When you place orders or access your account information, we will offer the use of a secure server. The secure server software (SSL) encrypts all information you input before it is sent to us. Furthermore, as required by the UK Data Protection Act 1998, the EU General Data Protection Regulation (2016/679) and the UK Privacy and Electronic Communications (EC Directive) Regulations 2003 (Data Protection Legislation), we follow strict security procedures in the storage and disclosure of information which you have given us, to prevent unauthorised access. Our security procedures mean that we may occasionally request proof of identity before we are able to disclose sensitive information to you. Under the terms of the Data Protection legislation, we are required to explain to you how we will treat any personal data which we collect from you.
Who we are
Votary Ltd. is registered in England and Wales. (Registered in the UK company number 09265557), located in London, United Kingdom. We are also known as the data controller. We sell luxurious natural skincare oils through the internet. The votary.co.uk website, is owned and operated by us. Any questions relating to data protection should be directed to: The Data Protection Officer, Votary Ltd, Fullers Fulfilment, Units 5 & 6 Spa Park, Harrison Way, Leamington Spa, CV31 3HJ
The information we collect and how we use it
In order to fulfil your order, we need to know certain personal information collected at time of order. The information we hold will consist of but not be limited to the following: Title; Name; Address; Mailing Preference flags such as ‘Do not mail, or Do not email; Products purchased from us in the past including their cost; Telephone number(this will only be used for matters relating to your order); email address Credit card details are encrypted after data entry and are not stored on our systems once used. We do not collect any Special Category Data (sensitive data) such as race, religion, biometrics or health data.
It is our policy that your information is private and confidential. Accordingly, the personal information you provide to us is stored in a secure location and is accessible only by designated staff.
We also collect data because it is necessary for the pursuit of our legitimate interests. Our legitimate interests are set out below.
- Direct Marketing including via our email newsletters, advertising and social media platforms
- Understanding our customers wishes and shopping preferences
- Improving our service and our products
How we use your information for Direct Marketing & how to manage your marketing preferences
1) Marketing by us, Votary Ltd
We would like to contact you by post, SMS, and/or email to let you know of our new products and any offers we may be running. This will usually be the form of our latest newsletter via email /newspaper via post. If at any time you wish to no longer receive Votary Ltd texts, newspapers and/or emails please email [email protected] to make your request for removal or write to us at the below address.
2) Marketing by other companies
We may share your details with other carefully selected retail companies and charities who we feel may be of interest to you. We also work with Epsilon Abacus (registered as Epsilon International UK Ltd), Experian Ltd and Conexance MD (part of the Wunderman Network) who manage data on behalf of UK retailers. The participating retailers are active in the following product categories: clothing, collectables, food & wine, gardening, gadgets & entertainment, health & beauty, household goods, and home interiors. They share information on what their customers buy. Epsilon Abacus analyses this pooled information to help retailers understand consumers’ wider buying patterns. From this information, retailers can tailor their communications, sending people suitable offers that should be of interest to them, based on what they like to buy.
Please note that Epsilon Abacus may transfer data outside the EEA. The transfer will take place in the presence of appropriate safeguards, including standard data protection clauses adopted by the EU Commission. If you would like more information, please, write to us at our address below or email us at [email protected].
We may also share data (Name & Address only) directly with other trusted retailers in the clothing, collectables, food & wine, gardening, gadgets & entertainment, health & beauty, household goods, home interiors sectors and UK charities. If data is shared it is done so on a one time only basis and the company or organisation are not entitled to store your data for further use unless you engage with them. If you do not wish us to share this information please write to us at the address below or email us at [email protected].
If you would like to stop all unsolicited postal communications, we suggest that you register with the Mailing Preference Service (MPS). MPS is a free service set up in 1983 and funded by the direct mail industry to enable consumers to have their names and home addresses in the UK removed from lists used by the industry. It is actively supported by the Royal Mail and all directly involved trade associations and fully supported by The Information Commissioner’s Office (ICO). For more information or if you wish to register with the MPS please visit their website www.mpsonline.org.uk
How we use your information to understand our customers wishes and shopping preferences
Our communications are designed to tell you about the benefits we can offer so that you have access to our best deals. We use the information we have about you to tailor the content and try to ensure that the offers are as relevant to you as possible. Under the Data Protection Legislation, this might qualify as profiling. If you do not wish us to use your data for this purpose, please write to us at the address below or email us [email protected]
How we use your information to improve our service and our products
We may hold any feedback/enquiries from individuals relating to customer service or product analysis to help us to improve in these areas. Customer feedback may be used within our product developments and/or on our websites. If at any time you wish this information to be removed, erased or not used in any such way please make this clear in your communication with us or write to us at the address below or email us at [email protected].
