This document was last updated on 12th September 2018.
This privacy notice provides you with details of how we collect and process your personal data through your use of our site www.thehouseofpalms.com and as a client/customer of The House of Palms’ goods or services, including any information you may provide through our site when you purchase a product or service, sign up to our newsletter or take part in a prize draw or competition.
By providing us with your data, you warrant to us that you are over 13 years of age.
The House of Palms is the data controller in most cases and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).
If you have any questions about this privacy notice, please contact us using the details set out below:
The House of Palms
Charlotte Stow / Kim Watson
5 Technology Park, Colindeep Lane, Colindale, London, United Kingdom, NW9 6BX
If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.
It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at firstname.lastname@example.org.
2. WHAT DATA DO WE COLLECT ABOUT YOU
Personal data means any information capable of identifying an individual. It does not include anonymised data.
We may process certain types of personal data about you as follows:
Identity Data may include your first name, maiden name, last name, username, marital status, title, date of birth and gender.
Contact Data may include your billing address, delivery address, email address and telephone numbers.
Financial Data may include your bank account and payment card details.
Transaction Data may include details about payments between us and other details of purchases made by you.
Technical Data may include your login data, internet protocol addresses, browser type and version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access this site.
Profile Data may include your username and password, purchases or orders, your interests, preferences, feedback and survey responses.
Usage Data may include information about how you use our website, products and services.
Marketing and Communications Data may include your preferences in receiving marketing communications from us and our third parties and your communication preferences.
We may also process Aggregated Data from your personal data but this data does not reveal your identity and as such in itself is not personal data. An example of this is where we review your Usage Data to work out the percentage of website users using a specific feature of our site. If we link the Aggregated Data with your personal data so that you can be identified from it, then it is treated as personal data.
The personal data described above may relate to any of the following categories of person:
our clients and clients’ personnel
our prospective employees and contractors
our current employees and contractors
third parties with whom we have contact by virtue of providing services
our contacts, professional advisors or others with whom we work in the context of our services
our prospective target clients
those who submit enquiries through our website or whose details are otherwise entered into our client relationship management system
As a client of The House of Palms, we may collect login information from you for your accounts or your client's in order to provide a product or service. We do not collect any other Sensitive Data about you. Other sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences.
We require your explicit consent for processing sensitive data, so when you submit your details, we will send you a further communication asking for you to confirm your consent to this processing.
Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver goods or services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time.
3. HOW WE COLLECT YOUR PERSONAL DATA
We collect data about you through a variety of different methods including:
Direct interactions: You may provide data by filling in forms on our site (or otherwise) or by communicating with us by post, phone, email or otherwise, including when you:
order our products or services;
work with us;
network online or offline with us;
create an account on our site;
subscribe to our service or publications;
request resources or marketing be sent to you;
enter a competition, prize draw, promotion or survey; or
give us feedback.
Third parties or publicly available sources: Depending on your settings or the privacy policies for other online services, you may give us permission to obtain information from your account with those other services such as analytics providers, advertising networks and search information providers. For example, this can be via social media or by choosing to send us your location data when accessing our Site from your smartphone. Upon acceptance of our policy, we can track your behaviour on our Site from social media, direct, referral, organic or email traffic using Facebook Pixel, Google Analytics and Squarespace Analytics. We may also receive personal data about you from public sources.
We do not make, and do not allow these third parties to make, any attempt to find out the identities of those visiting our Site.
4. WHY WE COLLECT YOUR PERSONAL DATA
We will only use your personal data when legally permitted. The most common uses of your personal data are:
Where we need to perform the contract between us.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal or regulatory obligation.
This may include:
to respond to any query that you may submit to us
to manage our relationship with you (and/or your business), including by maintaining our database of clients and other third parties for administration, and accounting and relationship management purposes
to complete our contractual obligations to you, or otherwise taking steps as described in our client Agreements (including any associated administration)
to carry out any relevant conflict checks
to send you any relevant information on our services and events that may be of interest to you using the email and/or postal address which you have provided, but only if you have given us your consent
to ensure that our Site's content is presented in the most effective manner for you and your device
to customise our Site according to your interests
to administer our Site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey responses
to allow you to participate in interactive features on our Site when you choose to do so
as part of our efforts to keep our Site safe and secure
to measure or understand the effectiveness of advertising we send to you and others, and to deliver relevant advertising to you
to comply with any other professional, legal and regulatory obligations which apply to us or policies that we have in place
as we feel is necessary to prevent illegal activity or to protect our interests.
Generally, we do not rely on consent as a legal ground for processing your personal data, other than in relation to sending marketing communications to you via email, customised online advertising or text message. You have the right to withdraw consent to marketing at any time by emailing us at email@example.com.
You will receive marketing communications from us if you have:
(i) requested information from us or purchased goods or services from us; or
(ii) if you provided us with your details and ticked the box at the point of entry of your details for us to send you marketing communications; and
(iii) in each case, you have not opted out of receiving that marketing.
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or] OR by emailing us at firstname.lastname@example.org at any time.
Where you opt out of receiving our marketing communications, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to find out more about how the processing for the new purpose is compatible with the original purpose, please email us at email@example.com.
If we need to use your personal data for a purpose unrelated to the purpose for which we collected the data, we will notify you and we will explain the legal ground of processing.
We may process your personal data without your knowledge or consent where this is required or permitted by law.
5. DISCLOSURES OF YOUR PERSONAL DATA
We may have to share your personal data with the parties set out below for the purposes set out in paragraph 4 above:
Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
HM Revenue & Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting of processing activities in certain circumstances.
