Privacy Notice and Data Protection Policy

​

 

Cookies we use and why

 

What are Cookies

 

Cookies are small text files that websites send to your computer. It can be thought of as internet users’ identification cards. They let the website know when the user has returned, which enables the site to bring up information relevant to that user, for example, your name and past orders.

 

Cookies make the interaction between users and websites faster and easier. Without them, it would be very difficult for a website to allow a visitor to fill up a shopping basket or to remember the user's preferences or registration details for a future visit. 

 

Cookies aren’t computer programs, and can't read other information saved on your hard drive. They can’t be used to disseminate viruses or, for example, get hold of a user's email address. They only contain and transfer to the website as much information as the users themselves have disclosed to that website. Cookies are computer-specific, so if you log on to any site from a different computer, the cookie settings on that computer will apply.

 

​

Use of Cookies

 

We currently use Google Analytics (utma, utmb, utmc, utmz, atuvc) for data analysis purpose. 

​

These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.

​

Click here for an overview of privacy at Google: https://marketingplatform.google.com/about/

For further information about managing and disabling cookies on your computer, please visit www.allaboutcookies.org.

To opt out of being tracked by Google Analytics across all websites, please visit https://tools.google.com/dlpage/gaoptout.

 

 

 

What data we collect from you and Why

​

 

Like all the websites for trading purposes, we collect your personal or business information to provide you quicker and better services. We want to be totally honest to the information that we have collected about you. You can rest totally assured that we’re committed to protecting your privacy and the security of the information you’ve provided.

 

We may collect the following data about you by explaining the lawful basis and purpose for doing so in each case:

 

 

Contractual performance 

 

• In order to process the orders that you place, send you email confirmations of your order, send goods to your address, verify your payment details, or to process returns and refunds, we may use your name, address, email address and payment card information. We ask for your mobile number (optional) so that we can call or text you if anything urgent about your orders.

​

• We use your name, address, email address and telephone number in order to respond to your queries and occasional complaints (lawful basis - nobody’s perfect). 

​​

• We may also keep a record of these to inform any future communication with us, to demonstrate how we communicated with you throughout, to ensure that we provide you with the best possible service.

​​

• If you work with us as an influencer, we may collect your name, email address, address and images of you. We use your name and email address to engage with you and to administer events. We may use your address to send presents to you, and we may post your images on Docsun website and our own social media pages.

 

 

Legitimate interests 

 

• We would like to keep you in our data base so from time to time, we’ll send you catalogues, special offers and promotions by post and/or email using your name, address and/or email address.

​​

• We also use your name, address, email address and payment card information for fraud prevention purposes, to verify you are really a customer shopping for our products.

​​

• We may use your date of birth data for fraud prevention and detection, and research purposes.

​​

• We may use your email address, postcode and date of birth to send you survey and feedback requests to help improve our services. It helps make our products or services more relevant to you.

​​

• In order to improve the products and services that we provide, we may use your personal data to invite you to participate in market research. If you participate in our research activities (for example, customer research surveys, customer WhatsApp groups), we’ll use your name, email address and sometimes mobile number in order to administer the group, and your photographs to improve the products and services that we provide to our customers (legal basis - consent). We’ll always let you know when we’re going to ask you for photographs and explain how they might be used.

​​

• When you leave a product review for us on our website or other company related social media pages, you’re given the option to provide your email address which we use to verify your review. If you provide your email address, you will be entered in to a prize draw – we use your email address to administer the draw. When you participate in a survey, competition or promotion, we use your data to run the activity. If we don’t use this data, you can’t win competitions or use promotions.

​​

• We keep records of the live chats, emails and postal correspondence from you so we can provide you with the great customer service and support we’re known for (lawful basis - Contractual performance). We may also use this data when training our staff, to make sure we continuously improve that customer service.

​​

• We use information about your device and how you use our website (including your IP address, device type) to continuously improve our website, to set default options for you, and to show you the correct content (for example language and currency). We may also use it to develop, test and improve the systems, services and products we provide to you by say, recording your browser’s Session ID to help us understand more when you leave us online feedback about any problems you’re having. This data is also used to prevent and detect fraud. We collect your IP address to learn more about how you use our website. IP address data allows us to analyse site usage and visitor numbers and see how our advertising performs. We also use this information to improve our website, which makes our marketing more relevant to give you the best experience we can.

​​

• If you interact with us on social media, we use this your social media username or identifier to help us respond to your comments, questions or feedback.

​​

• Every now and then, we love to surprise and delight our customers by sending unexpected presents or treats. We may use your name, address or email address to do this.

​​

• If you place an order on behalf of another person by providing their name and address for delivery, please ensure you have obtained their permission before agreeing for them to receive marketing from us.

​​

​

Legal obligation 

 

• For business owners, we need your business name, registration place and number (if any), business address, email and contact number to legally enter into a contract with you.

​​

• For individual customers, we always need to confirm that you’re over 18 so that we can legally enter into a contract with you. 

​​

• In some circumstance, we may need to use your name, email address and/or address to send you communications that are required by law or necessary to inform you about our changes to the services we provide you.

​​

• There may be situations where we are legally required to share your personal /Business data, for example, when a court order is submitted to share it with law enforcement agencies or a court of law.

​

​

​

Sharing your data with others

​

 

We may share the following data about you to the third party by explaining the lawful basis and purpose for doing so in each case:

​

 

Contractual performance 

 

We use these very reliable, very trustworthy companies to process the orders you place with us or help us in the services we provide to you. We couldn’t do what we do without them but, even so, we only give them the data they need to get the job done.

