We are:
White Sails Gallery (afterwards called “the gallery”, in this policy). We are a small independent art gallery.
Our address: 1 St George’s Square, Dartmouth, Devon, TQ6 9AQ
email: mail@whitesailsgallery.com
Our attitude towards privacy and data security:
People who visit our gallery, buy from us online or enquire about services; artists who show their work with us; and staff working for us may provide personal data such as name and contact details for a variety of purposes. We value your privacy and will do our best to protect your data and keep it secure.
We always ensure that personal data is secure by continuously developing our security systems and by prioritising training for our employees. We are registered with the IPO and do our utmost to follow procedures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, unauthorised access, and other unlawful or unauthorised forms of processing, in accordance with applicable law.
What we mean by personal data
We mean any data which could help to identify you such as name, address, telephone number, email address or date of birth, for example.
Why we process your data
The lawful bases we use to process data:
We will only ever process your data if we have a lawful basis to do so. The lawful bases we rely on are:
Vital interests –This is where the processing of personal data is necessary to protect someone’s life.
Contract – This is where we process your data to fulfil a contractual arrangement we have made with you or because you have asked us to carry out a service before entering into a contract.This could include a contract to sell you a painting and arrange for its delivery, or for an artist to sell your artwork on your behalf, or it could relate to your employment if you are a member of staff.
Consent –This is where we have asked you to provide permission to process your data for a particular purpose. This could include your giving consent for us to store and use your personal data to send you a newsletter.
Legitimate Interests – This is where we rely on our interests as a basis for processing. Generally this is to provide you with the best products and services in the most secure and appropriate way, but not where our interests are overridden by your interests.
Legal Obligation –This is where we have a statutory or other legal obligation to process the data, such as to comply with regulatory requirements and/or requests.
The Data we collect from you and how we use it
We collect and use data which you provide to us directly, for example; when you register for an account or leave details by phone or in the gallery. We use cookies and other similar technologies online to collect data from your devices when you interact with our advertising or use our website (you can find out more information in the “Cookie Policy” section below); we keep records when you speak to our staff; we use CCTV in our stores for security monitoring purposes.
To process any orders that you place with us and to facilitate any returns Lawful basis: Contract
- We take payment details to process payment for any credit or debit card orders you place with us. We share these details with our chosen payment processors.
- We use your account data plus your chosen delivery address details to; deliver your purchases and keep you informed of their status, and to process any returns including (where appropriate) collecting the item from you. We share the data needed to make your delivery (name, email, phone number and address) with our courier or delivery company. We only use companies with a data protection policy.
- Additionally, where you consent our chosen payment processors may store your payment card details at your request to speed up your checkout in the future.
To provide you with access to an account Lawful basis: Contract
- To register an account with us we capture data including your name, contact and delivery information, and a password to protect your account (account data). We use the same data on an ongoing basis to manage and provide secure access to your account, and provide you with the services you request.
To provide customer service to you Lawful basis: Legitimate Interest in providing customer support
- We record calls and letters/ emails (customer service records) when you contact us or interact with us on social media. Using these customer service records is necessary to manage your queries or complaints effectively, for quality monitoring, to respond to any claims and to improve our services.
To personalise and improve your experience when you shop Lawful basis: Consent/Legitimate Interest in providing relevant and personalised experiences when you shop with us
- We keep a record of how you interact with our website or app and any marketing you are exposed to.
- We use your account data, information about the devices you use to access our sites and your interactions with us to operate personalised features across our websites, apps and communication.
To inform you about products and services that may interest you Lawful basis: Consent
- We use technologies such as cookies within digital marketing networks, ad exchanges and social media networks to get relevant marketing messages across to you and other customers.
Lawful basis: Legitimate Interest in assessing how and where to place advertising
- We receive data on how you interact with our adverts and content on third party websites and social media platforms (such as Google or Facebook) which it is necessary to use to tailor and personalise the products and services that are displayed to you.
