FWP MATTHEWS LTD
Privacy Policy
At FWP Matthews Ltd (FWPM) we value your privacy and desire to understand how your information will be handled and used by us. This Policy explains how we collect, use and store your information.
Using your information in a way that you are comfortable with and keeping your information secure is an integral part of the shopping experience we aim to provide.
FWPM will ensure that all information protection and customer legislation standards are met when handling any of your personal information. We are committed to protecting your privacy and the security of all the information that you provide us with.
On the 25th May 2018, a new European regulation concerning privacy and personal data came into effect, known as the GDPR – General Data Protection Regulation.
To make it easier for you to find out what data we collect and how we use it, we have updated our Privacy Policy which covers both online business and orders that we have taken over the phone. This policy includes:
The types of personal information we collect and how we use it.
The legal basis we rely on to use your information.
Your rights relating to the information that we hold about you.
How we keep your information safe
Who is collecting the data?
FWPM is the data controller for information that we collect through all our channels including our website, social media, over the phone and through e-mails.
FWPM is a registered information controller with the registration number Z1134314.
References in this Privacy Policy to “we”, “us” and “FWPM” are to FWP Matthews Ltd (Company registration number: 116916) the registered company address of FWPM is: FWP Matthews Ltd, Station Road, Shipton-under-Wychwood, Chipping Norton, Oxfordshire, OX7 6BH
Legal basis for data processing
Under the definitions outlined in the General Data Protection Regulation (GDPR), we process information under the following lawful bases.
Contractual
We must process your personal information to comply with our contractual obligations.
For example:
When you place an order with us, this creates a contract between us. To fulfil your order and complete the contract we must process some of your personal details – for example, your name and address. Without these details we are unable to fulfil your order.
Legal Obligation
Under some circumstances we may need to process your data for legal reasons.
For example:
If there is a product recall
Legitimate Interests
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
For example:
Aggregating and analysing your customer data to understand shopping trends and identify customer segments.
If you have previously bought from us, sending you relevant emails with offers you may be interested in.
Consent
We may ask you for permission to process your personal data for specific reasons.
We will only use your consent for the specific purposes stated, and you may withdraw it at any time.
What personal data do we collect?
We collect the following personal information:
Your name and (if relevant) company name
Contact information including phone number and e-mail address.
Billing and delivery addresses
Your feedback via phone, email, post or social media
Account login details for our services, including your username and chosen password.
Your marketing preferences
Information about when and how you use our websites. This includes the device information such OS, browser and IP address.
To deliver the best possible web experience, we collect technical information about your internet connection and browser as well as the country where your computer is located, the web pages viewed during your visit, and any search terms you entered.
How do we collect the personal data?
Through our checkout process when you place orders on our website or over the telephone if you place your order in this manner.
When you create an account with us.
When you communicate to us through our online contact forms, email.
When you enter prize draws, competitions or complete a survey.
When you review our products and services
When you interact with us through our social media sites.
What do we do with the information we collect?
Placing an order
The information you provide us with is required to process your order, including taking the payment and delivering the goods. We may also need to contact you if we need to discuss any aspect of your order, for example stock delays, discontinued products, recalls or if we believe you have ordered incorrect items.
When you participate in a competition, prize draw, giveaway or offer through FWPM the information obtained will be used to administer competitions, manage events and selecting and contacting prize winners.
Marketing
We like to tell you about our great offers, ideas, and products that we think will be of interest. Where we have your consent or it is in our legitimate interests to do so, we may do this through the post, by email, text message or by any other electronic means.
However, we will not send you marketing messages if you tell us not to.
When you order you can tick a box to remove yourself from our email marketing and all our subsequent marketing emails give you the option to opt out.
We use automated decision making, including profiling, in certain circumstances, such as when it is in our legitimate interests to do so, or where we have a right to do so because it is necessary for us to enter, and perform, a contract with you. We use profiling to enable us to give you the best service possible including specific marketing which we believe you will be interested in.
For example:
We use your shopping and browsing history to make suggestions to you on other products which we believe you will be interested in
We use information about how you browse our website to make improvements to the experience for all customers.
Competitions and events
When you participate in a competition, prize draw, giveaway or offer, the information obtained will be used to administer competitions and selecting and contacting prize winners.
Your rights
You have the right not to be subject to a decision based solely on automated processing, including profiling, which has legal effects for you or affects you in any other significant way.
If you wish to amend your preferences, please contact us using the details in the “Contact Us” section below.
Who do we share personal data with?
We sometimes share your personal data with trusted third parties.
FWPM will only provide the information needed by the third party to perform their service under a specific contract.
We work closely with them to ensure that your privacy is respected and always protected.
If we stop using their services, any of your data held by them will be deleted or transferred back to us.
Example third parties include:
Payment gateways to securely take payments.
Operational services such as couriers to deliver your order.
Direct marketing companies who help us deliver our electronic communications.
Review platform to collect reviews from customers who have placed orders with us.
Analytical and profiling services to personalise your shopping experience to provide relevant marketing, personalised offers and shopping ideas.
We currently use the following companies, who will process your personal data as part of their contracts with us:
Companies that help us process and deliver your order.
DPD
APC
Royal Mail
Companies that help us run our business.
WordPress
Woocommerce
Microsoft
PayPal
Barclay Card
How long do we keep your data?
The policy of FWPM is to only keep information for as long as required for the purpose or purposes for which we use it or to a maximum time period of 7 years (accounting purposes)
How can you control your personal information?
You can exercise these rights by contacting us using the details in the “Contact us” section below.
Please note that we will need to verify your identity before we can fulfil any of your rights under data protection law. This helps us to protect the personal information belonging to our customer against fraudulent requests.
We will process each request according to GDPR guidelines.
Please note that it can take up a little while for all marketing to stop once you either withdraw your consent or tell us you would like to opt out of marketing. This is because some marketing may already be in transit.
If you believe that the information, we have for you is incorrect, please write to or e-mail us as soon as possible to enable us to rectify incorrect data.
You may request details of the personal information that we hold about you under the terms outlined in the Data Protection Act 1998 and General Data Protection Regulation (GDPR).
You have the right to request that we remove all your data from our systems, subject to a processing fee – maximum £50.00.
Cookies
Cookies are small text files of letters and numbers that your browser can store on your device. These files are created when you visit a site or service that uses cookies. Our website uses cookies to offer improved site functionality, distinguish you from other users and provide information about how our website is used.
For more information about how you can manage cookies within your browser, you can visit www.aboutcookies.org
Visit the Cookie Policy page to view our cookies and change your preferences.
Security
FWPM shall ensure that the personal data collected and processed is kept secure and protected against any unlawful processing and against accidental loss, destruction and modification.
Changes to our Privacy Policy
From time to time, we may make changes to this Privacy Policy. Any changes will be e-mailed.
Contact us
If you have any questions, comments or requests regarding this Privacy Policy, please send your email to: sales@fwpmatthews.co.uk Please mark for the attention of the data protection officer.
Or write to us: Data Protection Officer, FWP Matthews Ltd, Station Road, Chipping Norton, Oxfordshire, OX7 6BH
Contacting the regulator
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to complain with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1113.
Or go online to www.ico.org.uk/concerns (please note we cannot be responsible for the content of external websites)