Our bank for the purposes of preventing money laundering or terrorist financing, may require us to disclose your personal data on request to our bank from time to time where we hold monies
Our employees and contractors (under agreement)
Our data processors providing security, email security, data governance, archiving and other IT and business support services
Our email marketing platform provider and our website platform provider
Analytics and search engine providers that assist us in the improvement and optimisation of our website
Any third party you ask us to share your data with
Third parties to whom we sell, transfer, or merge parts of our business or our assets.
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
6. INTERNATIONAL TRANSFERS
We share your personal data within our company which involves transferring your data outside the European Economic Area (EEA).
Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria.
Many of our third parties service providers are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.
Whenever we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is implemented:
We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission; or
Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe; or
Where we use providers based in the United States, we may transfer data to them if they are part of the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.
If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.
Please email us at firstname.lastname@example.org if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
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 such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8. DATA RETENTION
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
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 requirements.
By law we have to keep basic information about our clients/customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being clients/customers for tax purposes.
In some circumstances you can ask us to delete your data: see below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
9. YOUR LEGAL RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:
Request access to your personal data
Request correction of your personal data.
Request erasure of your personal data.
Object to processing of your personal data.
Request restriction of processing your personal data.
Request transfer of your personal data.
Right to withdraw consent.
You can see more about these rights at:
If you wish to exercise any of the rights set out above, please email us at email@example.com.
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 may refuse to comply with your request in these circumstances.
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.
We try to respond to all legitimate requests within one month. Occasionally it may 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.
Choosing how we use your personal data
We understand that you trust us with your personal information and we are committed to ensuring you can manage the privacy and security of your personal information yourself.
With respect to the information relating to you that ends up in our possession, and recognising that it is your choice to provide us with your personal data, we commit to giving you the ability to do all of the following:
You can verify the details you have submitted to The House of Palms by contacting us: firstname.lastname@example.org. Our security procedures mean that we may request proof of identity before we reveal information.
You can also contact us by the same method to change, correct, or delete your personal information controlled by The House of Palms regarding your profile at any time. Please note though that, if you have shared any information with others through social media channels, that information may remain visible, even if your account is deleted.
You can unsubscribe from receiving marketing emails from us by clicking the “unsubscribe” link at the bottom of any email. Once you do this, you will no longer receive any emails from us unless you select you would still like to receive emails about an individual topic or you explicitly provide consent in future.
You can request a readable copy of the personal data we hold on you at any time. To do this, please contact us: email@example.com.
10. 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 notice of every website you visit.
12. QUESTIONS, REQUESTS AND COMPLAINTS
The House of Palms
Charlotte Stow / Kim Watson
5 Technology Park, Colindeep Lane, Colindale, London, United Kingdom, NW9 6BX
This document was last updated on 12th September 2018.
We use a system of classifying the different types of cookies which we use on the Site, or which may be used by third parties through our Site. The classification was developed by the International Chamber of Commerce UK and explains more about which cookies we use, why we use them, and the functionality you will lose if you decide you don't want to have them on your device.
You will not see the cookie banner again for 30 days once you have clicked continue on the cookie banner, however it will appear each time you visit the Site until you have clicked continue in order to provide you with the opportunity to share this data with us and have full access to the Site features.
WHAT ARE COOKIES?
Cookies are small files saved to your computer’s hard drive that track, save and store information about your interactions and usage of the Site. Cookies do lots of different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improve the User experience. You can find more information about cookies at www.allaboutcookies.org and www.youronlinechoices.eu.
WHAT TYPES OF COOKIES DO WE USE?
Persistent cookies - these cookies remain on a User's device for the period of time specified in the cookie. They are activated each time that the user visits the Site that created that particular cookie.
Session cookies - these cookies allow website operators to link the actions of a User during a browser session. A browser session starts when a User opens the browser window and finishes when they close the browser window. Session cookies are created temporarily. Once you close the browser, all session cookies are deleted.
WHAT CATEGORIES OF COOKIES DO WE USE?
Strictly necessary cookies - these cookies enable services you have specifically asked for. These cookies are essential in order to enable you to move around the Site and use its features, such as accessing secure areas of the Site.
Performance cookies - these cookies collect anonymous information on the pages visited. By using the Site, you agree that we can place these types of cookies on your device. These cookies collect information about how visitors use the Site, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don't collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how the Site works.
Functionality cookies - these cookies remember choices you make to improve your experience. By using the Site, you agree that we can place these types of cookies on your device. These cookies allow the Site to remember choices you make (such as your username, language or the region you are in) and provide enhanced, more personal features. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for such as watching a video or commenting on a blog. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites.
Third party cookies - these cookies allow third parties to track the success of their application or customise the application for you. Because of how cookies work we cannot access these cookies, nor can the third parties access the data in cookies used on our Site. For example, if you choose to ‘share’ content through Twitter or other social networks you might be sent cookies from these websites. We don't control the setting of these cookies, so please check those websites for more information about their cookies and how to manage them.
WHICH TRACKING SOFTWARE/CODES DO WE USE AND HOW DO WE USE IT?
When you visit the Site, we use the following third party services: Google Analytics, Squarespace Analytics and Facebook Pixel/Custom Events to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the Site. This information is only processed in a way which does not identify anyone. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the Site, but will not store, save or collect personal information. We do not make, and do not allow these third parties to make, any attempt to find out the identities of those visiting our Site.
HOW TO DISABLE COOKIES:
You can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies. You do this through your browser settings. Each browser is a little different, so look at your browser’s Help menu to learn the correct way to modify your cookies. You can also dismiss the cookie banner on our Site.
IF YOU DISABLE COOKIES IN YOUR BROWSER:
If you disable cookies, some features will be disabled. It will turn off some of the features that make your Site experience more efficient and some of our services will not function properly.
This document was last updated on 12th September 2018. .