We work with the following data processors to carry out our direct marketing activities.
Fullers Fulfilment: They process your name, address and other contact details in order to process and dispatch your order on behalf of VOTARY Ltd.
Data Response Ability Ltd: They process name, address and mailing preference details only to enable them to mail out our postal communications (newspapers) on our behalf through Royal Mail and any other recognised mail carrier.
Epsilon Abacus (registered as Epsilon International UK Ltd), Experian Ltd and Conexance MD: They process name, address, mailing preferences and purchase history for sharing in their alliances. For more information on how they use the data see above.
Mail Chimp: Are an online marketing platform which we use to manage our customers communication preferences and create and distribute our E-newsletters. They process your; name, email address, address and telephone number (depending on the preferences you select).
How long we keep your data for
As a retailer, we are fortunate to have loyal customers who purchase our products over many years. To serve our customers in the best possible manner and to continue to inform them about new products and services we have decided to retain customer data for 20 years after the last purchase date.
You have the right to ask us what personal data we hold about you.
If at any time you wish to exercise this right please follow this link. Once you have submitted your request we will send a link to access the data we hold about you via email.
You have the right to ask us to update or amend any out of date or incorrect data.
If at any time you wish to amend your data you can contact us by writing to us at our address below or email us at [email protected]. To protect your privacy and security we may need to verify your identity before making amendments.
You have the right to ask us to delete the data we hold about you.
If at any time you wish to exercise this right please follow this link. Once you have submitted your request we will send a link via email to access and delete the data we hold about you.
We will seek to act in the best interest of our customers and will not abuse our position of data controller. We wish to be as clear and transparent as possible and uphold any requests for data disclosure or amendment as soon as possible. It may take up to a maximum of 4 weeks for such requests to become effective, and in this time period pre-scheduled communications we cannot amend may still be received. We will do everything possible to ensure this time delay is kept to a minimum.
Credit Card Security
We take security of our customer’s data very seriously and this includes credit card information. On our website at checkout you are taken to a secure page and should always see a closed padlock beside the URL address or at the top/bottom of your browser window. We hold a SSL certificate from Symantec (DigiCert Inc.) Our payment page is hosted by Paypal, a leading payment provider.
Computer Tracking and ‘Cookies’
Our cookies fall into 2 categories:
1) Essential Cookies
Some cookies are essential for the operation of our website. For example, they allow us to identify subscribers and ensure they can access the subscription only pages. If a subscriber opts to disable these cookies, the user will not be able to access all the content that a subscription entitles them to.
We utilise other cookies to analyse how our visitors use our websites and to monitor website performance. This allows us to provide a high-quality experience by customising our offering and quickly identifying and fixing any issues that arise. For example, we might use performance cookies to keep track of which pages are most popular, which method of linking between pages is most effective, and to determine why some pages are receiving error messages. We might also use these cookies to highlight articles or site services that we think will be of interest to you based on your usage of the website.
2) Third Party Cookies
Where third-party cookies are present on our sites, we attempt to be as upfront and clear as possible about their intended purpose. We also use or allow third parties to serve cookies that fall into the two categories below.
2.1) Website Function Cookies
We use functionality cookies to allow us to remember your preferences. For example, cookies save you the trouble of typing in a username every time you access the site. We also use functionality cookies to provide you with enhanced services such as allowing you to watch a video online or comment on a blog.
2.2) Other third-party cookies
You may visit the European Interactive Digital Advertising Alliance at http://youronlinechoices.eu/ to learn more about interest-based advertising, or to opt out of receiving advertisements tailored to your interests on your browser, from their respective members and participants.
As we’ve explained above, cookies help you to get the most out of our websites. Please remember that if you do choose to disable cookies, you may find that certain sections of our website do not work properly
How to contact us
We wish to be as clear and transparent as possible regarding our data collection, security and how we use it. If at any time you have any questions or comments regarding this, we would be happy to speak to you in person. If you wish to do this, please email us at: [email protected] or write to us at:
The Data Protection Officer,
Units 5 & 6 Spa Park
Our email address: [email protected]