Privacy Policy

Beloved Fragrances takes data privacy seriously. Please read this general privacy policy together with the cookies policy relating to our website carefully to understand why data is being collected and what we do with that data once it is in our possession. Further information about data privacy may be found in our terms of business document.

1 PERSONAL DATA WE COLLECT FROM OUR WEBSITE

1.1 Types of data we collect

Personal information about you is collected only when you submit it and the types of data we collect for use are:

1.1.1 Contact details – your name, address, telephone number and email address

1.1.2 Data that identifies you – your IP address and browser details

1.1.3 Data on website navigation – the URL path you take as you navigate through our site

1.2 How we use your Personal Data on our website

We may use that information to monitor website traffic and provide you with our services and technical briefings. We may advise you of changes to this website and our marketing information relating to our services which we think you may find of interest.

1.3 Your Privacy choices and rights

You can choose not to provide us with personal data, turn off cookies in your browser settings (see below) and ask us not to use your data for marketing purposes.

If you do not wish to receive our information after registration then please send an email to info@belovedfragrances.co.uk

You have a right to access information we hold on you including categories of data, purpose of processing, any access by third parties to your data, use and how long we hold your data. You can also ask us to correct data currently held by us, object to data profiling and ask us to remove your contact details permanently. You also have a right to lodge a formal complaint.

1.4 Our undertaking to you regarding data collected from you on our website

Any information about you will be retained by us and will not be sold, transferred or disclosed to any third party unless we are required to do so by law, by a court order or where your consent has been given. We may provide statistics about our users and other site information to third parties. These statistics will not include information which identifies you personally. Although we use cookies (see below), these do not save personal information about you for any purpose other than the functionality of this website.

In accordance with the General Data Protection Regulation you may request details of the personal information we hold about you. If you feel that information we hold about you is inaccurate you may ask us to amend or remove it permanently. Please do not send us any personal information if you do not want that information to be used in this way. Beloved Fragrances is the data controller of any information provided via the website.

1.5 Cookies

Cookies are small text files that are placed on your computer by websites you visit. Cookies help make this website work and provide information to us about how users interact with our site. We use this information to improve our website.

The cookies we use help to provide us with anonymised, aggregated technical information. This is principally so that we can make sure that the website is easy to navigate, identify the areas that are of particular interest to visitors and generally improve the site and our services. The information that we collect in this process will not identify you as an individual. We do not seek to identify individual visitors unless they volunteer their contact details on the site. In some circumstances, our records will identify organisations visiting our site and we may use that information in managing our relationship with those organisations, for example, in considering how to develop the services that we offer them.

By using our website, you agree that we can place these types of cookies on your device.

When you accessed this website, our cookies were sent to your web browser and stored on your computer. If you wish to remove them, you can manage this via the settings on your browser, but note that this may impact your ability to utilise this and other web sites. The way to clear cookies varies from one browser to another. You should look in the "help" menu of your web browser for full instructions. For your reference, please click the following links for details on how to manage cookies in each of the major web browsers:

1.6 Analytics and anonymisation

This website uses Google Analytics, a web analytics service provided by Google, Inc. ("Google"). Google Analytics uses cookies (see above), to help us analyse how users use our site. The information generated by the cookie about your use of the website will be transmitted to and stored by Google on servers in the United States. We have activated IP-anonymisation, which will anonymise your IP address by cutting it short. In most cases this procedure will be carried out within the area of the European Union and other parties to the European Economic Area Agreement. In exceptional cases the whole IP address will be first transferred to a Google server in the USA and then shortened there. Google will use the information on our behalf for the purpose of evaluating your use of the website, compiling reports on website activity for us and providing us with other services relating to website activity and internet usage. The IP address that your browser conveys within the scope of Google Analytics, will not be associated with any other data held by Google. You may refuse the use of these cookies via the settings in your browser as explained above. You can also opt out of being tracked by Google Analytics in the future by downloading and installing Google Analytics Opt-out Browser Add-on for your current web browser.

2. PERSONAL DATA WE COLLECT FROM OTHER SOURCES

2.1 Personal data collected from our clients about other people

In commercial matters and in the ordinary course of providing our products to you, we will hold and use personal data about you. When you provide personal data to us, you are confirming that you are allowed to do so.

In personal matters, you may be providing other third party data to us, for example details about your family members, in which case we will use such data as a data controller in our own right and will comply with data protection legislation in relation to use of that data. You must have the authority to disclose personal data if it relates to someone else and all data disclosed should be complete, accurate and up to date. These obligations will also be contained in our mutual terms of business and engagement contract.

