1. Privacy notice

This notice contains our obligations and promises to you about the different types of personal data we might collect about you when you shop, make contact, or browse with us. It explains how we’ll store, handle and protect that data.

2. What personal data do we collect?

We collect the following information about you:

• Name and Surname
• Email address
• Phone number
• Pre-purchase brief and purchase information
• Billing and delivery address
• IP address
• Information from cookies, including information on the devices you
• may use to make a purchase

We collect the information in the following circumstances:

• When you register to or use our website
• When you correspond with us on social media
• When you allow social media sites to provide your data to usr
• When you contact us by telephone or email
• When you leave a comment or review
• When completing any forms for transactional or enquiry purposes
• When you buy products and services from us
• When you’ve given a third party permission to share with us some information they hold about you

3. How do we use your personal data?

We use your personal data in the following ways:

• Allow us to process your orders, deliver products, take payments and issues refunds and credits.
• Facilitate response to your enquiries, requests and complaints.
• To keep a record of when and why you contact us and to keep your contact details up-to-date.
• To enable third parties to carry out technical, logistical or other business functions on our behalf such as advertising on social media sites you might use and visit (our ability to do this will depend on the privacy settings you have on your social media accounts).
• If you have not opted out, or where you have consented, we use your data to send you information about our business and products we think you might like and to notify you of products or special offers that may be of interest to you.
• In order to help us manage our customer relationships, we use third party platforms. These platforms assist us to do lots of things, including: conduct email marketing campaigns, advertise online, undertake customer analytics, plan and put on events, book appointments, fulfil orders, make deliveries, returns and refunds etc. We therefore pass on your personal data to these third parties, on the condition that they agree to handle your information in line with this notice.

4. Why are we allowed to handle and store your personal data?

There are number of legal grounds which allow us to use your personal data. The following sets out more detailed explanations of the reasons to collect and process your personal data:

Consent

If you visit our site and are not an existing customer, or if you fill in any in-store materials, such as prize-draw entries, we might ask for your consent to process your data, so that we can send you our special offers and updates.

Contractual obligations

A valid context is when you purchase our products. In this situation it is necessary for us to process your personal data in order to fulfil your order and send your goods to you.

Legal compliance

In some circumstances, we may be legally required to collect and process your data e.g. to pass it on to the police if criminal activity is suspected.

Legitimate interest

It may be necessary to use your data to help us run our business. For example, to action any changes to your account details with the aim of improving your customer experience. We will only use your data in these instances, where doing so does not impair your rights, freedom or interests.

5. How do we protect your personal data?

It is our duty to protect all personal data gathered and in order to do this our teams follow our internal data management policies and handle the data with the greatest level of care and expertise available to us. They do this by using various security technologies and internal procedures to ensure that it is kept safe and secure.

6. How long do we keep your personal data for?

We only keep your personal data for as long as is necessary for the purpose for which it was collected (subject to any legal requirements). Once it is no longer necessary, we delete redundant data.

7. Who else sees your personal data?

Sometimes we will share your personal data with trusted third parties. We will do this in the following circumstances:

• To process your order e.g. with delivery drivers, or with third party payment service providers
• To handle complaints.
• To investigate fraudulent activity, or assist law enforcement authorities
• To help us send you offers and updates on th status of your order

When we share information with third parties, we will ensure that:

• We only provide the data they need to perform their specific function
• To handle complaints.
• They will only use the data provided as intended
• They have the requisite measures in place to protect your data and delete it once the function has been performed, or delete it when we cease working with them.

8. Where is your data stored?

We store your data at ISP hosted in the European Union (EU), however some of our partners and suppliers who may receive your personal data may be based outside of the European Economic Area. In such cases, we ensure that our partners are contractually-bound to protect your data to the same degree that is required in the EU.

9. What rights do you have over the data we store and how can you ask us to stop storing it?

• You have the right to correct any information we store which might be incorrect, incomplete, or out of date. You can contact our Customer Service function who will advice you on how to do this. You can contact them by emailing: Us@PhoenixAutomate.com
• If we are processing your personal data on the basis of our legitimate interest, you have the right us to ask us to stop. We must then do so unless we believe we have a legitimate overriding reason to continue processing your data.
• You have the right at any time to stop us sending you marketing material. You can do this in the following ways:
  • Click the ‘unsubscribe’ link in any email communication that we send you. We will then stop any further emails from that particular division.
  • Contact our Customer Services function at Us@PhoenixAutomate.com

Please note that you may continue to receive communications for a short period after changing your preferences whilst our systems are fully updated. Please note that if you follow a link which clicks through to a third party site, this notice will not apply and you will need to review that third party’s privacy terms and conditions.

• You have the right to ask us what data we hold which concerns you. Such requests are usually free, but we will ask you to submit your query in writing and include the following:
  • Full name (we will ask you to verify your identity)
  • Address
  • Email address
  • Phone number
  • Details relevant to what you are requesting

We will process your request and will either respond within 30 days, or contact you to obtain more information to help fulfil your request. In the event that we might refuse to fulfil your request (for example if it is unreasonable), we will give a full explanation as to why.

Please submit your requests through the following channels:

Data Protection – SAR, Phoenix Automate and Developments Limited,
High Wycombe, Buckinghamshire, HP12 4TE.
Or send an email to: Us@PhoenixAutomate.com

10. What can you do if you are unhappy with how we handle your data?

Your first port of call should be to contact us as outlined in item -9 above. However, if you still feel that your data is not being handled appropriately, you have the right to lodge a complaint with the Information Commissioner’s Office by calling them via 03031231113, or online at www.ico.org.uk/concerns. If you are outside of the UK, please contact the relevant data protection regulator in your country of residence.