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Privacy Policy

Protecting your personal details on our website.

Last updated: 14 May 2018

Karelia House Ltd (registered number 160256), whose registered office is at Karelia House, Keltneyburn, Aberfeldy, Perth And Kinross, PH15 2LS, knows that you care how information about you is used and shared and we appreciate your trust in us to do that carefully and sensibly. This notice describes our privacy policy and forms part of our website terms and conditions ('Website Terms').

By accepting our Website Terms or by visiting Karelia House Ltd ('the Website') you are accepting and consenting to the practices described in this Privacy Policy. 

The Website is brought to you by Karelia House Ltd. Karelia House Ltd believes it is important to protect your Personal Data (as defined in the Data Protection Act 2018) and we are committed to giving you a personalised service that meets your needs in a way that also protects your privacy. This policy explains how we may collect Personal Data about you. It also explains some of the security measures we take to protect your Personal Data, and tells you certain things we will do and not do. You should read this policy in conjunction with the Website Terms.

When we first obtain Personal Data from you, or when you take a new service or product from us, we will give you the opportunity to tell us if you do or do not want to receive information from us about other services or products (as applicable). You can normally do this by ticking a box on an application form or contract. You may change your mind at any time by emailing us at the address below.

Some of the Personal Data we hold about you may be 'sensitive personal data' within the meaning of the Data Protection Act 2018, for example, information about your health or ethnic origin.

1.Collecting Information

We may collect Personal Data about you from a number of sources, including the following:

1.1From you when you agree to take a service or product from us, in which case this may include your contact details, No Bank details or payment details will be stored and will be entered directly via our secure site with our payment partner Sagepay. Any telephone order payments will be imputed directly into the handheld payment terminal and will not be sored.

1.2From you when you contact us with an enquiry or in response to a communication from us, in which case, this may tell us something about how you use our services.

1.3From documents that are available to the public, such as the electoral register.

1.4From third parties to whom you have provided information with your consent to pass it on to other organisations or persons.

2.Using Your Personal Information

2.1Personal Data about our customers is an important part of our business and we shall only use your Personal Data for the following purposes and shall not keep such Personal Data longer than is necessary to fulfil these purposes:

2.1.1To help us to identify you when you contact us. 

2.1.2To help us to identify accounts, services and/or products which you could have from us or selected partners from time to time. We may do this by automatic means using a scoring system, which uses the Personal Data you have provided and/or any information we hold about you and Personal Data from third party agencies (including credit reference agencies). 

2.1.3To help us to administer and to contact you about improved administration of any accounts, services and products we have provided before, do provide now or will or may provide in the future. 

2.1.4To allow us to carry out marketing analysis and customer profiling (including with transactional information), conduct research, including creating statistical and testing information. 

2.1.5To help to prevent and detect fraud or loss. 

2.1.6To allow us to contact you in any way (including mail, email, telephone, visit, text or multimedia messages) about products and services offered by us where 

2.1.6.1these products are similar to those you have already purchased from us, 

2.1.6.2you were given the opportunity to opt out of being contacted by us at the time your Personal Information was originally collected by us and at the time of our subsequent communications with you, and 2.1.6.3you have not opted out of us contacting you.

2.1.7To allow us to contact you in any way (including mail, email, telephone, visit, text or multimedia messages) about products and services offered by us and selected partners where you have expressly consented to us doing so. 

2.1.8We may monitor and record communications with you (including phone conversations and emails) for quality assurance and compliance. 

2.1.9We may check your details with fraud prevention agencies. If you provide false or inaccurate information and we suspect fraud, we will record this.

2.2We will not disclose your Personal Data to any third party except in accordance with this Privacy Policy. 

2.3We may allow other people and organisations to use Personal Data we hold about you in the following circumstances:

2.3.1If we, or substantially all of our assets, are acquired or are in the process of being acquired by a third party, in which case Personal Data held by us, about our customers, will be one of the transferred assets.

2.3.2If we have been legitimately asked to provide information for legal or regulatory purposes or as part of legal proceedings or prospective legal proceedings. 

