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Privacy Policy

GDPR DATA Privacy notice

This is the privacy notice of Hotflair Ltd.

We respect your privacy and are determined to protect your personal data. The purpose of this privacy notice is to inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from). We’ll also tell you about your privacy rights and how the data protection law protects you.

1. WHO WE ARE AND IMPORTANT INFORMATION 

What is the purpose of this privacy notice?

This privacy notice aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide through this website when you contact us or purchase goods online.

This website is not intended for children and we do not knowingly collect data relating to children.

You must read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Data controller

Hotflair Ltd is collectively referred to as "Hotflair Ltd", "we", "us" or "our" in this privacy notice and is the controller and responsible for your personal data. Our contact details are 6-8 Cornmarket, Thame, OX9 3DX. For all data matters please contact our data representative Sally Dickinson.

Third-party links outside of our control

This 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.

2. THE PERSONAL DATA WE COLLECT ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. You can find out more about personal data from the Information Commissioners Office.

We may collect, use, store and transfer different kinds of personal data about you as follows:

  • When you visit our website, create an account with us and use your account to buy products.
  • When you purchase products in any of our shops or over the phone.
  • When you redeem vouchers from What’s Cooking on the phone, in a shop or online.
  • When you call our customer care team or fill in a website contact form.

·         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 visit our shop which uses a CCTV systems that may record your image.

 

We do not collect any Special Categories of Personal Data about you (this includes details about your 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.

 

3. HOW WE COLLECT YOUR PERSONAL DATA

We collect, use, store and transfer different kinds of personal data and information about you which you provide to us through:

·         The online forms on our website (including in relation to contacting us or creating an account).

·         Buying a gift voucher or joining our marketing email list.

·         Ordering a product from our shop, in person, by telephone or by email.

·         Making a complaint or raising queries.

·         In some locations we use CCTV to protect our customers, premises, assets and staff from crime. We do this on the basis of our legitimate business interests.

4. HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances :

·         Performance of Contract this means processing your data where it is necessary for the performance of a contract to which you are a party, or to take steps at your request before entering into such a contract.

·         Legitimate Interest this means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

·         Comply with a legal or regulatory obligation this means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

We do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email. You have the right to withdraw consent to marketing at any time by contacting our data representative Sally Dickinson.

5. LEGAL BASIS FOR PROCESSING OUR CUSTOMERS’ PERSONAL DATA AND INFORMATION

·         It is necessary for the performance of a contract between us, for the provision of services or goods, or in order to take steps at your request prior to entering into a contract.

·         It is necessary for the purposes of the legitimate interests of pursuing and developing our business, where such interests are not overridden by your rights or interests.

·         It is necessary for us to comply with a legal requirement.

·         You have given your consent to the processing.

6. PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

·         to assist with your enquiries.

·         to fulfil your order or to provide services or facilities you request from us.

·         to administer and manage our relationship with you.

·         to send you marketing information about our goods and services which we feel might be of interest to you.

·         to keep a record of orders.

·         where required by law.

·         where necessary to protect your health or wellbeing.

·         to scan and monitor electronic communications sent to us (including attachments) for viruses or malicious software, to process and encrypt personal data and information to protect and manage email traffic and to store personal data and information on our systems to pursue our legitimate interests including for document retention purposes.

·         such other actions as are necessary to manage our activities and to enforce or defend our rights and interests.

7. MARKETING

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

Promotional offers from us

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.

You will receive marketing communications from us if you have requested information from us or purchased goods or services from us, or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.

Third-party marketing

We will get your express opt-in consent before we share your personal data with any company outside of Hotflair Ltd

Opting out

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message, or by contacting our data representative Sally Dickinson.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact our data representative Sally Dickinson.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

8. INTERNATIONAL TRANSFERS

We do not transfer your personal data outside the European Economic Area.

9. 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 of a breach where we are legally required to do so.

10. DATA RETENTION

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.

By law we have to keep basic information about our customers (including contact, identity, financial and transaction data) for 6 years after they cease being customers, for tax purposes.

In some circumstances you can ask us to delete your data: see Your legal rights below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

11. YOUR LEGAL RIGHTS

Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:

·           the right to request a copy of the personal data which we hold about you.

·           the right to request that we correct any personal data if it is found to be inaccurate or out of date.

·           the right to request your personal data is erased where it is no longer necessary to retain such data.

·           the right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data.

·           the right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable i.e. where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means).

·           the right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing.

·           the right to object to our processing of personal data, where applicable i.e. where processing is based on our legitimate interests (or in performance of a task in the public interest/exercise of official authority).

·           direct marketing or processing for the purposes of scientific/historical research and statistics).

If you wish to exercise any of the rights set out above, please contact sally@whatscookingthame.co.uk

No fee required – with some exceptions

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable admin fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

 

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

12. Changes to this notice and your duty to inform us of changes

This version was updated on 29 April 2020.

Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current.

13. Queries, requests or concerns

To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact our data representative on sally@whatscookingthame.co.uk

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office .