Privacy Policy

Privacy Policy

Last updated 10th January 2023

 

What is the purpose of this document?

Rubys Vinyl Decals (We/Us) are committed to complying with the General Data Protection Regulation and the Data Protection Act 2018. Looking after the personal information you share with us is very important, and we want you to be confident that your personal data is kept safely and securely and to understand how we use it to offer you a better and more personalised shopping experience.

 

We have published this notice to help you understand

 

  • how and why we collect information from you;

  • who we share your information with, why and on what basis; and

  • what your rights are.

 

If we make changes to this notice we will notify you by updating it on our website. we will be what is known as the ‘Data Controller’ of the personal data you provide to us, and we will refer to ourselves in this notice as “we” or “us”. By Data Controller, this means we determine the purposes and way in which any personal data are, or will be, processed.

 

Should you need to contact us please write to:

Annabel Dickerson via email at: rubysvinyldecals@outlook.com

or by post to: Data Processing, 5 Bevills Close, Doddington, March, Cambridge, PE15 0TT

 

When do we collect personal information

We collect your personal information in a number of instances, including when you:

  • Register your details for an account through our website

  • Complete a form asking to be contacted by us

  • Visit our Website

  • Engage with us on social media; 

  • Contact us by any means with questions about a service, product or treatment or to raise a complaint;

  • Ask one of our colleagues to email you information about a service or product

  • Enter prize draws or competitions;

  • Choose to complete any surveys we send you;

  • Comment on or review our products and services. Any individual may access personal information related to them, including opinions. So if your comment or review includes information about the colleague who provided that service, it may be passed on to them if requested;

  • Fill in any forms.

  • Have given a third party permission to share the personal information they hold about you with us;

  • Phone us, we sometimes record phone conversations for record or training purposes;

 

We also collect your personal information when our suppliers and partners share information with us about the service or product you have purchased.

 

What information we collect and why?

When you shop with us, we will ask you to provide some personal information such as;

  • full name

  • address (and previous addresses)

  • contact numbers, and

  • email address.

 

We collect this so that we are able to process your order, contact you with emails relating to your order and provide you with tailored offers.

 

In order to undertake website personalisation, we will also gather information about the devices you use to access our sites (desktop and mobile), and this may include IP address. For further information on our use of cookies and tracking please see our Cookie Notice.

 

How do we use your information?

Data Protection says that we are allowed to use and share your personal data only where we have a proper reason to do so. The law says we must have one or more of these reasons and these are:

  • Contract - your personal information is processed in order to fulfil a contractual arrangement e.g. for a order you have placed or to provide refunds.

  • Consent – where you agree to us using your information in this way e.g. for administering and emailing you about offers we may have, or new products.

  • Legitimate Interests - this means the interests of us in managing our business to allow us to provide you with the best products and service in the most secure and appropriate way e.g. to transfer your data to certain Third Party’s such as delivery partners.

  • Legal Obligation – where there is statutory or other legal requirement to share the information e.g. when we have to share your information for law enforcement purposes.

 

Here is a list of the ways that we may use your personal information, and which of the reasons described above we rely on to do so. Where we list legitimate interests as a reason, we also describe below what we believe these legitimate interests are.

 

What We Use Your Personal Information For

Our Reasons (Legal Basis)

Our Explanation Of Legitimate Interests

Process your orders

• Fulfilling a contract

N/A

Notify you of your order status.

• Legitimate interests

Process efficiency in dealing with such activity, and to make improvements to our services.

Manage your account/ provide customer services to you. This may include: transfers to Third Countries who undertake customer services/communications activities call recording data verification customer complaints/queries

• Legal obligation/ Legitimate interests (depending on nature of services)

Keeping our records up to date, handling our customer contact efficiently and effectively, working out which of our products and services may interest you and telling you about them.

To detect, investigate and report financial crime (e.g. Fraud)

• Legal Obligation / legitimate interests

Developing and improving how we deal with financial crime. Complying with any legal obligation placed on us by regulators. Complying with any regulations that apply to us. Process efficiency in dealing with such activity, and to make service and process improvements.

Undertake website personalisation and administration.

• Legitimate interests

Developing products, services, applications and designs that attract and retain customers. Improving customer interaction with our sites. Defining types of customers for new products or services

Marketing communications to inform you of special offers, promotions, new lines and Sales. Provide you with online advertising.

• Legitimate interests

Developing products, services, applications and designs that attract and retain customers. Improving customer interaction with our sites.

Notifying you about enhancements to our services, such as changes to the website and new services that may be of interest to you.

• Legitimate interests

Developing products, services, applications and designs that attract and retain customers. Improving customer interaction with our sites.

Contact you to undertake customer satisfaction surveys, invite you to provide product reviews or for market research.

• Legitimate interests

Developing products, services, applications and designs that attract and retain customers. Improving customer interaction with our sites.

