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Contact Promise

This Contact Promise was last updated on 06 June 2018.

Who we are

We care about our customers and know that your privacy is important to you. This Privacy Notice is our way of telling you how we collect your information, why we need it, and how we use it.

For our website www.wbc.co.uk in the UK, and for information otherwise collected under this Privacy Notice, Wine Box Company Limited is the data controller that is responsible for your privacy. Wine Box Company Limited is located at 15 Bessemer Park, 250 Milkwood Road, London, SE24 0HG

Purpose of this Contact Promise

We will tell you:

- Your data protection rights
- How we get your information
- How we share your information
- Explain the legal bases we rely on
- How we use your data
- How long we will keep your data
- Where we store your data
- How you can complain

Your data protection rights

Under the data protection law you have rights we need to make you aware of. The rights available to you depend on our reason for processing the data.

Your right of access

You have the right to ask us to supply you with a copy of your personal data that we store on you. This right always applies. You can read more about this right here. You can read more about this right here.

Your right of rectification

You have the right to ask us to erase your personal information in certain circumstances. You can read more about this right here.

Your right of erasure

You have the right to ask us to erase your personal information in certain circumstances. You can read more about this right here..

Your right of to restriction of processing

You have the right to ask us to restrict the processing of your information in certain circumstances. You can read more about this right here.

Your right to object to processing

You have the right to object to us processing your personal data if we are using it for for direct marketing or if it is in our legitimate interest. You can read more about this right here.

Your right to data portability

You have the right to get your personal data from us in a way that is accessible and machine-readable, for example as a csv file. You also have the right to ask us to transfer your data to another organisation. We must do this if the transfer is ‘technically feasible’. You can read more about this right here.

Your right to withdraw consent

Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.

Where we rely on our legitimate interest

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

Direct Marketing

You have a the right to stop the use of your personal data for direct marketing activity through all channels or selected channels. We must always comply with your request.

How do we get information

Most of the personal data we process is provided to us directly by you for one of the following reasons:
- You purchased products from us
- You registered on our website
- You filled in an enquiry form
- You requested a quote from us
- You attended a training event
- You subscribed to our newsletter
- You visited us at a trade show

Sharing your information

We will not share or sell your data to any third parties for the purposes of direct marketing.

We sometimes need to allow our service providers to process personal information we hold about you on our behalf for the reasons set out in this policy or as otherwise required by law.

We make sure these third parties won’t use your personal data for their own purposes and we only permit them to use it in accordance with our instructions and the law.This includes the following type of businesses:

- Trusted businesses or persons who process your information for us for the purposes set out in this policy, based on our instructions and any other appropriate confidentiality and security measures. For example, we use third party service providers to help us with payment processing.

- Marketing agencies, search engines and social media networks; to advertise WBC and to gather feedback on our services.

- We may, from time to time, expand, reduce or sell our business and this may involve the transfer of departments or the whole business to new owners. If this happens, your personal data will, where relevant, be transferred to the new owner or controlling party under the terms of this Privacy Policy.

The legal bases we rely on

The law on data protection sets out a number of different reasons for which a company may collect and process your personal data including:

Consent

In specific situations, we can collect and process your data with your consent.For example, when you sign up to our newsletter.

Contractual obligations

In certain circumstances, we need personal details to comply with our contractual obligations

For example, if you order an item from us we collect your email address to send you an order confirmation, despatch notice and invoice.

Legitimate interest

In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests. For example: we will use your purchase history to send you or make available personal offers.

When do we collect your personal details

When placing an order with us

When you purchase products from us online, we ask you for your name, company name, address, contact telephone number, email address, job title and payment information.

We will use your information to verify your card details for your purchase, process your order and to send you your products. We will also send you a sales order confirmation, despatch notice and invoice via email and we may use your telephone number to contact you regarding your purchase.

We require this information in order to process your payment, deliver your products or services and fulfil our contract with you.

Your information is stored on our website and on our cloud server, both of which are based within the European Union. Your credit card details are passed to a third-party payment processor, which is based in the USA and is certified to the EU-US Privacy Shield (which requires effective safeguards for your information).

Making an enquiry

When you submit an enquiry via our website, we ask you for your name, company name, contact telephone number and email address.

We use this information to respond to your query, including providing you with any requested information about our products and services. We may also email you several times after your enquiry in order to follow up on your interest and ensure that we have answered your it to your satisfaction. We will do this based on our legitimate interest in providing accurate information prior to a sale.

Your enquiry is stored and processed as an email which is hosted by GMAIL within the European Economic Area (EEA). It is also logged on a CRM system Oracle on a cloud server based in Europe. We do not use the information you provide to make any automated decisions that might affect you.

Attending a training event

When you purchase products from us online, we ask you for your name, company name, address, contact telephone number, email address, job title and payment information (if a paid event).

We will use this information to contact you about the event and keep you updated with what will be happening at the event.

We may use these details to contact you in future about any other relevant events you may be interested in. We may also send you offers or information about products that would be relevant to the event you attended. For example if you attend a training event about designing a retail environment, we may send you an email about our retail display stands.

Applying for a credit account

When you apply for a credit account we will ask you for information relating to your company, this will include company name, address, contact details for the sale contact as well as your account department details. We will also require your bank details and the detail of 2 trade references. We will perform a credit check on your company.

Subscribing to our email marketing

When you sign up to receive our newsletter, we ask for your name and your email address.

We will ask for your consent to use your name and email address to email you our newsletter which contains information about our products and other information which we feel might be of interest to you.

You can withdraw your consent at any time and we will stop sending you the newsletter. Please allow a few days for all our systems to register the change to your details.

Your name and email address are shared with a third party mailing system which is based in the USA. This company has contractually committed to providing appropriate safeguards for your personal data which means it will be protected in line with the legal requirements of the European Union.

How long will we keep your data

We only ever retain personal information for as long as is necessary. We are required under UK tax law to keep your buying information (invoices), basic personal data for a minimum of 6 years. We will keep your order full order history for 6 years

Where your personal data may be processed

We may need to share your personal data with third parties and suppliers outside the European Economic Area (EEA), such as the USA. If we do this, we have procedures in place to ensure your data receives the same protection as if it were being processed inside the EEA. If you wish for more information about these contracts please contact dataprotection@wbc.co.uk

Visitors to our Website

Wine Box Company uses “cookies” to help personalise and enhance your online experience when visiting our website.

A cookie is a text file that is placed on your hard disk by a web page server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you and can only be read by a web server in the domain that issued the cookie to you.

You can control the use of cookies at the individual browser level. If you elect not to activate the cookie or to later disable cookies, you may still visit our websites, but your ability to use some features or areas of the website may be limited.

For instructions on how to control, disable or delete cookies for your browser, please visit www.aboutcookies.org.

Your right to complain

If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

You can contact them using the below details:

Information Commissioner’s Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Web Address: ico.org.uk

How to contact us

Wine Box Company welcomes your comments regarding this privacy policy or about Wine Box’s privacy practices.

Please contact us by:

Emailing us at dataprotection@wbc.co.uk

Calling us on +44 (0)207 737 9489

Writing to us
FAO: Data Protection
Wine Box Company
15 Bessermer Park
250 Milkwood Road
London
SE24 0HG
United Kingdom