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Effective Date: 19th May 2021

  1. Who we are

    1. Giftsite is a trading name of History & Heraldry Ltd. The Giftsite website displays information about the Giftsite platform, a set of software and services which allows a Retailer to set up their own website and ecommerce site to sell goods and services.
    2. History & Heraldry Ltd is located at 5 Denby Way, Hellaby Industrial Estate, Rotherham, S66 8HR. If you have any questions or concerns about how we use your data you can write to us at this address, phone us on 01709 730700, or email us at either privacy@giftsite.co.uk or privacy@historyheraldry.com
  2. Important Information

    1. Your privacy is important to Us. This Privacy Policy aims to give You information on how We collect and process Your personal data. Your use of Our web sites, and any engagement with Us on a commercial, marketing or correspondence basis (for example if You are or have been a customer, partner, contractor or supplier) will mean You accept the terms of this Policy.
    2. This website is not intended for children and we do not knowingly collect data relating to children.
    3. If You provide information about other people, please make sure You have their permission.
    4. For the purposes of data protection legislation, We are the Data Controller of your Personal Data.
    5. We aim to keep your Personal Data safe by using industry standard perimeter security and endpoint security systems, and through internal policies and procedures – all of which are reviewed periodically.
    6. It is important that You read this Privacy Policy together with any other similar Notice such as our Terms & Conditions of Service which We may provide from time to time when We are collecting or processing personal data about You so that You are aware of how and why we are using Your data. This Privacy Policy supplements the other notices and is not intended to override them.
    7. We may update the Policy from time to time without notice. It is Your responsibility to refer back to this Policy from time to time for the latest information.
    8. Throughout Our dealings with You, We seek to balance Our interests with Your rights.
  3. The personal information we collect and use

    1. Information collected by us:
      1. The table below shows the type of Personal and Sensitive data We hold. This data is held in a combination of electronic and paper-based solutions and systems.
        Customer Registered Interest (4) Supplier, Agent, Contractor Giftsite Retailer
        Name Yes (1) Yes Yes Yes
        PostalAddress Yes Sometimes Yes Yes
        Phone Number Yes (1) Sometimes Yes Yes
        Email Address Yes (1) Yes Yes Yes
        Credit Check Yes No No No
        Bank /Payment Details Yes (3) No Yes Yes
        Surveys, Competitions (5) Yes Yes No Yes

        Notes:

        1. We may store several names, phone numbers and email addresses for a customer. Sometimes this information will be personal such as a named individual with a personal email address and mobile number, and other times it maybe generic information e.g. accounts@example.com.
        2. Not applicable
        3. We store bank details if we make payments by cheque or BACS transfer. We do not store credit / debit card details as card payment processing is handled by secure connection to third party payment processors such as Stripe (we are PCI DSS compliant in this area).
        4. Someone who has registered an interest with Us would have provided consent to receive brochures, marketing emails, or other information about goods and services we supply.
        5. We need to capture personal information in order for Us to successfully run surveys, competitions and other promotions helping Us give You what You want.
      2. We may aggregate this data into an anonymised state for statistical analysis.
      2. In addition
    2. Information we collect automatically:
      1. Our web sites and other technologies automatically collect certain information (see below) to help Us administer, protect, and improve Our services; analyse usage; and improve users’ experience.
      2. Our Cookie Policy can be found at www.giftsite.co.uk/cookie-policy
      3. We may collect information about Your device each time You use a site. If You have an account with Us, We may collect information from or about the computers, phones or other devices where You log into Our services. We may associate the information We collect from your different devices, which helps Us provide consistent services across Your devices. Examples of the device information that We collect include operating system, hardware version, browser type and IP address
      4. We collect log information when You use Our website which includes amongst other things – device information; web browser type and language; how long You have been on Our web site; pages viewed, identifiers associated with cookies or other technologies that may uniquely identify Your device or browser, and pages You visit before or after navigating to Our website.
  4. How we use your personal information

