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Spencers Wood, Reading | victoria@victoriassponges.co.uk  |  Tel. 07808184659 | Privacy Notice | Terms and Conditions

© 2018 by Victoria's Sponges. Proudly created with Wix.com

Victoria’s Sponges

Privacy Notice

 

Victoria’s Sponges is committed to protecting your privacy. In order to provide our services to customers and to provide a more personalised experience, we need to collect certain information from you. This Privacy Notice explains when and why we collect personal information about you as well as the types of personal data we may collect when you interact with us online or over the phone. It also explains how we’ll look after your data and keep it safe. There’s a lot to digest but we want you to be fully informed as to how Victoria’s Sponges uses your data. 

 

We hope what’s below covers everything, but if you have any questions at all, do please drop us a line at victoria@victoriassponges.co.uk. It’s likely that we’ll need to update this Privacy Notice every now and again to make sure it’s accurate. We’ll let you know of any major changes, but the most up-to-date version will always be here for you to check. 

 

Contents of Privacy Notice:

  1. Explaining the legal bases we rely on

  2. How we collect your personal data

  3. The type of personal data we collect

  4. How and why we use your personal data

  5. Protection of your personal data

  6. Length of time we keep your personal data

  7. Who we need to share your personal data with and why 

  8. Your rights over your personal data

  9. Questions? 

 

Explaining the legal bases we rely on

The GDPR law on data protection sets out several different reasons a company may collect and process your personal data, including: 

 

Consent

In specific situations, we can collect and process your data with your consent - e.g. when you tick a box online or sign up at exhibitions/sales/pop ups to receive email or postal communication from Victoria’s Sponges. When collecting your personal data, we’ll always make clear to you what data is necessary in connection with a service. 

 

Contractual obligations 

In some instances, we need your personal data to comply with our contractual obligations. For example, if you place an order with us, we need your address details to deliver your order and we may also need to pass your details to a courier. 

 

Legal compliance 

We may be legally bound to collect and process your data. For example, if someone is involved in any criminal activity or fraud affecting Victoria’s Sponges, we need to pass details to law enforcement. 

 

How we collect your personal data

There are several ways in which we may collect information about you: 

 

  • When you purchase products from us via the website or any of our social media channels 

  • When you send us an email or fill in a website contact form 

  • When you enter a competition or price draw or fill in a survey 

  • When you fill in any forms at any of our market stalls or pop up shops 

  • When you engage with us on social media

  • When you have given a third-party permission to share information they hold about you with us 

  • When you sign up to our newsletter via our website or online form 

 

The type of personal data we collect 

The personal data we may collect includes your name, billing/delivery address, email address, telephone number, notes from any conversations we have with you. 

How and why we use your personal data

When you engage with us, we want to give you the best possible experience. By collecting data about you, it allows us to offer a great and tailored service. We use your data, so we can fulfil our contractual obligations to you but also to offer you products and promotions via newsletters if you have signed up to receive these. The data privacy law allows this part of our contractual obligations and legitimate business interest in understanding our customers and providing the highest level of service. 

 

If you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide services you’ve asked for. 

 

Here are some ways that we’ll use your personal data and why: 

 

  • To process any orders, you make via our website, any social channels or email. If we don’t collect your personal data during these transactions, we won’t be able to process and deliver your order and comply with our legal obligations e.g. your details may be passed to a courier company so that your order can be delivered. We will keep your details for a reasonable period afterwards in order to fulfil any contractual obligation such as refund or exchange

  • Our customer care team need to be able to respond to your queries, complaints or process a refund so we need your contact information to respond. We will keep a record of your information including notes on how we communicated with you and what was discussed. We do this based on our contractual obligations to you, our legal obligations and our legitimate interests in providing you with remarkable customer service and it helps us improve this service to you

  • We you place an order with us, your card details (if paying by card) are collected by our third=party payment processes at iSettle who use secure processing methods. This helps to protect you from fraud. We do this based on our contractual and legitimate business interests 

  • With your consent, if you have signed up to our newsletter, we will use your personal data to keep you informed about relevant products and special offers, discounts, promotions, competitions and events by email. As ever, you can always opt out of hearing from us through these channels at any time