2.2 What type of personal data will we receive directly from our customers about other people?

The personal data we collect will depend on the nature of the products and services we are providing and what we are contracted to do for you. Typically, this might include the following:

Contact details (including data subject name, address, date of birth and email address)
Photographic identification and proof of address documents
Banking and financial details (disclosing the source of funds where a matter relates to financial status or transactional evidence is involved)

2.3 Why do we need and now long do we keep personal data?

We need your data to:

carry out the work we are engaged to perform
comply with legal obligations under EU/UK law that affect the matter for which we are engaged
protect our legitimate commercial interests (e.g. for financial evaluation or credit control)

How long do we keep your data?

We will keep your data for as long as it is necessary to carry out the above in accordance with our data retention and erasure policy, a copy of which is available on request (e.g. anti-money laundering regulation and HMRC requirements need information to be kept for a minimum period from conclusion of the matter).

2.4 On what basis can we process personal data and, if applicable, your third party’s personal data?

Our reasons for processing personal data are as follows:

It is necessary in the performance of a contract to which we are a party, or to take steps prior to entering into a contract between parties.
It is necessary for the purposes of our legitimate interests, except where our interests are overridden by the interests, rights or freedoms of affected individuals. To determine this we shall consider a number of factors, such as what you were told at the time you provided your data, what your expectations are about the processing of the data, the nature of the data and the impact of the processing on you.
It is necessary in order to comply with mandatory legal obligations to which we are subject under EU or UK law.
In respect of your third party’s personal data, we will process such data where it is necessary in the performance of our contract with you. Such personal data is protected by the General Data Protection Regulation, under which this Company is obligated and compliant.

2.5 What are we going to do with your personal data?

We will hold and use personal data about you to:

carry out relevant data analysis and evaluation in the performance of our website and products.
communicate with you during the course of providing our services, for example providing you with advice and dealing with your enquiries and requests.
carry out obligations arising from any contract entered into between you and third parties as part of relevant legal matters.
analyse figures for statistical purposes to help us manage our business and plan strategically for the future.
seek advice from third parties in connection with your matter, such as legal Counsel.
respond to any complaint or allegation of negligence against us.
prevent money laundering or terrorist financing in accordance with financial crime regulations, if requested by our clients to do so.

3. WHO WE SHARE PERSONAL DATA WITH

We may, when required and necessary, share your personal data with other organisations. Depending on the work we are undertaking for you the other organisations may include:

Our firm’s ‘data processors’ who are contractors from whom we obtain operational services including IT, message-taking, couriering, typing and secretarial support.
Other ‘data controllers’ that provide relevant professional or commercial services, such as Counsel and other solicitors.
Experts that you and we agree are necessary to assist us to progress your matter.
HM Courts & Arbitration Services.
The Information Commissioner’s Office (ICO) and organisations involved with the preparation, assessment and certification of quality standards.

4. WHERE WE STORE THE ALL THE PERSONAL DATA WE COLLECT

The personal data we collect is processed at our offices in London. Additionally, in common with most companies using cloud based storage and security software, we use data processing facilities operated by the third parties identified below.

By submitting or sharing your personal data, you agree to this transfer, storing or processing by us. If we transfer or store your information outside the EEA in this way we will take steps to ensure that your privacy rights continue to be protected as outlined in this Privacy Policy.

5. THIRD PARTIES WE USE TO PROCESS YOUR PERSONAL DATA

Beloved Fragrances use third party organisations to provide cloud based services and software to help power and secure emails, data file storage and communicate with customers. We partner with third parties who we believe are the best in their field at what they do.

Therefore it is sometimes necessary for us to share your data with them in order to get these services to work well. Your data is shared only when strictly necessary and according to the safeguards and good practices detailed in this Privacy Policy.

Here are the details of our main third-party service providers, what data they collect or we share with them, where they store the data and why they need it:

Provider - Data Tyoe - Location - Purpose

Apple - Email, word and excel files - US - Processing data

Dropbox - Customer Data and file storage -US - File and data storage

Quickbooks - Customer and financial data - US - Financial control

PayPal - Customer and financial data - US - Payment processing

Squarespace - Customer and financial data - US - Payment processing

6. SENSITIVE PERSONAL DATA

The General Data Processing Regulation defines sensitive personal data to include details of racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, data concerning health or data concerning a natural person's sex life or sexual orientation. Sensitive personal data is categorised and further protected by the General Data Protection Regulation, under which this Company is obligated and compliant.

Where necessary to act in your best interests, and for the establishment, exercise, or defence of your legal case(s), we may need to process personal data which is very sensitive in nature. In some circumstances we may need to share this information with third parties, for example a court or tribunal. If you volunteer sensitive personal data directly or on behalf of your client, you will be allowing us to process it as part of engaging our services.

7. CONTACTS

If you have any questions about our privacy policies, want to exercise your right to see a copy of the information that we hold about you, or think that information we hold about you may need to be corrected, want to delete all or any part of it or to object to the processing on legitimate grounds, please contact Martin, Email: info@belovedfragrances.co.uk