Special Occasions Ltd Privacy Notice

We at Special Occasions Ltd take care to protect your privacy and secure your information. This policy explains what data we collect and how we may use your information. Your data and security are important to us. We use a variety of systems and security procedures to protect your information against any unauthorised access to or unlawful use and destruction of any personal data we store. Special Occasions Ltd may occasionally update this policy in between our annual reviews. We recommend you check this page from time to time to check you are happy with any changes.

Basis for processing data

We collect personal data for several reasons. The types of data we collect for each are detailed below.

• Some information is required to fulfil our contract with you and process your order.
• You may also provide personal information to be used in the design of your customised order. It is your choice to provide this information, and you are responsible for ensuring you have the relevant consent to use it.
• Special Occasions Ltd send out newsletters, which you have given your consent to receive.

Your rights as a data subject

As a data subject, you have the following rights regarding data processing, and the data that is recorded about you:

• To make subject access requests regarding the nature of information held and to whom it has been disclosed.
• To prevent processing likely to cause damage or distress.
• To prevent processing for purposes of direct marketing.
• To be informed about the mechanics of automated decision-taking process that will significantly affect them.
• Not to have significant decisions that will affect them taken solely by automated process.
• To sue for compensation if they suffer damage by any contravention of the GDPR.
• To take action to rectify, block, erased, including the right to be forgotten, or destroy inaccurate data.
• To request the ICO to assess whether any provision of the GDPR has been contravened.
• The right for personal data to be provided to them in a structured, commonly used and machine-readable format, and the right to have that data transmitted to another controller.
• The right to object to any automated profiling without consent.

Types of data we collect

Customised Orders

For customised order designs, you are able to provide Special Occasions Ltd with the following:

• Name
• Date of birth
• Photo
• Additional personal information
• Location data (for example, time, date and location of wedding)

Special Occasions Ltd are not responsible for any personal information you choose to include in the design of customised orders, as this is by choice.

For fulfilment of orders, Special Occasions Ltd may collect the following information:

• Name
• Address
• Phone number
• Email
• Location data (for example, time, date and location of wedding)

By providing Special Occasions Ltd with photographs and personal information for customised orders, you accept that you have the relevant permission to share this information if it is not yours.

Cookies and Google Analytics

Special Occasions Ltd use Google Analytics to collect information on website activity. This may include number of visits, location data and other information regarding buyer and browser trends. We do not use Google analytics to profile visitors to the website.

Cookies are used on our website to manage your preferences, shopping basket, orders and account.

WiFi

When you connect to the Special Occasions Ltd guest wifi to create your customised orders, we may collect information about:

• your device;
• the volume of data which you use;
• the websites and applications which you access; and
• your usage by access time, frequency and location.

Creation Express are the data controller for pictures and information you upload to their services. Their privacy policy can be found at https://www.creationexpress.co.uk/terms-conditions/

CCTV footage

There are CCTV cameras covering the Special Occasions Ltd shop. Footage is used to prevent and identify criminal activity and will only be shared with law enforcement as a third party.

Newsletters

We use Mailchimp to manage our newsletters, and may collect statistics on opening and click through rates for these emails. Only your name and email address are collected in order to send your newsletter to you. You can unsubscribe from the newsletter at any time by clicking on the link included in each newsletter.

Third Parties

Special Occasions Ltd are a data processor for Creation Express. For any Creation Express orders handled by Special Occasions Ltd, your personal information may be shared with Creation Express.

When you buy from a Special Occasions Ltd website, PayPal is used as a third party gateway. We do not process any payment information via our websites.

Special Occasions Ltd use the Royal Mail Click & Drop service and will share your name and delivery address postage.

Third party printing services may be used to print your orders. Where this contains personal information, only GDPR compliant printers will be used.

How long do we store your data?

We store your information for no longer than is necessary. Different types of information are stored for different lengths of time, and we will not keep hold of your information ‘just in case’. You can get in touch with the Privacy Manager using the email address below if you would like to know more.

Access to your personal information

If you would like to view, amend or delete the personal information that we hold for you, please email the Privacy Manager at office@sogifts.co.uk .

Changes to this privacy notice

This policy is valid from 25th May 2021 and will be reviewed annually.