Maintaining network and data security

• Legitimate interests

To maintain the security of our network this in turns helps us to maintain the safety and confidentiality of your information.

Logistics planning, demand forecasting, management information and research

• Legitimate interests

We use information about shopping habits, products bought and volumes, to help us to respond to demand, ensure the right products get to the right areas and to help us plan our ranges.

 

 

Who we share your information with and why

We work with a number of trusted suppliers, agencies and businesses in order to provide you the high quality goods and services you expect from us such as delivery companies, fraud prevention agencies and market research companies amongst others.

Some examples of the categories of third parties with whom we share your data are:

 

Marketplace Providers

Our website is powered by a marketplace provider and we use the customer relationship managers provided by them

Delivery Partners

In order for you to receive your goods, we work with a number of delivery partners. Again, we only pass limited information to them in order to ensure delivery of your items.

IT Companies

We work with businesses who support our website and other business systems.

Marketing Companies

We work with marketing companies who help us manage our electronic communications with you or carry out surveys and product reviews on our behalf.

Payment processing

We work with trusted third party payment processing providers in order to securely take and manage payments.

 

All Online Data is protected by passwords using encrypted systems and where hard copies are required to be retained, these are kept in a secure filing system.

 

Your Rights

Your personal data is protected by legal rights, which include your rights to object to our processing of your personal data; request that your personal data is erased or corrected; request access to your personal data.

 

For more information or to exercise your data protection rights, please contact us using the contact details above. You also have a right to complain to the Information Commissioner’s Office, which regulates the processing of personal data.

 

Transfers to third countries

Some of the information you provide to us may be transferred outside the European Economic Area to countries such as the US. This is a transfer to a “third country”. For example we have a business relationship with companies who provide us with marketplace services together with customer and account administration services.

 

We also works with suppliers and partners who may make use of cloud and/or hosted technologies. We undertake data security due diligence on our partners and ensure that that these partners conform to appropriate accreditations.

 

Wherever transfers of data to third counties occurs we will put in place an appropriate contractual provisions to ensure that there are strict rules regarding both the confidentiality and security of your information. To find out more please contact us at the details provided at the top of this document.

 

Keeping in touch with you

We may want to keep you up to date with information about new ranges, special offers and improvements to our website. When you set your account up with our website, we will ask you if you want to receive this type of marketing information.

 

We will not share your information with third party companies for their marketing purposes.

 

If you decide you do not want to receive this marketing information you can request that we stop by writing to the Data Protection Officer at the email address provided above, or the unsubscribe links provided within marketing emails.

 

You may continue to receive mailings for a short period while your request is dealt with.

 

How long we keep your information

If we collect your personal information, the length of time we retain it is determined by a number of factors including the purpose for which we use that information and our obligations under other laws.

We may need your personal information to establish, bring or defend legal claims. For this purpose, we will always retain your personal information for 7 years after the date it is no longer needed by us for any of the purposes listed under How we use your information above. The only exceptions to this are where:

  • the law requires us to hold your personal information for a longer period, or delete it sooner;

  • you exercise your right to have the information erased (where it applies) and we do not need to hold it in connection with any of the reasons permitted or required under the law;

  • we bring or defend a legal claim or other proceedings during the period we retain your personal information, in which case we will retain your personal information until those proceedings have concluded and no further appeals are possible; or

  • in limited cases, existing or future law or a court or regulator requires us to keep your personal information for a longer or shorter period.

 

What are your rights

You are entitled to request the following from, these are called your Data Subject Rights and there is more information on these on the Information Commissioners website www.ico.org.uk

  • Right of access –to request access to your personal information and information about how we process it

  • Right to rectification –to have your personal information corrected if it is inaccurate and to have incomplete personal information completed

  • Right to erasure (also known as the Right to be Forgotten) – to have your personal information erased.

  • Right to restriction of processing – to restrict processing of your personal information

  • Right to data portability - to electronically move, copy or transfer your personal information in a standard form

  • Right to object - to object to processing of your personal information

  • Rights with regards to automated individual decision making, including profiling –rights relating to automated decision making, including profiling

 

If you have any general questions about your rights or want to exercise your rights please contact us using the contact details at the top of this document

 

You have the right to lodge a complaint with a data protection regulator in Europe, in particular in a country you work or live or where your legal rights have been infringed. The contact details for the Information Commissioner’s Office (ICO), the data protection regulator in the UK, are available on the ICO website www.ico.org.uk where your personal information has or is being used in a way that you believe does not comply with data, however, we encourage you to contact us before making any complaint and we will seek to resolve any issues or concerns you may have.

 

Cookie Notice

This notice is designed to help you understand what cookies are, how we use them and the choices you have in regards to their use.

 

By continuing to use www.smilersmdf.co.uk, the “Site”, you are agreeing to our use of cookies in the manner described in this notice.

