General Data Protection Regulation Policy.
This policy has been written in accordance with the general data regulation policy coming into place on 25th May 2018. It is in place to inform our customers how we, Ruby and Freddies, may collect, use and store their personal data. Our customers, staff, manufacturers and suppliers are advised to read this notice.
Ruby and Freddies acts as the data controller for the purpose of the data protection law.
Registered address: 27 Pirton Close, St Albans, Hertfordshire. AL4 9YJ.
GDPR includes 7 rights for individuals.
The right to be informed.
Ruby and Freddies are required to collect and manage personal data to process orders. We, Ruby and Freddies, will need to know some or all of the following: names, addresses, telephone numbers and email addresses. In some cases we, Ruby and Freddies, may need date of birth.
For orders to be processed and delivered we need to provide names and addresses to Royal Mail and occasionally other couriers. Please visit Royal Mails website to view their privacy and GDPR policies.
We, Ruby and Freddies, may collect personal data when individuals make an enquiry, place an order, request a return or refund, personalisation of products or when signing up to our marketing emails.
Right of access.
At any point an individual can make a request regarding their data.
The right to erasure.
Individuals have the right to have their own information deleted where there is no evidence that the information is still needed by Ruby and Freddies.
Right to rectification
Individuals have the right to have inaccurate data rectified. Individuals may also have incomplete personal data completed upon request.
The right to restrict processing.
Customers can object to Ruby and Freddies processing their data. This means the information is stored but cannot be used.
The right to data portability.
Ruby and Freddies requires data to be transferred between systems for example, order details from Not On The Hight Street and Ruby and Freddies, Etsy and Ruby and Freddies, delivery details between Ruby and Freddies and Royal mail. This is done in a secure way and these mentioned companies also have a GDPR policy in place that can be viewed on their websites.
The right to object.
Customers can object to their data being used for certain things such as marketing. You will only receive our news letter if you have chosen to opt in.
The right not to be subject to automated decision making including profiling.
Automated decisions and profiling are used for marketing organisations. Ruby and Freddies does not use personal data for these purposes.
Data usage and storage.
Ruby and Freddies collects personal data when orders are placed. Data is only printed in the form of a dispatch note which is included in the customers’ own order. Any data which is printed for accounts purposes is printed and stored in our office. This data is kept for approx 6yrs and is shredded once no longer needed. All data entered by an individual to place an order will be stored electronically between Ruby and Freddies and the online market place/shop the individual purchases products from. When order forms are downloaded to our system for printing dispatch notes, once printed the downloaded files are deleted.
Data that is used for delivery is stored via our, Ruby and Freddies, website and Royal Mail. The data is kept as proof of delivery and will be deleted upon request only. This information does not get shared with third parties.
Newsletter data is stored within our marketing account with Mailchimp and their GDPR policy can be seen via their website. We, Ruby and Freddies and Mailchimp only have your data here if you have opted in to receive our marketing emails. You can opt out at any time. We, Ruby and Freddies, will delete your data upon request. If you do not request your data to be deleted it will be stored electronically within our unsubscribed list. You will no longer receive marketing emails from us if you opt out or unsubscribe.
We, Ruby and Freddies, keep stockist data electronically and in paper form as above for as long as they are a stockist of our, Ruby and Freddies, brand. Ex-stockist data will be kept for approx 6 years in line with our accounts. Data of companies we, Ruby and Freddies, work with will be stored electronically or in paper form, as above, for as long as we, Ruby and Freddies, may require their services or until they request their data to be deleted or removed.
From time to time there may be additions made to this policy but you will only be notified of substantial changes where reasonably practical.