2.3.3We employ companies and individuals to perform functions on our behalf and we may disclose your Personal Data to these parties for the purposes set out in clause 2.1 or, for example, for fulfilling orders, delivering packages, sending postal mail and email, removing repetitive information from customer lists, analysing data, providing marketing assistance, providing search results and links (including paid listings and links) and providing customer service. Those parties are bound by strict contractual provisions with us and only have access to Personal Data needed to perform their functions, and may not use it for other purposes. Further, they must process the Personal Data in accordance with this Privacy Policy and as permitted by the Data Protection Act 2018. From time to time, these other people and organisations to whom we may pass your Personal Data may be outside the European Economic Area. We will take all steps reasonably necessary to ensure that your Personal Data is treated securely and in accordance with this Privacy Policy and the Data Protection Act 2018.

2.4Where you give us Personal Data on behalf of someone else, you confirm that you have provided them with the information set out in this Privacy Policy and that they have not objected to such use of their Personal Data.

2.5In connection with any transaction which we enter into with you: 

2.5.1We may carry out with one or more licensed credit reference and fraud prevention agencies: 

2.5.1.1credit checks where you have given us your express consent, and

2.5.1.2fraud prevention checks. We and they may keep a record of the search. Information held about you by these agencies may be linked to records relating to other people living at the same address with whom you are financially linked. These records will also be taken into account in credit and fraud prevention checks. Information from your application and payment details of your account will be recorded with one or more of these agencies and may be shared with other organisations to help make credit and insurance decisions about you and members of your household with whom you are financially linked and for debt collection and fraud prevention. This includes those who have moved house and who have missed payments. 

2.5.2If you provide false or inaccurate information to us and we suspect fraud, we will record this and may share it with other people and organisations. We, and other credit and insurance organisations, may also use technology to detect and prevent fraud. 

2.5.3If you need details of those credit agencies and fraud prevention agencies from which we obtain and with which we record information about you, please write to our Data Protection Manager at Karelia House Ltd, Karelia House, Keltneyburn, Aberfeldy, Perth And Kinross, PH15 2LS. 

3.Protecting Information

We have strict security measures to protect Personal Data.

3.1We work to protect the security of your information during transmission by using Secure Sockets Layer (SSL) software, which encrypts information you input.

3.2We reveal only the last five digits of your credit card numbers when confirming an order. Of course, we transmit the entire credit card number to the appropriate credit card company during order processing. 

3.3We maintain physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of personally identifiable customer information. Our security procedures mean that we may occasionally request proof of identity before we disclose personal information to you. 

3.4It is important for you to protect against unauthorised access to your password and to your computer. Be sure to sign off when you finish using a shared computer.

4The internet

4.1If you communicate with us using the internet, we may occasionally email you about our services and products. When you first give us Personal Data through the Website, we will normally give you the opportunity to say whether you would prefer us not to contact you by email. You can also always send us an email (at the address set out below) at any time if you change your mind. 

4.2Please remember that communications over the internet, such as emails and webmails (messages sent through a website), are not secure unless they have been encrypted. Your communications may go through a number of countries before they are delivered - this is the nature of the internet. We cannot accept responsibility for any unauthorised access or loss of Personal Data that is beyond our control. 

5.Cookies

When we provide services, we want to make them easy, useful and reliable. This sometimes involves placing small amounts of information on your computer. These are called 'cookies'.

These cookies cannot be used to identify you personally and are used to improve services for you, for example through:

- Letting you navigate between pages efficiently 

- Enabling a service to recognise your computer so you don't have to give the same information during one task 

- Recognising that you have already given a username and password so you don't need to enter it for every web page requested 

- Measuring how many people are using services, so they can be made easier to use and that there is enough capacity to ensure they are fast

To learn more about cookies, see:

www.allaboutcookies.org 

www.youronlinechoices.eu 

www.google.com/policies/technologies/cookies/

Users typically have the opportunity to set their browser to accept all or some cookies, to notify them when a cookie is issued, or not to receive cookies at any time. The last of these options, of course, means that personalised services cannot be provided and the user may not be able to take full advantage of all of a website's features. Refer to your browser's Help section for specific guidance on how it allows you to manage cookies and how you may delete cookies you wish to remove from your computer.

Multiple cookies may be found in a single file depending on which browser you use.

The cookies used on this website have been categorised based on the categories found in the ICC UK Cookie guide, as follows:

Category 1: strictly necessary cookies

These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Without these cookies services you have asked for, like shopping baskets or e-billing, cannot be provided.

6.Links

6.1The Website may include third-party advertising and links to other websites. We do not provide any personally identifiable customer Personal Data to these advertisers or third-party websites.

