Privacy Policy

POLICY UPDATED 22nd May 2018 in response to the EU General Data Protection Regulation (GDPR)

This privacy policy sets out how "The Keyring Store" uses and protects any information that you provide to "The Keyring Store" when you use this website.

"The Keyring Store" is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used as outlined in this privacy statement and in accordance with the General Data Protection Regulation (GDPR) (EU regulation) and the Data Protection Act (UK).

"The Keyring Store" may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. Our new updated privacy policy is effective from 25th May 2018 (updated from our original policy 18th September 2008 and subsequently updated in 2013).

We value your privacy and wish to use your data primarily to fulfill any orders that you may place with us and also, with your permission, to occasionally send relevant marketing material.

Data Controller

Keyring Store is the Data Controller who is responsible for data in relation to keyringstore.com

If you have any questions about your data or data security please contact us data@keyringstore.com

Alternatively, if you prefer to write to us:

Data Controller, Keyring Store, 61-63 St Peters Street, Bedford, MK40 2PR.

What we collect

We may collect the following information, but only if entered into our site (or selected) by you (or someone sending to your name and address eg. a gift -see below about using third party data):

Name
Contact information including email address and phone number
Demographic information (your delivery address and/or billing address)
Information about products you have browsed on our site or have purchased

Third party data

Where you provide information about a friend/family member/colleague/associate or other person to whom you wish to send any of our products to their address (or any other address, for example work address), you are responsible for checking that you have their permission to use their data (for the information provided to us). As part of our terms and conditions (which need to be accepted as part of the ordering process), any person who places an order acknowledges they accept responsibility for the use of the information they provide to us, whether this be name, address, email or phone number as well as other data such as photographs used for personalised products. In particular, please ensure you have permission to submit their data to us for the fulfillment of the order (including name, address details and any people that may feature in photographs submitted to us for printing). We will assume permission has been sought when it is submitted to us. Once that information is transmitted to us, we will of course protect that information and store it securely.

We may additionally collect information (provided to us voluntarily) for personalised products:

Information provided to us in text fields (information you would like to be transferred to a product)
Photographic material provided to us

If you visit our website, we use software that allows us to (potentially) communicate online with you. This software may identify your IP address but no personally identifyable information is recorded or associated with you (unless of course you specifically register or order with us). See below regarding cookies.

What we do with the information we gather:

We require this information to fulfil an order placed by you, and in particular for the following reasons:

Internal record keeping / business accounts (but your data is not shared with any third party in this regard with the possible exception of professional accountants or HMRC who themselves strictly follow data regulations -however the data would not be collected, only viewed in relation to our business accounting).
If you have specifically opted-in, we may periodically send promotional emails ("newsletters") about new products, special offers or other relevant information using the email address which you have provided, but only if you have specifically opted-in. We have never assumed consent for newsletters (by email or other means) and so our principles have always respected customer privacy and what the GDPR has now set out officially.
To deliver your order. Your Name and address information (and possibly your email address and phone number) will be provided to the courier company or postal service (and on rare occasions to our suppliers who may deliver your order on our behalf. Our suppliers all follow the same strict standards of data security - the vast majority of our orders are fulfilled directly by us and passed directly to courier/postal services). Your name and address is used to identify you and your address and your email and phone number might be used to notify you with order updates (which may come from us or from the courier). Your contact information may also be used by the courier in the process of delivering your order (for example if the driver is unable to find your location). Your information, once passed to the delivery company/postal service, will be protected by their respective privacy policy.

What we will not do with the information we gather:

We will never communicate promotional information by:
Telephone (this means of communication would only ever be used to ask a question specifically about your order or the delivery of your order). Most often we do not call (except to return a call or an urgent question about your order, to minimise delay).
Email (except where you have specifically opted-in to receive this information)
We may send promotional material (related to our business) along with an order, by post, but we would not usually send any marketing material specifically by post.

Your information will never be sold or passed onto any other organisation for marketing purposes under any circumstances.

Your information will not be passed on for other reasons, except:

Where we are required to do so by law

In communication with delivery companies (for example Royal Mail, couriers) to resolve any issues

Where you request credit, to check your data with credit agencies (only where credit is requested/offered). This would only affect business customers in a business-to-business scenario so in almost all circumstances, would not be relevant.

Where you have specifically opted-in to receive newsletters and other promotional material from us (we may use a third party software (with their own strong privacy rules) to deliver online marketing material.

Payment Security

We do not hold or process financial information. This is processed as part of the payment process where you will momentarily leave our site to a specialst card processor/PayPal and after successful transaction will automatically return to our website. We only know the type of payment method used (eg. PayPal or Card type). We are not aware of any further details such as card numbers etc. PayPal do inform us of the PayPal email address (if used) but this is held in the PayPal system and protected by PayPal privacy policy. We encourage you never to (and will never ask you to) communicate your card details to us by email as we do not handle this information directly and potentially puts your data at risk (if any such confidential information is received in this way, it will be destroyed). Information provided to us (your name, address, phone, email) may be passed to the payment processor (or you may already have this information stored by them, eg PayPal). This is necessary data transfer for us to be able to receive payment and fulfill your order as part of our self-service e-commerce website (online store).

Information/Data Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. We use SSL security to protect information that is communicated between you and us. However, it is important to ensure a secure password is used to best protect your data. Your information is rarely printed (other than to fulfill your order, postage labels, invoice etc). If we have printed any information for any reason it is always shredded and disposed of securely. Although we put in measures to minimise any risks to data and to protect your data, you should be aware that transmission of information can never be 100% completely secure.

Data Retention

We will only retain your data for as long as required for legal, reporting and accounting reasons. Also, for the purposes of fulfilling your order and sending information (with your prior permission) this data will be retained. You may request that your information is removed at any time by contacting data@keyringstore.com or if you have any further questions about our data retention periods, please also contact data@keyringstore.com

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over third party websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites that are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

If you do not wish to receive information/newsletters/offers (other than information about your order), do not tick boxes to request information.

If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by emailing us data@keyringstore.com.

We will not distribute your personal information to third parties except in exceptional circumstances (as outlined above, for example if we are required to do so by law).

Your data

If you would like information about any data held on you, please contact data@keyringstore.com

You may request details of personal information which we hold about you under the Data Protection Act (UK) and GDPR (EU). There is no cost for this. If you would like a copy of the information held on you please email Keyring Store. If you would like a copy of the information held on you and would also like any information removed, please first request the information held on you before requesting that it is removed. We will of course process either or both requests.

When requesting data, we will aim to provide this as soon as possible and will do this within one month. In order to protect your data we may request additional information from you to confirm your identity. This may include providing us some information about information we may hold (to prove your identity). We cannot divulge any data without correct verification, so please be prepared to provide at least some information.

If you believe that any information we are holding on you is incorrect or incomplete, please email us as soon as possible data@keyringstore.com. We will promptly correct any information found to be incorrect.

If you would like your information reviewed or removed, please contact data@keyringstore.com and we will address your request as soon as possible.

This statement is Copyright The Keyring Store.

Last updated May 22nd 2018 / effective: May 25th 2018