    1. We use Your information in several different ways. The table below set this out in detail, showing what We do, and why We do it.
      Category of Personal Data Purpose for Processing Lawful basis – GDPR
      Name and contact details such as email address, phone number, postal address
      • Deliver services to you
      • Send you service messages by text, email or phone
      • Contact you about payments, invoices and credits
      • Legal agreements e.g. commercial contracts, setting up online account
      • Performance of a contract
      • Fraud prevention & detection
      • Legal obligation
      • Send you as a business representative information about our products and services
      • Legitimate interest – commercial
      • Send you as a individual information about our products and services
      • Consent
      Payment information
      • Make payments to you
      • Performance of a contract
      • Fraud prevention and detection
      • Legal obligation
      Contact history e.g. by phone, email
      • Provide customer service and support
      • Legitimate interest
      • Fraud prevention and detection
      • Legal obligation
      Information about the technology you use to access and use our systems e.g. phone, PC
      • Improve our website, set defaults such as language
      • Legitimate interest
      1. Legitimate Interest means the interest of Our business in conducting and managing Our business to enable Us to give You the best service, the best products and the best and most secure experience. We assess any potential impact on You (both positive and negative) before We process your Personal Data for our legitimate interests. We do not use Your Personal Data for activities where Our interests are overridden by the impact on You (unless we have Your consent or are otherwise required or permitted to by law).
      2. Performance of Contract means processing Your data where it is necessary for the performance of a contract such as the supply of goods and services, and purchasing to which You are a party. Where there is an intention or possibility of a contract existing between Us We may also process Your personal data.
      3. Comply with a legal or regulatory obligation means processing Your personal data where it is necessary for compliance with a legal or regulatory obligation that We are subject to. This typically includes fraud prevention and detection which in practice is used sparingly. But could include instructons from law enforcement, courts or regulatory authority.
      4. Consent means You have agreed We can send You promotional and marketing information about Us and Our products and services. You can remove consent at any time by contacting us at privacy@giftsite.co.uk, privacy@historyheraldry.com or 01709 730700, or by clicking on unsubscribe links in emails.
  5. Who we share your personal information with

    1. We share Your data with the following categories of companies as an essential part of being able to provide Our services to You:
      1. Members of the History & Heraldry Ltd group of companies, as sometimes different entities in Our group are responsible for different activities
      2. Companies that process transactions on Your behalf such as payment card processors, parcel carriers and hosting companies
      3. Professional service organisations such as marketing providers, Search Engine and IT partners who help Us run Our business
      4. Credit reference agencies, law enforcement and fraud prevention agencies, so We can help tackle fraud. This includes any third parties relating to court orders as part of legal proceedings
      5. Companies approved by You
    2. Wherever possible we aim not share your personal information with any other third party.
    3. We are not responsible for content on third party websites.
  6. How long Your personal information will be kept

    1. We will retain Your information for as long as You have an Account, or as long as is needed to be able to provide the services to You, or (in the case of any contact You may have with our Support team) for as long as is necessary to provide support-related reporting and trend analysis.
    2. If reasonably necessary or required to meet legal or regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our terms and conditions, We may also retain some of Your information as required, even after You have closed Your Account or it is no longer needed to provide the services to You.
  7. Further information

    1. Further information on privacy and data related matters can be obtained by contacting us at privacy@giftsite.co.uk, privacy@historyheraldry.com or 01709 730700 where we will try and respond to your request within 4 weeks unless the request is particularly complex.
    2. Information is also available from the Information Commissioners Office at https://ico.org.uk/
  8. Definitions

    1. Account: The Customer Account We create to administer your use of the Giftsite platform and process payments to you.
    2. Agreement: The Retailer User Agreement.
    3. Controller: Data Controller as defined by Data Protection legislation.
    4. Customer: The Retailer’s customer, typically a member of the public buying goods from the Website.
    5. Data Protection Legislation: UK legislation relating to data protection including but not limited to GDPR (General Data Protection Regulation (EU) 2016/679 merged into UK law as part of Brexit), and the Data Protection Act 2018.
    6. Data Subject: The identified or identifiable living individual to whom personal data relates.
    7. Giftsite: The e-commerce platform and services operated by HHistory & Heraldry Ltd.
    8. Policy: This Privacy Policy.
    9. Personal Data: Information relating to natural persons who can be identified or who are identifiable, directly from the information in question; or who can be indirectly identified from that information in combination with other information.
    10. Process / Processing: The collection, recording, storage, modification, retrieval or other use of data using automated, partially automated or manual systems and activity.
    11. Processor: Data Processor as defined by Data Protection legislation.
    12. Retailer: The individual or legal entity operating the Giftsite Platform.
    13. Special Categories of Personal Data: Categories as defined by Data Protection legislation.
    14. Services: Commercial services provided by History & Heraldry Ltd which allow the Giftsite platform to operate such as hosting, payment processing, configuration, advice, and other related services that may be offered from time to time.
    15. Software: Computer programs that allow You to sell products online sing the Giftsite platform.
    16. Termination: The process by which You close your Account on the Giftsite platform.
    17. We: History & Heraldry Ltd, 2 Denby Way, Hellaby Industrial Estate, Rotherham, South Yorkshire, United Kingdom S66 8HR. Telephone 01709 730700. Information Commissioners Office (ICO) reference Z9504522.
    18. Website: This is Your website installed on the Giftsite platform that You use to promote your business and sell products online.
    19. You: An individual; or the person representing a company, sole trader, limited company, or any other business entity. This can include a person under your direction and control.

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