COTTON TREE INTERIORS LTD

PRIVACY POLICY

This privacy policy sets out how Cotton Tree Interiors Limited (“we”, “us”, “our”, “The Cotton Tree”) uses and protects your personal data.

CONTENTS:

1. IMPORTANT INFORMATION AND WHO WE ARE

2. TYPES OF PERSONAL DATA WE COLLECT ABOUT YOU

3. HOW IS YOUR PERSONAL DATA COLLECTED?

4. HOW WE USE YOUR PERSONAL DATA

5. DISCLOSURES OF YOUR PERSONAL DATA

6. INTERNATIONAL TRANSFERS

7. DATA SECURITY

8. DATA RETENTION

9. YOUR LEGAL RIGHTS

10. COMPLAINTS

11. CHANGES TO THE PRIVACY POLICY AND YOUR DUTY TO INFORM US OF CHANGES

12. THIRD PARTY LINKS

1. IMPORTANT INFORMATION AND WHO WE ARE

Privacy policy

This privacy policy tells you how  we collect and use your personal data through your use of this website, in addition to any personal data you may provide when you make an enquiry with us or purchase a product or service.

The controller of your personal data

The Cotton Tree is the controller of your personal data and is responsible for processing it lawfully and keeping it safe.

Contact Details

If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us. You can email us at info@thecottontree.co.uk, call us on 01728 604700 or fill in the contact form on our website.

Alternatively, you can write to us at:

Cotton Tree Interiors

Design Studio & Library

24 Market Place

Saxmundham

Suffolk

IP17 1AG

2. TYPES OF PERSONAL DATA WE COLLECT ABOUT YOU

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes title, first name and last name

  • Contact Data includes billing address, delivery address, email address and telephone numbers.

  • Financial Data includes payment card details.

  • Transaction Data includes details about payments from you and other details of products and services you have purchased from us.

  • Technical Data includes[internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access our website.

  • Profile Data includes purchases or orders made by you in addition to your interests and preferences.

  • Usage Data includes information about how you interact with and use our website.

  • Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals’ Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering


3. HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data from and about you including through:

  • Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you make an enquiry with us, give us feedback, request a brochure or purchase our products and servicers

  • Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our cookie policy for further details.

  • Third parties. We will receive personal data about you from analytics providers, such Google Analytics.


4. HOW WE USE YOUR PERSONAL DATA

Legal basis: The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

  • Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.

  • Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests; for example, to enable us to give you the best customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) 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).

  • Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.

  • Consent: We do not generally rely on your consent to use your personal data. If we do, we will inform you about the specific purpose for which we wish to use your data and seek your active agreement. You do not have to give us your consent just because we ask for it.

We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Direct marketing

We may send you newsletters and other communications promoting our business (we call this “marketing”) if you have requested information from us or purchased products or services from us and you have not opted out of receiving the marketing.

We may also analyse your Identity, Contact, and Profile Data to form a view which products, services and offers may be of interest to you so that we can then send you relevant marketing communications.

Opting out of marketing

You can ask to stop sending you marketing communications at any time by contacting us.

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes.

 Cookies

For more information about the cookies we use and how to change your cookie preferences, please see our Cookie Policy

5. DISCLOSURES OF YOUR PERSONAL DATA

We may share your personal data where necessary with the parties set out below to achieve the purposes we have detailed in this privacy policy.

  • Service providers who provide IT and system administration services to us.

  • Service providers who assist us in fulfilling orders for you, such as delivery and installation companies or manufacturers who may deliver items to you directly.

  • Professional advisers including lawyers, bankers, accountants, auditors and insurers who provide us with relevant services.

  • HM Revenue and Customs and other relevant authorities in the UK

  • Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow 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.


6. INTERNATIONAL TRANSFERS

Some of our third-party service providers may be based outside of the UK and their processing of your personal data with therefore involve a transfer of personal data outside the UK. If we transfer your personal data out of the UK, we always ensure that a similar degree of protection is afforded to it by implementing the following safeguards

  • We will only transfer your personal data to countries that have been deemed by the UK to provide an adequate level of protection for personal data, such as any member state of the European Economic Area; or

  • We may use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK.

7. 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.

8. DATA RETENTION

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

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, regulatory, tax, accounting or other requirements.

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


9. YOUR LEGAL RIGHTS

You have a number of rights under data protection laws in relation to your personal data.

You have the right to:

  • Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you.

  • Request correction of the personal data that we hold about you.

  • Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it.

  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.

  • You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes. You may exercise this right by opting out of receiving marketing from us.

  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that 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.

  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:

-                               If you want us to establish the data’s accuracy;

-                               Where our use of the data is unlawful but you do not want us to erase it;

-                               Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or

-                               You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

If you wish to exercise any of the rights set out above, please contact us.

No fee usually required

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 fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could 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 could 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.

10. COMPLAINTS

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

11. CHANGES TO THE PRIVACY POLICY AND YOUR DUTY TO INFORM US OF CHANGES

We keep our privacy policy under regular review.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.

12. THIRD-PARTY LINKS

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. When you leave our website, we encourage you to read the privacy policy of every website you visit.