This privacy notice will change from time to time – particularly if we change the way we collect or use your personal information. It was last updated on 24th May 2018.
At Cottage Coppicing, we fully understand how important privacy is to every one of our visitors and customers. We collect, use, store and retain your personal data in line with data protection legislation. This privacy notice aims to provide as much information as possible to help you understand how we look after your data, what your legal rights are in relation to that information – and how you can contact us if you have any questions or queries about how we look after your personal information.
How is your personal information used? – The basics
Most contact with Cottage Coppicing is through our shop on Etsy. Other areas of contact are
· Our Facebook Page / Facebook Messenger
*We do not take orders through Twitter or Instagram – if you contact us there, we will give you our email details, or direct you to Etsy. Your details will be deleted from the message section of Twitter / Instagram when we receive your message on those other platforms.
When we receive your message, the details you provide will be kept only to answer your query or to process your order.
If you purchase from us, these systems are used for processing payments:
· Cottage Coppicing shop on Etsy
You will be sent an invoice via PayPal
If you purchase from us, your order will be posted to you either via Royal Mail or MyHermes. We do not have a contract with either company – we use their standard mail services.
Cottage Coppicing and marketing materials
Cottage Coppicing does not currently have a newsletter or send out any kind of marketing materials, but we may do that in future. If that happens, this policy will be updated, and we will only send that information to those who have specifically asked to receive it. Information sent to us via any of the methods mentioned above are currently used only to answer a specific query or to process an order as applicable.
How your personal information is used – The more technical bits
In this section, we try to explain the type of information we will collect or process, why we do that and how it is done. We can only process your information if we have a “legal basis” for doing that. There are 6 of those listed in the General Data Protection Regulation (GDPR). In this notice, we explain which of these apply in each case.
If you visit our website, we may process data about your use of the site (this is technically called “usage” data”). This would include information such as what pages of our site you visited, how long you spent on our website, if you got to our website through a link somewhere else (such as link from our Etsy shop) – or how often you visit our website. This type of information is gathered to help to continuously improve the website and services. We do not currently have any analytic software or plug-ins attached to the website.
Legal Basis – Legitimate Interest: administration of our website and services. Some usage information is also collected by Facebook and Etsy – to allow us to see where visitors are based and how they found those pages. We do not have access to the personal information gathered by these though – only the statistics.
Contact and enquiry information
We may process information about you to answer your query or process an order. This may include your name, address, email address, postal address and telephone number – depending on what information you provide to us. We will receive this either directly from you for example in an email, or Facebook message, or from Etsy which you authorised Etsy to provide to me. In all cases we receive only the information you choose to provide – and it will be used to correspond with you until your query is resolved. (If correspondence leads to a purchase we will require and process further information – please see the section “Ordering and Purchasing Information”.
Legal Basis – Consent OR the performance of a contract between you and us, and/or taking steps, at your request to enter into a contract OR legitimate interests, in particular managing relationships with our customers.
Feedback and other information that you send to us
We may process information you send to us for publication on our website – for example, if you email feedback on an order you have received, we may share this on our website and/or social media platforms. We will always ask you if it is OK to use your personal information in this way.
Legal basis – Consent: if you have sent this information by private communication channels (such as email) then we will ask for your consent to publish this. (NOTE – if you have posted the information on any of our public sites (social media channels) we do not require consent as you have chosen to make this public – and it is therefore exempt from data protection provisions. However, we will endeavor to contact you to check if it may be shared on other social media channels)
Ordering and purchasing information
You can order from us in two ways – by contacting us directly through one of our social media channels or our email address – or by making a purchase through our Etsy shop. If you wish to order through our social media channels you will be asked to provide (through a private message) your email address. This is so that we can generate an invoice, which will be sent via PayPal to the email address you provide.
PayPal will ask you for further contact details – such as your address, and for payment information (credit card or account details). If you order through Etsy, you do this directly through that site – and will be asked for the same type of information.
Cottage Coppicing does not receive any of your payment account details. We only receive the information we need to complete your order – the most important being your address, so that we can send your purchases to you.
Legal Basis – This processing is necessary for the performance of a contract between you and us, and/or taking steps, at your request to enter into a contract and our legitimate interests managing our business appropriately.
We may process any of the personal information mentioned in this policy – where necessary – for the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out of court procedure. We may process personal information for the purposes of obtaining or maintaining insurance coverage or obtaining professional advice in relation to business risk – however, this is unlikely.
Legal Basis – Legitimate Interest: The protection and assertion of our legal rights, your legal rights and the rights of others; the protection of our business against business risk.
We may also process personal information where we are required to do so to comply with any legal obligations to which we are subject – or where it is necessary to protect our vital interests or the vital interests of anyone else. (As specified in relevant legislation).
Is your data transferred outside of the UK or EU?
Cottage Coppicing is based in the UK, and only accesses your information on devices in the UK. The Cottage Coppicing website, email systems and the social media platforms are not all based in the UK/EU. This means that the data you provide may be held outside of the UK/EU – but I have made checks to make sure those companies are safe to use, and that they also comply with all the relevant information. (This means they either have a server in the UK/EU – or they are part of an agreement called the “Privacy Shield”. I’ve included links to the privacy information for each of them at the end of this document.
How long do we keep your data?
How long we keep your data will depend on why we have it. Mostly – it’s not long – we only keep your data as long as we need to answer your query or process your order. You can ask us to remove your details at any time.
We are required to keep our invoices and details of sales etc. – which might include your name and address, and sometimes your email address. This is a requirement – should we need to submit information to HMRC. But like everything else we do – that information is kept safe and secure and accessed only by Cottage Coppicing staff.
Data Protection legislation is in place to help protect your personal information – and give you control over how it is used. It gives you rights associated with your data, the main ones are listed below. They won’t always apply in every circumstance – but we will explain it to you if you choose to exercise any of your rights.
· Right to access – you can request copies of any information we hold about you
· Right to rectification – If you believe we have any of you details wrong, you can ask us to correct them
· Right to Erasure – You can ask us to delete any information we hold about you. This will apply only when we do not have a legal basis to retain that information.
· Right to Restrict or Object to Processing – this is controlling exactly what data we hold – you can ask us to stop using certain data or stop carrying out certain processes with your data.
The right to complain to a “Supervisory Authority” – an organisation that oversees Data Protection. This could be the Authority where you live, where you work – or the one for the UK, where we are based, which is the Information Commissioners Office.
As I have already mentioned – where we rely on consent to process your data, you can withdraw that consent at any time.
How to contact me
For purposes of EU data protection law, I, Lisa Standley, am the data controller of your personal information. If you have any questions or concerns, you may contact me at firstname.lastname@example.org. Alternately, you may mail me at:
Lisa Standley, Cottage Coppicing, 5 Hazel Walk, Caerleon, NP18 3SE
LINKS TO EXTERNAL PRIVACY INFORMATION
Instagram is owned by Facebook, so you can find information on those same links
Royal Mail - https://www.royalmail.com/gdpr
My Hermes - https://www.myhermes.co.uk/privacy-policy.html
General Data Protection Regulation