6.2These third-party websites and advertisers, or internet advertising companies working on their behalf, sometimes use technology to send (or 'serve') the advertisements that appear on the Website directly to your browser. They automatically receive your IP address when this happens. They may also use cookies, JavaScript, web beacons (also known as action tags or single-pixel gifs), and other technologies to measure the effectiveness of their ads and to personalise advertising content. We do not have access to or control over cookies or other features that they may use, and the information practices of these advertisers and third-party websites are not covered by this Privacy Policy. Please contact them directly for more information about their privacy practices. In addition, the Network Advertising Initiative offers useful information about internet advertising companies (also called 'ad networks' or 'network advertisers'), including information about how to opt-out of their information collection.

6.3We exclude all liability for loss that you may incur when using these third party websites.

7.Further Information

7.1If you would like any more information or you have any comments about our Privacy Policy, please either write to us at Data Protection Manager, Karelia House Ltd, Karelia House, Keltneyburn, Aberfeldy, Perth And Kinross, PH15 2LS, or email us at sales@kareliahouse.co.uk.

7.2We may amend this Privacy Policy from time to time without notice to you, in which case, we will publish the amended version on the Website. You confirm that we shall not be liable to you or any third party for any change to this Privacy Policy from time to time. It is your responsibility to check regularly to determine whether this Privacy Policy has changed. 

7.3You can ask us for a copy of this Privacy Policy and of any amended Privacy Policy by writing to the above address or by emailing us at sales@kareliahouse.co.uk. This Privacy Policy applies to Personal Data we hold about individuals. It does not apply to information we hold about companies and other organisations. 

7.4If you would like access to the Personal Data that we hold about you, you can do this by emailing us at sales@kareliahouse.co.uk or writing to us at the address noted above. 

7.5We aim to keep the Personal Data we hold about you accurate and up to date. If you tell us that we are holding any inaccurate Personal Data about you, we will delete it or correct it promptly. Please email us at sales@kareliahouse.co.uk or write to us at the address above to update your Personal Data.

 

GDPR UPDATES in accordance with GDPR 2018

The basis for which we use your personal data:

Purpose/Activity Type of data Lawful basis for processing and legitimate interest
To register you as a new customer and as a member of our community (a) Identity
(b) Contact
Performance of a contract with you
To process and deliver your order including:
  • Manage payments, fees and charges and refunds
  • Collect and recover money owed to us
  • Sending order confirmations and delivery updates
  • Fraud prevention
(a) Identity
(b) Contact
(c) Financial
(d) Transaction
(e) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to recover any debts due to us)
To manage our relationship with you which will include:
  • Notifying you about changes to our terms or privacy policy
  • Asking you to leave a review or take a survey
(a) Identity
(b) Contact
(c) Profile
(d) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests
(d) Based on your consent.
To enable you to partake in a prize draw, competition or complete a survey, and to fulfil any orders for competition prizes (a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary for our legitimate interests
To administer and protect our business and this website (a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile
(a) Necessary for our legitimate interests
(b) Necessary to comply with a legal obligation
To deliver relevant website content and postal or electronic marketing to you and measure or understand the effectiveness of the marketing we serve to you, including to target advertising to you on our website and third party websites that is relevant to your interests (a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communications
(f) Technical
Necessary for our legitimate interests
To use the data to find out what products you like, improving our website, products and experiences with us. (a) Identity
(b) Contact
(c) Profile
(d) Usage (e) Marketing and Communications
(f) Technical
(g) Transactions

DATA RETENTIONS

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect of our relationship with you.

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, regulatory, tax, accounting or other requirements.

In some circumstances you can ask us to delete your data: Your legal rights are stated below for further information.

In some circumstances we will 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. LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:

You have the right to:

Right to access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Right to rectify of personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Right to erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law.

Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes.

In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

  • If you want us to establish the data's accuracy.
  • Where our use of the data is unlawful but you do not want us to erase it.
  • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
  • You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you in an electronic machine readable format.

Right to Withdraw consent at any time you have the right to withdraw or change your consent at any time.

Right to lodge a complaint with a supervisory authority. We would direct you to ico.org.uk

Should you wish to exercise your rights, please email sales@kareliahouse.co.uk

Third party apps and websites

If you use any third party apps or websites to access our services or website, you are subject to the third party’s terms and conditions, cookies and privacy notice. For example if you are using any of our social media platforms, it will be subject to the terms and conditions and privacy policy of the social media platform you are on.

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