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Privacy Policy Wippellgownhire.co.uk



This website privacy policy describes how J.Wippell & Co. Ltd protects and makes use of the information you give the company when you use this website (www.wippellgownhire.co.uk).

If you are asked to provide information when using this website, it will only be used in the ways described in this privacy policy.

This policy is updated from time to time. The latest version is published on this page.

This website privacy policy was updated on: 15/05/2018

If you have any questions about this policy, please email info@wippellgownhire.co.uk or write to: DPO, J.Wippell & Co. Ltd, PO Box 1, 88 Buller, Road, Exeter, Devon, UK, EX4 1DQ

Introduction

J.Wippell & Co. Ltd gather and use the details provided to allow the company to enter into a contract with the customer and fulfil order requirements for the hiring or purchasing of their academic robes.

What personal data we gather

Online/email and telephone orders

The following personal information is gathered and used for the purpose of fulfilling your online order:

Enquiries via telephone or email

The following personal information could be gathered when a customer makes an enquiry:

How we use the information we gather

The Personally identifiable information stated above is used in the following ways:

Who we share your information with

We will not sell, distribute or lease your personal information to third parties. We may need to disclose your information for order fulfilments or business purposes. Data is shared and accessible to authorised university personnel at your university, who oversee the graduation event and attendance at ceremonies. Such data is shared via secure, encrypted sharing tools area and restricted to necessary access and information in order to complete the order fulfilment and management of the event.

Data Collection and purpose specification

We collect the personal data that you provide when placing an order or making an enquiry. We do not collect information about our visitors from other sources, such as public records or bodies, or private organisations. We do not collect or use personal data for any purpose other than for the purposes specified.

Storage of Data

We will store your personal information relating to bookings placed with us. This information is held on our secure website. Paper copies of your order and personal details are also provided to authorised staff including our order administrator, who will process the order and pass the order to production (for manufacturing) or to the gown room operatives for allocation. This data does not leave the UK and remains on site in Exeter. The order details are attached to the robes and stored in a secure unit only accessible to authorised personnel.

Once the order is issued on site at graduation, the paper copy of the order attached to the robes are held by the company securely and when returned to company premises, all paper copies are securely destroyed.

Data is held on our secure database for seven years in line with auditing and legal requirements.

A paper copy of orders are held in secure cabinets accessible to authorised personnel only, for two years, after two years the information is destroyed.

By providing us with this data, you agree to this storing and/or processing. All online data is stored on our secure servers in the UK and paper copies are held in lockable filing cabinets.

Payment

The company use third party payment gateway Worldpay for all card transactions.

The WorldPay payment system uses a combination of both established and innovative techniques to ensure the security and integrity of all sensitive data. Furthermore, our public web servers are certified by Thawte, a public Certificate Authority, ensuring that both the shopper and retailer can have confidence that nobody can impersonate WorldPay to obtain confidential information.

Transaction Encryption

The transfer of the purchase details from the retailers site to Worldpay are encapsulated using our own encrypted and digitally-signed protocol. This uses a combination of standard methods such as PGP, RSA and MD5 to ensure that the information passed is secure and tamper-proof.

Data Storage

Data storage on WorldPay systems, and the communication between WorldPay and the worldwide banking networks, is regularly audited by the banking authorities to ensure a secure transaction environment. We also ensure that we stay up-to-date with the latest versions of any third-party code we use, and continually review our own proprietary code.

Photographs

We will on occasion ask for photographs of individuals at the graduation wearing J. Wippell & Co. attire. Such photographs will require the customer's explicit consent. The photograph will only be used for the purpose of social media and website marketing as specified in the consent form and personal information such as the customer's name, email, telephone and address will be stored with the photograph, this allows us to identify and erase the details and photograph at the customer's request. The personal information provided is only used for identifying the customers and is not used for any other purpose. The information is not shared with any third party.

Complaints

When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

We will only use the personal information we collect to process the complaint and to check on the level of service we provide. The information or personal data is not disclosed to any third party or published in any publicly accessible report.

Personal data

We will keep personal information relating to online orders, telephone orders, enquiry forms, complaints and photographs. It will be retained in a secure environment and access to it will be restricted according to the 'need to know' principle.

Confidentiality

We have implemented security policies, rules and technical measures to protect the personal data that we have under our control from:

All our employees and data processors, who have access to, and are associated with the processing of personal data, are obliged to respect the confidentiality of our visitors' personal data. We ensure that your personal data will not be disclosed to state institutions and authorities except if required by law or other regulation.

Access to data we hold

You can ask us whether we are keeping personal data about you upon request, which you can indicate by:

We will provide you with a readable copy of the personal data which we keep about you, within one month of receipt of this request - although we will before require proof of your identity. This can be extended by two months where the request for rectification is complex. We will provide this information free of charge.

We will however charge a reasonable fee when a request for information is manifestly unfounded or excessive, particularly if it is repetitive. We may also charge a reasonable fee to comply with the requests for further copies of the same information. This fee is based on the administrative cost to provide this information.

We allow you to challenge the data that we hold about you and, where appropriate, you may have the data erased, rectified or amended if it is incorrect or inaccurate. We reserve the right to refuse to provide our visitors with a copy of their personal data if the request is manifestly unfounded or excessive, but we will give reasons for our refusal. We do, however, allow you to challenge our decision to refuse to provide you with a copy of your personal data. You have the right to complain to the supervisory authority and to a judicial remedy without undue delay and at the latest within one month.

Erasure of data

You have a right to have your personal data erased to prevent processing in the following specific circumstances:

If you would like J. Wippell & Co. Ltd to erase or amend personal data we hold, please email info@wippellgownhire.co.uk with your full name, address, email address and the action you wish us to take. In order to complete such requests, the company will require proof of identification.

Changes to our Privacy Policy

Our Privacy Notice and the Conditions of Use will change from time to time in response to changing legal, regulatory or operational requirements. We may e-mail periodic reminders of our notices and conditions, unless you have instructed us not to, but you should check our website frequently to see recent changes. Unless stated otherwise, our current Privacy Notice applies to all information that we have about you and your account. We stand behind the promises we make, however, and will never materially change our policies and practices to make them less protective of customer information collected in the past without the consent of affected customers.

If you choose to visit Wippellgownhire.co.uk, your visit and any dispute over privacy is subject to this Privacy Notice and our Conditions of Use, including limitations on damages and application of the laws of England. If you have any concern about privacy, please e-mail us a thorough description and we will try to resolve the issue for you.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to:

Data Protection Officer
J. Wippell & Co. Ltd
PO Box 1
88 Buller Road
Exeter
Devon
EX4 1DQ