 

What are cookies?

Cookies are small text files that are stored on your browser or the hard drive of your computer or other device when you visit the Site. This allows the Site to recognise you as a user either for the duration of your visit (using a ‘session cookie’) or for repeat visits ( a ‘persistent cookie’). They are not harmful and do not contain any information such as your home address, date of birth or credit card details.

 

The cookies we use fall into four broad types:

 

Strictly Necessary Cookies

These cookies are essential in helping you to move around our Site and use its features, such as accessing secure areas of the website. Without these cookies, services you have asked for, such as setting up an account cannot be provided. These cookies do not gather information about you that could be used for marketing or remembering where you've been on the internet.

Analytical/Performance Cookies

In order to keep the Site, its services and products relevant, easy to use and up-to-date, we use web analytics services to help us understand how people use our Site. For example, we can see which parts of the Site and products are most popular, identify when errors occur, and test different versions of a page or feature to see which one works best.

Functionality Cookies

These cookies allow websites and applications to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. The information these cookies collect is usually anonymised which means we can't identify you personally. They do not gather any information about you that could be used for selling advertising or remembering where you've been on the internet, but do help us to serve you with advertising that is more relevant to you.

Targeted Marketing Cookies

We also use cookies to assist in targeted advertising. Without these cookies, online advertisements you encounter will be less relevant to you and your interests. We also use them to measure the effectiveness of our marketing communications, for example by telling us if you have responded to an advert that we have sent you.

 

If you would like more information on any of these types of Cookies, including how to opt-out, please visit www.youronlinechoices.com/

 

What do we use Cookies for?

  • They enable you to transact, whilst other non-essential cookies enable us to give you an enhanced, personalised web experience and determine relevant products to show you.

  • To personalise and improve your customer experience.

  • To allow you to securely sign in to your online account so that you can use "My Account" features such as order information, making payments and viewing order history.

  • To recognise the device that you are using.

  • To store the content of your online shopping bag whilst you browse the site and to complete an order.

  • To record the areas of the Site that you have visited, products you have viewed and time spent browsing, as well as the products you purchased. we use this information to help make the website more user friendly, develop our Site design and to continuously improve the quality of the service we provide.

  • For re-marketing purposes to determine relevant related products to show you when you're browsing on other selected websites. These cookies can be associated with services provided by a third party such as an advertising network.

  • We also offer you the facility to share your experience on our Site through social media sites such as Facebook and Twitter. By using these features, you are consenting to allow cookies from these providers. More information about how these providers use cookies can be found at their websites.

 

Cookies are an essential part of how our Site works, as they remember certain information about a visitor. We use First Party cookies and Third Party cookies (these are placed there by third parties we work with).

 

Are cookies safe?

Yes. The information stored in cookies is safe and anonymous to any external third party, and your account security is never compromised. You can find more information about cookies at http://www.allaboutcookies.org/ and www.youronlinechoices.com/. For a video about cookies visit https://www.google.com/intl/en-GB/policies/technologies/cookies/

 

Can I turn off cookies?

Yes – but if you choose not to allow the use of cookies, your experience of our Site will be limited and many integral aspects of the Site, including (but not limited to) adding items to your shopping bag and accessing your account, will not work at all.

 

To change your cookie settings, or if you want to be notified each time a cookie is about to be used, you should amend the settings provided in your web browser to prevent us from storing cookies on your computer hard drive.

 

For information on how to disable cookies, please consult the "Help" tab of your browser via the menu bar. For further information on non-essential cookies used for targeting and banner advertising please see below.

 

Details of our Third Party Cookies

We allow selected Third Parties who participate with us in marketing or sales programs to place cookies when you visit our site. These cookies enable us to monitor which adverts you see and click on to get to our site.

 

For details of the Third Party cookies we use please see the table below. we are not responsible for the content or privacy policies of Third Parties or other websites, and we advise that you check these yourself.

 

The following Cookies are all used for Analytical and Targeting purposes.

 

Google Tag Manager, Google Analytics, Bing Ads, Yahoo Analytics, Facebook Connect, Facebook Custom Audiences

 

Opting Out

Website visitors who don’t want their data used by Google Analytics can install the Google Analytics opt-out browser add-on. To opt-out of Analytics for the web, visit the https://tools.google.com/dlpage/gaoptout and install the add-on for your browser. Learn more about the opt-out and how to properly install the browser add-on at https://support.google.com/analytics/answer/181881?hl=en-GB

 

Visitors can also opt-out of Google Analytics for Display Advertising and customise Google Display Network ads using the Ads Settings

 

This Cookie Notice was last updated on 24th May 2018, and further changes will be communicated by updating this notice.

 

Contact

Should you need to contact us please email us at:

rubysvinyldecals@outlook.com or by phone on 07715268022 quoting Data Processing & Security.