​

• Delivery Companies/Couriers

 

In order to carry out our contractual performance with you, we will forward your contact details (name, address, emails, mobile number) to Delivery Companies/Couriers. During the delivery or after your purchases have been delivered, the delivery company/courier may contact you for various operating purposes. You can read more information about these delivery companies/couriers and how they use your data by following these links: 

​

Samples - 

​

DPD - https://www.dpd.co.uk/privacy_policy.jsp

Evri - https://www.evri.com/privacy-policy

Royal Mail - https://www.royalmailgroup.com/en/site/privacy-notice/

​

•  Payment and Credit Agencies 

​

Online payment agencies, like PayPal, Stripe, or Square, collect and process certain data for several important reasons. The data collected can vary based on the specific services provided by the agency, but generally they collect data for:

​

• Transaction Processing: To facilitate transactions, they need data like your name, payment information (such as credit or debit card numbers), the recipient's details, and transaction amounts.

​​

• Identity Verification: This helps to prevent fraud, identity theft, and unauthorised access to your account. Data collected for this purpose may include your name, address, date of birth, and sometimes even a copy of your ID or other documents.

​​

• Regulatory Compliance: Online payment agencies need to comply with laws and regulations related to financial transactions, such as anti-money laundering (AML) and know your customer (KYC) requirements. This often requires them to collect and retain certain data.

​​

• Service Improvement: Data about how and when you use their services can help these agencies improve their offerings, develop new features, and optimise user experience.

​​

• Security: Collecting certain data can help these agencies protect against fraudulent transactions, mitigate risk, and ensure the security of your account.

​​

• Customer Support: Information about your transactions and usage can help them provide more effective customer service when you have a problem or question.

​​

• Marketing and Advertising: With your consent, these agencies may use your data to show you personalised ads or offers.

 

Samples - 

​

Paypal - https://www.paypal.com/uk/webapps/mpp/paypal-safety-and-security

Stripe - https://stripe.com/gb/privacy

​

​

Legitimate interests 

 

• Marketing Agencies 

 

We may also share your name, address, IP addresses, email address and transaction history with data selection analysts, data segmentation and ranking agencies, market research companies and email marketing agencies. It sounds very complicated but these organisations help us to analyse our customer base and to identify potential new customers, to target our marketing in a way that is most relevant for you, and show you the content that is relevant to you (based on your location). In all instances, we provide them with only the data they need to perform their function.

 

• Research Companies 

 

We sometimes get support in the management and moderation from research agencies for qualitative research. If we are going to be working with a third party research agency for any type of qualitative research project, we will always let you know when you sign up to participate that your data will need to be shared with the agency. Our agencies only ever use your data for the purposes of that project and the relevant privacy policy will always be provided at the time.

​

• Data Cooperatives 

 

We may share your name, address and details about what you’ve ordered from us with our data cooperative partners. Our partners analyse information about what our customers buy in order to help us understand your buying patterns. This helps us plan what we send you, based on what you like to buy. They also help us to ensure that you don’t hear from us if you don’t want to therefore if you’ve told us that you don’t want to receive another catalogue from us, we’ll share your information with them to ensure you’re added to a suppression list. In addition, the partners analyse what sort of products might interest you and pass your name and address to companies whose products are likely to appeal to you. You can opt out of your name and address being passed to other companies at any time by contacting us using any of the methods in the ‘Contact’ section of this privacy notice.

​

• Fraud prevention partner 

 

We may use a trusted service provider in order to help us prevent online fraud and to assist with 3D-secure services. This service provider may use and process your information in accordance with privacy and data protection laws. 

 

 

Legal obligation

 

• Upon sale of business assets 

 

In the unlikely event that our business assets are sold or purchased by another company, our data records will be sold too as part of our business.

 

• Customs authorities 

 

We may have a legal obligation to share your name and address with customs authorities in order to transfer your goods into your country.

​

​

Your rights

​

 

You don’t have to disclose your data to us if you don’t want to. However, if you don’t, you may not be able to buy products from our website and catalogue, and you are unlikely to receive our best customer service.

 

You have the right to be informed about how your business/personal data is being used. This is done, for example, through this privacy notice.

 

You have a right to access any data we hold about you and we’ll deal with any subject access request within 30 days. Please contact our Data Protection Officer (DPO) using the details listed in our ‘Contact’ section, marking your request ‘subject access request’ and giving us your name, address, email address and account number so we can get hold of it in no time.

 

You have the right to ask us to stop or pause processing your data, erase your data or amend your data. Please get in touch with us via any of the methods listed in our ‘Contact’ section if you’d like us to do any of these things. As far as we’re able to (when taking into account our own legal obligations), we’ll make it happen. 

 

You have the right to stop receiving direct marketing. Just ask us to take you off the list, via any of the methods in our ‘Contact’ section.

 

You have the right of portability over your data (i.e. you can ask us to pass the data we hold on you to a third party in machine-readable format). Let us know if you want us to do this using the details in our ‘Contact’ section.

 

If you have any complaints, you can contact us and we’ll do our utmost to get to the bottom of things. If, after contacting our Data Protection Officer you feel your complaint has not been dealt with satisfactorily, you have the right to contact the supervisory authority. The supervisory authority for data protection in the UK is the Information Commissioner’s Office (ICO) which you can contact on 0303 123 1113 or via their website at ico.org.uk.