  • To comply with our legal obligations, we will send you communications required by law or which are legally necessary e.g. significant updates to this Privacy Notice, product recall notices and legally required information relating to your order/s. These messages are to inform you about changes to the service we provide you and will not include any promotional content and so do not require prior consent when sent by email

  • If you enter a competition or prize draw run by us we will use your information to contact you in the event of you winning based on your agreement to the terms and conditions of the competition at the time of entry. The personal data relating to your competition entry will be gained via you joining our Facebook group, following us on Twitter or Instagram, signing up to our newsletter online or signing up to our newsletters at one of our events/pop up shops

  • To comply with our contractual or legal obligations to share data with law enforcement 

 

Protection of your personal data

The security of your personal data is very important to us and we take a lot of care to handle and store it as best we can. 

 

Here are some ways we secure your data: 

 

  • We do not store your card details ourselves, all card payments are processed through iZettle who is a PCI compliant payment processing provider 

  • We monitor and check our data security systems for possible vulnerabilities and attacks, and we carry out penetration testing to identify ways to further strengthen security 

 

Length of time we keep your personal data

We only keep your data for as long as is necessary for the purpose it was collected. After that period, your data is deleted or anonymised and for example aggregated with other data to be used for business planning and analysis. 

 

For instance, if you placed an order with us, we keep your details for 7 years, after this it is deleted permanently. 

 

Who we need to share you personal data with and why 

At times we need to share your personal data with trusted third parties e.g. Victoria’s Sponges delivery couriers, IT companies, credit card processing services and so on. We only provide what they need, and they cannot use your data for anything other than the purposes that they have your data for. 

 

We want your customer journey with Victoria’s Sponges (from ordering to fulfilment of your order, or to signing up to our mailing list online or at one of our events) to be as smooth as possible. We use the following companies who will process your personal data as part o their contracts or terms and conditions with us:

 

  • iZettle - our card payment provider 

  • Wix - we currently use them to host our website, customer and online order database

  • DPD - our courier for national home delivery service 

  • Royal Mail - our resource for sending small UK and overseas parcels 

 

Please note that the above suppliers are non-exhaustive and may change from time to time, but we will endeavour to keep the list above accurate and as up-to-date as possible. 

 

Sharing your data with third parties for their own purposes

We will never sell or trade your contact details with ANY third parties. 

 

There are some instances where we may have to share your information based on our legal obligations, for instance: 

 

  • Fraudulent activity

  • If the police/government ask us to disclose information we may be required to share your personal data with them, however we would asses this sort of request extremely carefully 

  • For fraud management, we may share information about fraudulent or potentially fraudulent activity on our systems.This may include sharing data about individuals with law enforcement bodies 

 

Your rights over your personal data

You have a choice as to whether you receive marketing information from us and you can withdraw your consent from specific communication channels at any time. 

 

How can you stop the use of your personal data for direct marketing? 

There are several ways you can stop direct marketing communications from us: 

 

  • Click the ‘unsubscribe’ link in any email communication that we send you. We will then stop any further emails 

  • Contact us at victoria@victoriassponges.co.uk 

 

Requesting access and making changes to your personal data

You also have the right to access and rectify mistakes in the data we hold about you at any time. 

 

To keep your information confidential, we will ask you to verify your identity before proceeding with any requests. If there is a third party acting on your behalf, we will check that they have your permission to act. 

 

Legitimate Business Interests

In cases where we are processing your personal data based on our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we have a legitimate overriding reason to continue processing your personal data. 

 

Questions? 

We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it. 

 

COOKIES

Cookies are tiny text files stored on your computer when you visit certain web pages. At Victoria’s Sponges cookies are implemented by Wix. Please see below which cookies are implemented, the cookies we use do not store any personally identifiable information and cannot harm your computer. 

 

Cookie Name

Life span

Purpose

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Permanent

Creates activities and BI

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Security 

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Security 

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Security

nlbi_{ID}

Persistent cookie

Security

XSRF-TOKEN

Persistent cookie

Security

smSession

Two weeks

Identify logged in site members

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