Effective from: 15 April 2021 (previous versions available by contacting us).
This policy explains what we do with your personal data and how you can exercise your rights over your data. It should be read together with our Cookies Policy.
Who we are and how to contact us
We are Rebus Signet Rings Limited. We are a company registered in England with company number 08584636. Our registered office is at 2 Gloucester Road N, Bristol, BS7 0SF. UK. We are a retail outlet and also run our workshops, pop up shops, social media accounts and our websites, www.rebussignetrings.co.uk and www.rebussignetrings.com
TThis policy is intended to provide a succinct, easily understood overview of what we do with people's personal data. If you have any questions or concerns about the information in this policy, or about our handling of personal data more generally, or if you would like more detailed information on a particular point, you should contact us by using the contact form on our website www.rebussignetrings.co.uk/contacts, by emailing us at firstname.lastname@example.org, by calling us on +44 (0) 20 7405 5188 or by writing to us at our workshop at 67-69 Leather Lane, Hatton Garden, London, EC1N 7TJ for the attention of the Sales department. Our Privacy Manager and the person within our business taking the lead on data protection matters is Emmet Smith, director.
The personal data we handle, what we do with it and why.
Corresponding with us
When you correspond with us (for example, by filling in forms on our website, by emailing us, by phoning us, or by writing to us), we will collect from you your name and some of your contact details such as your email address, postal address or phone number, as well as any other information you give us.
We will use this information to correspond with you and to respond to your enquiry.
WWe will keep this information for 6 years after our last communication with you (or, if you go on to place an order with us, this information will be combined with the information described in the following section and kept for the period set out there).
We do this on the basis of our legitimate interests in operating our business and providing you with good customer service.
When you place an order with us, we will collect from you your name, your address, your telephone number and your email address.
We will use this information to fulfil your order, to communicate with you about it and to resolve any issues with it.
We will keep this information until our last communication with you about that order, and for as long afterwards as we are required to for accounting purposes and to comply with HMRC rules. Typically, that will be around 6 years.
We do this on the basis that it is necessary to fulfil your order and to respond to any queries following the date of the order, as well as to comply with HMRC requirements on accounting and VAT. Separately, we also have a legitimate interest in retaining this information in order to operate and manage our business.
We will also use this information to seek feedback on our products and services. For this purpose we will transfer your name, email address and order details to the reviews platform Feefo. We do this on the basis of our legitimate interest of seeking feedback to improve our customer service.
Your payment card details
At the point of placing an order we will also collect your payment card details from you and pass them to our third party payment processor, Braintree. You can alternatively make payments via PayPal. We do not retain any payment card information ourselves.
We do this on the basis that it is necessary to process your order.
Accounts on our website
If you wish, you can create an account on our website to make placing and reviewing orders quicker and easier. If you choose to register for an account, we will collect from you your name and your email address. We will retain the information you provide when you set up your account in order to administer it.
We will keep that information for as long as your account is actively used, and for 6 years after we determine that the account is dormant.
We do this on the basis of our legitimate interest in improving the customer experience.
If you opt to receive our newsletter, social media updates or other marketing communications from us we will use your email address and your social media handles to send you offers which are likely to be of interest to you.
You can always opt out at any time, by clicking the “unsubscribe” link in each email or by contacting us using the contact form on our website www.rebussignetrings.co.uk/contacts, by emailing us at email@example.com, by calling us on +44 (0) 20 7405 5188 or by writing to us at our workshop address in London for the attention of the Sales department.
We will keep your email address and social media handle for this purpose until you unsubscribe or, if you do not unsubscribe, for 1 year from when you last opened or viewed any of our marketing communications.
We do this on the basis of your consent given by signing up to the relevant communication stream.
Website analytics and cookies
When you visit our website, we will set certain “cookies” on your device. Some of them are necessary to allow the website to work (for example, the website needs to place a “session” cookie in order to enable you to navigate the website and to place orders). HHowever, our website also uses third party services including Google Analytics and Hotjar to gather information about how people use the website, in order to help us to improve it and fix problems with it. The final results as presented to us by Google and Hotjar are statistical in nature and do not identify you personally.
You can learn more about how Google processes your data here:
You can learn more about how Hotjar processes your data here:
We do this on the basis of our legitimate interest in understanding how our website is used and to improve the user experience.
Retargeted advertising and cookies
We do this on the basis of your consent.
Who we share your data with, including outside Europe
We only share your data where we have sufficient safeguards in place and where we and the organisation we transfer data to are acting in accordance with data protection law.
We share your personal data with some of our trusted suppliers who need to receive it in order to provide their services to us. These include:
- our website host, AWS,
- our ecommerce platform, Magento,
- our live chat host, ClickDesk,
- our mailing list and marketing provider, MailChimp,
- our reviews platform, Feefo,
- our enterprise resource planning (ERP) provider, Brightpearl,
- our couriers Royal Mail, DHL and FedEx.
- the service providers set out in our Cookies Policy.
Where applicable we also share your data with our partner jewellers in other countries who need to receive it in order to fulfil your order. Our partner jewellers are currently Andrea Cobb in the USA, Clayfield Jewellers in Australia and Hatton Studios in Hong Kong.
We may also share your contact details and other data with our sales associates in other countries, who need it to respond to live chat enquiries and to provide marketing communications where you have given your consent to receive them.
We may also share your personal data with entities, organisations or individuals outside our organisation where this is necessary to prevent or detect fraud, to obtain legal advice, to enforce the terms of our contracts, with our insurers, accountants or other advisors, or otherwise as permitted or required by law.
Your rights and how to exercise them
The law gives you certain rights in respect of the information that we hold about you. Below is a short overview of those rights. The website of the Information Commissioner’s Office (http://www.ico.org.uk) also has a wealth of useful information in respect of your rights over your personal data.
If you wish to exercise your rights, the best way to do so is by email to firstname.lastname@example.org, but if you prefer you can also write to us at our workshop at 67-69 Leather Lane, Hatton Garden, London, EC1N 7TJ for the attention of the Sales department.
Your right to a copy of the information we hold about you
With some exceptions designed to protect the rights of others, you have the right to a copy of the personal data that we hold about you, as well as information about what we do with it, who we share it with and how long we will hold it for. We may make a reasonable charge for additional copies of that data beyond the first copy, based on our administrative costs.
Your right to have inaccurate information about you corrected
You have the right to have the information we hold about you corrected if it is factually inaccurate. In most cases the easiest way to do that is to ask your usual contact with us to arrange that.
Your right to object to what we do with your data, and to have restrictions placed upon it
Where we process your personal data on the basis of our legitimate interest, you have the right to object to that processing and to have restrictions placed upon it while we consider your objection.
Your right to have your information deleted in some circumstances
You have the right to require us to delete the information that we hold about you if it is no longer necessary for the purpose we collected it for, and there is no other legal basis on which we must, or are allowed to, retain it.
Your right to complain to the ICO
You have the right to lodge a complaint about our handling of your personal data with the supervisory authority, which in the UK is the Information Commissioner’s Office.
You can contact the Information Commissioner’s Office on 0303 123 1113 or at email@example.com.