CHANGES TO DATA PROTECTION LAW
The law in relation to data protection changed on the 25 May 2018 when the General Data Protection Regulation comes into force in the United Kingdom and across Europe.
- Who we are and how you can contact us
We are RUH Limited, trading as RUH. Our registered office is at Kemp House, 160 City Road, London, EC1V 2NX. You can contact us by email at firstname.lastname@example.org. If you need to you can write to us at 10 Wordsworth Avenue, Warwick, United Kingdom, CV34 6JD. Our representative for all queries in relation to this policy and your data protection rights can be contacted at email@example.com.
When we refer to our website, we mean our website at https://theruhco.com.
- Where we collect your personal information from
We may collect personal information about you in the following ways:
- Data you give to us:
- Data you give to us when you purchase goods from us
- When you talk to us on the phone
- When you use our website
- In emails or letters to us
- When you complete our online contact forms e.g. when you subscribe to our newsletter online.
- If you take part in our competitions or promotions
- When you give us feedback
- Data we collect when you use our services:
- Payment and transaction data
- Profile and usage data, including data we gather from the devices you use to connect to those services such as computers and mobile phones, using cookies (please see our separate cookies policy) and other internet tracking software
Data from third parties we work with:
- Social networks such as Facebook, Instagram and Twitter (including messages you send us through these platforms)
- Agents working on our behalf
- Payment Providers such as Stripe
Agents, suppliers, sub-contractors and adviser – these can be types of organisations we use to help us run accounts and services. They can also be specialist companies who advise us on ways to develop and improve our business.
- Data we collect about you
- We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity data – full name and title
- Contact data – billing address, delivery address, email address or telephone numbers
- Financial data – bank account and payment card details
- Transaction data – details about payments to and from you and other details of products you have purchased from us
- Technical data – internet protocol (IP) address, , browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website
- Profile data – purchases or orders made by you, preferences, feedback and survey responses
- Usage data – information about how you use our website, products and services
- Marketing and communications data – your preferences in receiving marketing from us and our third parties and your communication preferences
We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
We do not knowingly collect any special categories of personal data about you. This includes details about race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences. If you voluntarily provide us with such categories of data we will not store or process the data unless you specifically consent to us doing so.
On occasion, we may collect personal information, such as a photograph, email address, a postal address or telephone number from children as part of an activity day at our offices or events we attend or organise.
We will not collect personal information from a child under the age of 13, without the consent of a parent or guardian. If parent or guardian consent is required, we will collect the email address of the parent or guardian, so we can provide notice of our information practices and/or seek the parent’s or guardian’s consent.
With the consent of a parent or guardian, we will use the photographs of children to post on our social media channels in line with our marketing strategy and to keep our channels updated.
Parents may review personal information we have collected from their child that has not been deleted and can request that the personal information be deleted from our records if it has not been already. Parents also may refuse to permit further collection or use of their child’s personal information, when the parent has previously provided consent. To do so, please contact us at the address, telephone number or email address provided.
- How we use your personal information
Your privacy is protected by law.
We are only allowed to use personal information about you if we have a legal basis to do so, and we are required to tell you what that legal basis is. We have set out in the table below: the personal information which we collect from you, how we use it, and the legal ground on which we rely when we use the personal information.
In some circumstances we can use your personal information if it is in our legitimate interest to do so, provided that we have told you what that legitimate interest is. A legitimate interest is when we have a business or commercial reason to use your information which, when balanced against your rights, is justifiable. If we are relying on our legitimate interests, we have set that out in the table below.
