead, we will keep it for seven years after your last interaction with us. We define an ‘interaction’ as a purchase from our shop or website, or the opening of one of our marketing emails. The chosen period of seven years is based on Epsilon research into the lifecycle of repeat customers within our industry; as a result of the research, we believe it to be in your nterests for us to maintain your personal data for this length of time. Your interactions with us will be reviewed at the end of January every year; and if you have not interacted with us in the seven calendar years prior, your personal information will be removed from our records.
If there are aspects of your personal record that are inaccurate or that you would like to remove, you can usually do this by logging into your account through our website or by clicking the relevant link at the bottom of any marketing email that you receive from us. Should you like some help, please use the contact details at the end of this policy.
Any objections you make to any processing of your data will be stored against your record on our system, in order that we can comply with your requests.
SECURITY OF YOUR PERSONAL INFORMATION
Data security is of great importance to us. To protect your data, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure all data that we collect.
If password access is required for certain parts of our website, you are responsible for keeping this password confidential.
We endeavour to do our best to protect your personal data. However, transmission of information over the internet is not entirely secure and is done at your own risk, and we cannot ensure the security of your data transmitted to our website.
YOUR RIGHTS TO YOUR PERSONAL INFORMATION
You have a right to request a copy of the personal information that we hold about you, and to have any inaccuracies in this data corrected. We are also happy to take requests to be permanently removed from our system.
Please use the contact details at the end of this policy if you should like to exercise either right.
Unless otherwise agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.
This policy will be governed by and interpreted according to the law of England and Wales. All disputes arising under the Agreement will be subject to the exclusive jurisdiction of the English and Welsh courts.
CONTACT DETAILS AND FURTHER INFORMATION
You can write to us: Room 89 LLP, 169 High St, Hadley, Barnet EN5 5TD
Or email us: email@example.com
Updated 3rd May 2023