To personalise and engage with you on social media Lawful basis: Consent/Legitimate Interest to personalise the marketing and services we provide to you
- We use your personal data to engage with you on social media.
- We place targeted advertising in social media. You may receive advertising based on data about you that we have provided to a social media platform, or allowed it to collect using cookies on our website or code in our applications (or a combination of the two). For some of our marketing campaigns, we may use this data to exclude you from receiving advertising, if we believe it will not be relevant to you.
- You may also receive advertising because, at our request, the platform has identified you as falling within a group whose attributes we have selected or a group that has similar attributes to the individuals whose details it has received from us (or a combination of the two).
To keep in touch with you Lawful basis: Consent/Contract
- When you agree to receive marketing we will keep you up to date with news of products and services including gallery events, offers, promotions and sale data. We may send you marketing via email, SMS or post, depending on your preferences. You can unsubscribe from marketing at any time through the “my account” or using the link in every email that we send to you.
- If you enter or apply for a prize draw or competition we will collect your contact details so that we can inform you if you are a winner.
Lawful basis: Legitimate interest in marketing to you and keeping customers updated
- Where we are permitted to market to you without consent, we will update you on the latest similar products and services sold on our websites or in our stores that we think you will be interested in.
- We use your account data to notify you about important service messages, such as material changes to this policy, product recalls or information about your account.
To ensure the Website and the services we offer you operate properly Lawful basis: Consent
- We use cookies and other similar technologies to keep track of your preferences when using our site.
- We use cookies and similar technologies to help us understand how you use the site, this allows us to optimise your shopping experience and continually improve our site
Lawful basis: Legitimate Interest in planning and delivering efficient operations and to prevent and detect crime or fraudulent activity
- We use data for logistics planning, demand forecasting, management information, dealing with errors on our site, and general research and development as it is necessary to keep the business running efficiently.
- We gather data about the devices you use to access our sites (desktop and mobile) for example your IP address and device type, to ensure the site is secure and works across multiple platforms.
To develop and improve our products, range and services Lawful basis: Legitimate Interest in understanding our customers’ needs and behaviours to provide a better experience
- We may contact you to take part in customer satisfaction surveys, if you respond we collect your feedback and contributions (customer feedback). We use this data to develop the services we offer.
To prevent and detect crime and other incidents Lawful basis: Legitimate Interest in keeping our customers and staff safe, reducing theft and fraud
- When you shop in our stores we use CCTV for the prevention and detection of crime, for operational efficiency and analytics purposes or for the protection of our staff, customers and products. This includes for the investigation of accidents, incidents, criminal activities and breaches of our policies.
To fulfil our legal obligations Lawful basis: Legal obligation
- We use your data to ensure we comply with any requirements imposed on us by law or court order, including disclosure to law or tax enforcement agencies and authorities or pursuant to legal proceedings.
- We use your account data, order history and payment history to assist in monitoring for fraudulent transactions or suspected money laundering.
- We maintain a record of any health and safety incidents that occur in our stores or in our premises. We will share data with regulatory and other official bodies if they make formal requests.
- We will maintain records to meet regulatory and tax requirements.
- We will use your account data to contact you in connection with product recalls or other similar product quality issues and to comply with our legal obligations in connection with the sale of age restricted products.
Cookie Policy
What are cookies?
- Cookies are small text files that are stored on your computer, mobile device or other web enabled device when you visit one of our websites or apps. Cookies allow us to “remember” your actions or preferences over a period of time, or they may contain data related to the function or delivery of our websites. We also use the term “cookie” to describe similar technologies such as pixels or tags.
What do we use cookies for?
Some cookies are required by our site to enable you to transact whilst other cookies enable us to give you an enhanced, personalised web experience. We use cookies for the following purposes:
- To allow you to securely sign in to your account, so that you can use “My Account” features such as order information, making payments and viewing statements.
- To store the content of your online shopping bag whilst you browse the site and to complete an order.