What we use your personal information for
What personal information we collect
Our legal grounds for processing
Our legitimate interests (if applicable)
When you place an order to purchase our goods
To process and deliver your order
Being efficient about how we fulfil our legal and contractual duties
To manage payments or to collect and recover money owed to us
To recover any debts owed to us
To manage our relationship with you, including dealing with any complaints and notifying you about changes to our terms or privacy notices
To keep our records up to date
To enable you you to partake in a prize draw, competition or to complete a survey
To study how customers use our services and to grow our business
To administer and protect our business and our website
Running our business, provision of administration and IT services, network security
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve you
To study how customers use our services, to develop them, to grow our business and to inform our marketing strategy
To use data analytics to improve our website, products/ services, marketing, customer relationships and experiences
To define types of customers for our services, to keep our website updated and relevant, to develop our business and inform our marketing strategy
To make suggestions and recommendations to you about goods or services that may be of interest to you
To develop our services and grow our business
- Who we share your personal information with
We may share your personal information with any of the following organisations, for the purposes of providing the goods which you have requested from us:
- Agents and advisers that we use
- HM Revenue & Customs and other regulators or authorities
- External service providers that provide applications/functionality, data processing or IT services to us. (For example, we use third parties to support us in providing our services and to help provide, run and manage our IT systems. These include but are not limited to providers such as Klaviyo and WooCommerce)
We require all organisations who we share your data with to respect the security of your personal data and to treat it in accordance with the law. We do not allow any of our service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
- Failing to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
- Third party links
Our website may include links to third party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice or policy of every website you visit.
- Transferring your personal information outside the EEA
The EEA is the European Economic Area, which consists of the EU Members States, Iceland, Liechtenstein and Norway. If we transfer your personal information outside the EEA we have to tell you. We will only send your data outside the EEA:
- If you have instructed us to do so;
- To comply with a legal duty; or
- To work with our suppliers who help us provide our services.
We may share your personal data with some third-party companies such as data processors to provide technology for email, subscription and payment support. Some of these companies may be based outside the EEA. Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
We may transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
- Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator (including the ICO) of a breach where we are legally required to do so.
- How long do we keep your personal information
We will keep your personal information for as long as you are our customer. We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes. In some circumstances you can ask us to delete your data: see below for further information.
We may use your personal information to tell you about relevant goods and any upcoming offers. We can only use your personal information to send you marketing messages if we have either your consent or a legitimate interest to do so. You can ask us to stop sending you marketing messages at any time – you just need to contact us or use the opt-out links on any marketing message sent to you. We will get your express opt-in consent before we share your personal data with any company for marketing purposes. You can ask a third-party company to stop sending you marketing messages at any time, by adjusting your marketing preferences in relation to that company or by using the opt-out links on any marketing message sent to you. Where you opt out of receiving marketing messages, this will not apply to personal data provided to us as a result of purchasing our goods or any other transaction between you and us.
- Your rights
Getting a copy of the information we hold
You have certain rights which are set out in the law relating to your personal information. The most important rights are set out below.
You can ask us for a copy of the personal information which we hold about you, by emailing us at firstname.lastname@example.org. This is known as a data subject access request. You will not have to pay a fee to access your personal data, unless we believe that your request is clearly unfounded, repetitive or excessive. In such circumstances we can charge a reasonable fee or refuse to comply with your request. We will try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month and in that case we will notify you and keep you updated.
Telling us if information we hold is incorrect
You have the right to question any information we hold about you that you think is wrong or incomplete. Please contact us by email at email@example.com if you want to do this and we will take reasonable steps to check its accuracy and, if necessary, correct it.
Telling us if you want us to stop using your personal information
You have the right to:
- object to our use of your personal information (known as the right to object); or
- ask us to delete the personal information (known as the right to erasure); or
- request the restriction of processing; or
- ask us to stop using it if there is no need for us to use it (known as the right to be forgotten).
- There may be legal reasons why we need to keep or use your data, which we will tell you if you exercise one of the above rights.
You can withdraw your consent to us using your personal information at any time. Please contact us by email at firstname.lastname@example.org if you want to withdraw your consent. If you withdraw your consent, we may not be able to provide you with certain products or services.
Request a transfer of data
You may ask us to transfer your personal information to a third party. This right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Making a complaint
Please let us know if you are unhappy with how we have used your personal information by emailing us at email@example.com. You also have a right to complain to the Information Commissioner’s Office. You can find their contact details at www.ico.org.uk. We would be grateful for the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
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