At Scot-Petshop our customers come first, we want our customers to have a safe, secure and enjoyable experience whilst visiting our site. We recognise that the correct and lawful treatment of personal data will maintain confidence in our organisation. Protecting the confidentiality and integrity of personal data is a critical responsibility that we take seriously. We want you to be confident that your data is safe and secure with us at all times and understand how we use it to offer you a more unique and personalised shopping experience.
All our managers are responsible for ensuring their area and reports comply with this Data Protection Policy. The Data Protection Manager is responsible for overseeing this Data Protection Policy and, as applicable, developing further related policies and guidelines. That post is held by Heather Smith, Tel: 01506 444868.
Poobagsdirect may change this policy periodically by updating this page. You should return to this page every so often to ensure that you are happy with any changes we have made. This policy is effective from 15 May 2018
What’s covered In This Policy
We at Scot-Petshop are committed to doing what’s right when it comes to the collection, use and protection of your personal data. This privacy and cookies policy covers the following:
- sets out the types of personal data that we collect
- explains how and why Scot-Petshop collects and uses your personal data
- explains when and why we will share personal data within the Scot-Petshop group and with other organisations
- explains your rights and choices when it comes to your personal data
We want you to be clear about what this Policy covers. This Policy applies to you if you use our services
Using our Services means:
shopping with us online, over the phone or by using any of our websites or mobile applications.
This Policy also applies if you contact us or we contact you about our products or services.
Our business may need to collect and use personal data to provide you with products and services and for certain other purposes.
Information / Personal Data We Collect when buying or registering and why?
When you choose to buy from us you are entering into a contract. You can choose to make a one off order as a guest without registering or to set up an account, either way in order for us to set this up we will ask you to provide us with personal data. For customers ordering and checking out as a guest we will only obtain transaction based data
full name and title
full address details including postcode; billing and delivery
contact telephone numbers; landline and mobile
orders and receipts
notes made whilst ordering from conversations or requests
*we do not store payment details, you will be referred to Worldpay to complete and pay for your online order. We take payment details for telephone orders bit do not store this information once your transaction is complete.
your comments and product reviews
your login ID (registered customers only)
when you contact us regarding an issue or complaint
We may also gather information regarding various devices used whilst accessing our sites such as desktop, laptop or mobile phone, this may also include your IP address. For further information on our Cookies and tracking please view our Cookies notice.
How we use your personal data
Data protection states that we can only use or share your personal data obtained if and when we have a legitimate reason to do so,
Contract – the personal information provided to us allows us to complete our contractual agreement of processing and fulfilling your order. For sending emails, flyers with your deliveries on promotions, products and services we provide that may be of interest to you.
Consent – your agreement for us to use your personal data in this way
Legitimate Interests – For Scot-Petshop to manage our business and provide our customers with the best products and highest level of customer service and care. i.e Transferring of your data to third party delivery partners.
Legal Obligation – Statutory or other legal requirements to share your information i.e if requested to by law.
If you choose not to share your personal data with us or refuse certain contract permissions it may result in us not being able to provide some services that you may requires i.e if we have no consent to contact you we may not be able to let you know personally If a particular out of stock item is back in inventory.
Below is an easy to view list of ways we may use your personal information.
|Reasons for using your personal information for||Our Reason for use||Our Explanation of legitimate interest|
|Setting up your Scot-Petshop Account||Legitimate Interest||For accurate and efficient processing of your details.|
|Processing your order / payment||Fulfilling our contractual obligations / Legitimate Interest||Without this information we cannot process your order and comply with our contractual obligation. Payment processing securely by telephone via worldpay and online via worldpay or paypal|
|Notify you of your order status||Legitimate Interest||To be efficient in delivering updates on your order status throughout. To improve our service.|
|Managing your account / customer service / queries / refunds / customer complaints. Including transfer to third parties who undertake customer services, communication on our behalf i.e couriers||Legitimate Interest / Contractual Obligations / Legal Obligation||Handling of customer contacts in an effective and efficient manner. Up to date record keeping. We may keep your details for a reasonable time afterward to fulfil obligations of refunds etc. Help improve processes and services we provide. Complying with any legal obligations or regulations.|
|Marketing communications, online advertising, special offers, new lines and sales.||Legitimate Interest||Improving customer interaction. Product and service development. Improve website look and functionality to attract and retain customers.|
|Website and service enhancement notifications that may be of interest||Legitimate Interest||Improving customer interaction. Product and service development. Improve website look and functionality to attract and retain customers.|
|Maintain network and security (Protect our business)||Legitimate Interest||For the security of our network to help maintain confidentiality and safety of your personal information stored by us. Update and safeguard your account.|
You are free to opt out of hearing from us by post or email communications at any time.
Sharing your personal details with others
Generally we are not allowed to share your personal details with others however we do work with a number of trusted suppliers and businesses in order to provide an excellent level of customer service i.e delivery companies for the safe receipt of our goods, IT Companies for our business website support or payment processing services.
Some examples for third parties we may share your data with.
Delivery companies – we use Royal Mail, Parcelforce and DPD. In order to guarantee the safe delivery of your order / goods we work with the above delivery companies. We will only supply them with limited information relevant to the delivery of your order i.e full name, address, contact telephone numbers, notes provided by you relevant to delivery.