- To record the areas of the website that you have visited, products you have viewed and time spent browsing, as well as the products you purchased. We use this data to help make the websites more user friendly, develop our website design and to continuously improve the quality of the service we provide.
- To distribute visitors to our websites evenly across platforms to ensure the content is served at the fastest possible speed.
- Provide relevant products and services to you when you come to the websites and ensure that relevant marketing material is provided to you.
- Detect and prevent fraud and other crimes.
We also offer you the facility to share your experience on our website through social sites. More information about how these sites use cookies can be found on their websites.
What cookies do we use?
We use the following cookies on our websites and apps:
- Strictly necessary Cookies.These cookies are necessary for the website to function and cannot be switched off. They are used, for example, to make sure your transaction is secure, to enable you to log in to the secure areas of your account, such as your order history and to add items to your basket. Blocking these cookies through your browser will mean that some parts of our website won’t work.
- Performance Cookies or analytical Cookies. These cookies allow us to monitor visitors to our websites and ensure it is performing correctly. We use this data to measure overall performance, improve your website experience and improve the design of our website.
- Functionality Cookies. These cookies enable enhanced functionality on our website, such as allowing you to add to favourites or remember your language preferences.
- Onsite Targeting: Marketing and Personalisation Cookies. These cookies are placed by us and are used to help us to build an understanding of your interests (for example by understanding what products you have browsed on our website) and show you products, services and advertisements relevant to you whilst you are on the website. These cookies make it possible for us to personalise your experience on the websites and (if you are subscribed) in our email marketing.
- Off Site Targeting: Marketing and Personalisation Cookies. These cookies are placed by our advertising and marketing partners (including social networks). These help us to build an understanding of your interests (for example by understanding what products you have browsed on our website) and show you products, services and advertisements relevant to you. These cookies make it possible for us to ensure that you don’t see irrelevant, duplicate or multiple ads from us in a short period of time. We do want to prevent ads continuously re-appearing and annoying you.
Can I turn off or block cookies?
We use cookies to ensure that we provide the best possible standard of service to our online customers. You can change your cookie preferences at any time by clicking on “Manually Manage Cookies” at the bottom of the page. You can then adjust the available sliders to on or off, then click “Confirm my choices”. If you choose not to consent to the use of cookies your experience of our website may be impaired and many integral aspects of the website, including (but not limited to) adding items to your shopping bag and accessing your account, will not work.
Alternatively, most web browsers allow some control of most cookies through the browser settings. To find out more about how to manage cookies, including how to delete cookies, visit www.allaboutcookies.org
How long we keep your data for
We keep your personal data as long as you are a customer of ours and generally for up to 7 years afterwards to comply with legal requirements. During that time we take steps to remove any personal data as soon as we no longer need it.
We consider you a customer:
- as long as you hold an open credit account,
- for 2 years from the point you last made a purchase from our website using a non-credit account, or
- during any time we are managing a customer service request from you.
We keep CCTV footage on our systems for up to 30 days, it is then deleted. Where accidents, incidents, criminal activities or breaches of our policies are recorded CCTV footage will be kept for longer, however only as long as necessary.
Right to erasure
Individuals have a right, in certain circumstances, to have data permanently erased without undue delay. This right arises in the following circumstances:
1- where the personal data is no longer necessary for the purpose or purposes for which it was collected and processed;
2- where consent is withdrawn and there is no other legal basis for the processing;
3- where an objection has been raised under the right to object and found to be legitimate;
4- where personal data is being unlawfully processed (usually where one of the conditions for processing cannot be met);
5- where there is a legal obligation on the gallery to delete.
The gallery owner will make a decision regarding any application for erasure of personal data, and will balance the request against the exemptions provided for in the law. Where a decision is made to erase the data, and this data has been passed to other controllers or processors, and/or has been made public, reasonable attempts to inform those controllers of the request shall be made.
CONTACT
If anyone has any concerns or questions in relation to this policy, or in concern to data protection at White Sails Gallery, they should contact the gallery owner on mail@whitesailsgallery.com