IT Companies – To businesses that design, help and support our website and other business systems
Payment processing companies – we work with Worldpay and paypal, both trusted payment processing providers in order to take and manage your payments securely. We will only supply them with limited information relevant to the successfully process your payment
Marketing companies – we may work with marketing companies to manage emails / electronic communications, surveys and product review requests.
Social media sites / Google – to show products that may be of interest to you, this is based on marketing consent ad acceptance of cookies on our website.
Fraud management and prevention; we may ourselves or if requested to by law enforcement bodies process and share your personal data or information regarding fraudulent or potentially fraudulent activity to protect our business and to comply with laws in place to prevent fraud and money laundering.
Fraud prevention agencies have a right to store your personal data for different periods of time, in some cases they are permitted to hold your data for up to 6 years.
Your rights – your personal data is protected by legal rights, you have a legal right to request for your personal data held by is to be erased, amended or to be made accessible to you. You can also object to the processing of your personal data by us.
International transfer of your personal data outwith the EU
Information provided to us by you may on occasion be transferred to a “third country” which is out with the EU. Although your personal data we hold is stored in the UK on occasion our IT web designer and host may have to speak to speak to IT departments in the middle or far east for support.
We also work with partners / suppliers that may use cloud hosted technology. Data security is key and we ensure partners conform to appropriate accreditations
We will contractually ensure the confidentiality and security of your personal data at all time if and when we transfer any information out with the EU.
Retaining your personal data – how long do we keep your information
A number of factors determine the length of time we store your personal data collected. We will never keep any data for longer than contractually required.
If you hold an account with us we will keep your data for the length of time your account remains active then for up to 6 years afterward in case of any requirement to bring or defend a legal claim.
Period data held – the law requires us to hold persona data we have for a reasonable length of time (as stated above) or delete it sooner.
Exercise your rights – you have the right to request for your data to be erased (where it applies). All data not permitted for any other reason or by law will be erased.
Bringing or defending a legal claim – we will retain your personal information for the duration of the proceedings and until we are sure no further appeals are possible.
What are your rights over personal data held
Data Subject Rights; you are entitled to at any time request any of the following information or amendments. For further detailed information please visit the Information Commissioners Website at www.ico.org.uk
- Right of access – the right to request full access to your personal information held by us and information relating to how we process this data
Right to rectifications – the right to obtain without undue delay the rectification of inaccurate or incomplete personal data completed.
Right to erasure (‘right to be forgotten’) – to simply have your personal data held by us erased, call us, email us or complete our contact form
Right to restriction of processing – right to restriction of processing of the processing of personal information
Right to data portability – right to data portability allows individuals to obtain and reuse their personal data for their own purposes across different services.
Right to object – object to the processing of your personal data
Rights in relation to automated decision making and profiling – automated individual decision-making (making a decision solely by automated means without any human involvement); and profiling (automated processing of personal data to evaluate certain things about an individual).
What are Cookies?
Cookies are small files which are stored on a user’s computer. They are designed to hold a modest amount of data specific to a particular client and website, and can be accessed either by the web server or the client computer. Cookies are not harmful and do not contain any personal data i.e date of birth or your home address.
There are four main types of cookies – here’s how and why we use them.
Site functionality cookies, strictly necessary – these cookies allow you to move around and navigate our site and give you the ability to use our website features like setting up an account and adding products to your basket. Without these cookies it is impossible to set up an account and use our site. These cookies do not gather information that could be used for marketing purposes.
Simply they allow you to set up and account, log in then enhance and personalise your customer experience whilst shopping with us.
Site analytics / performance cookies – In order to keep our site, services and products relevant plus up to date and easy to use we use web analytical cookies allowing us to measure and analyse how our customers use our site and on what devices. Improving both functionality and enhancing shopping experiences for our customers.
Functionality cookies – when you are browsing our site, these cookies will remember the choices that you make (like your username, language or location), so we can enhance your shopping experience, making it seamless and as personal as we possibly can. We only use this information internally to serve you with advertising relevant to you.
Targeting, marketing or advertising cookies – these cookies are used to deliver ads of interest and relevant to you. They also limit the number of times our ads will be visible to you and help us measure the effectiveness of our marketing communications
Are Cookies safe and secure?
Yes, cookies are safe. There is a lot of concern about privacy and security on the internet. Cookies do not in themselves present a threat to privacy, since they can only be used to store information that the user has volunteered or that the web server already has. More information can be found at http://www.allaboutcookies.org/
Managing Cookies – Turning Cookies Off
It is possible to your cookies off however this will impact on you experience whilst visiting our site due to limited functionality.
Changing cookies settings, of you would like to be informed each time a cookie is about to be used you are required to change your cookies setting within your web browser.
To disable cookies you need to amend your web browser settings, view your web browser “help” tab. The method for deleting them will vary depending on which browser you are using.
Third party cookies – Tracking Cookies
We allow selected third parties who assist is with marketing to place cookies when you visit our site to assist us with target marketing of relevant ads. The sites we use are Google Analytics, Facebook Connect, Google Tag manager
You can opt out of google analytics by installing a Google Analytics opt out browser add on at the Google-Analytics-opt-out page
Our cookies notice was last updated on 15th May 2018