PRIVACY POLICY

• Registered Address: 379 Vega House, Falcon Drive, Cardiff CF10 4RG United Kingdom
• Phone: +44(0)7401631909
• E-mail: dayle@activemenclothing.com

If you have any questions about how we protect your privacy and use your data, please contact us in any of the above ways or via the contact form or chat system on our website.

We may change our Privacy Policy from time to time, to reflect changes in how we process your data.

1. OUR LAWFUL BASIS FOR PROCESSING YOUR DATA

Under the new General Data Protection Regulations, we have two lawful bases to process your data:

For operational purposes (ie to fulfil your orders), we have a contractual lawful basis to process your data. For example, we cannot send you your order and therefore complete our contract of sale if we cannot process your name and address details.

For the purposes of marketing (eg e-mail, SMS and direct mail), we have a consensual lawful basis to process your data.  You can opt in and out of specific marketing initiatives, you are in charge, providing and removing your consent when you wish.

2. USING YOUR DATA

YOUR PERSONAL DATA

This includes your name, billing address, delivery address, phone number, IP address and e-mail address. We do not gather sensitive or special category data such as your date of birth, ethnicity or gender.

HOW WE USE YOUR PERSONAL DATA	WHY?
To deliver your purchases to you	We have to use your details to fulfil our contract of sale with you – we can’t send you your order if we don’t have your name and delivery address
To send you service messages	We have to use your details to fulfil our contract of sale with you – we can’t let you know that your order has been dispatched or provide tracking numbers if we can’t e-mail or send you an SMS
To detect and prevent fraud	To detect and prevent fraud against Activemen Clothing and yourself, for example we will match the location of your IP address to your billing and delivery address which helps us determine if a card may be stolen
To send you information about new products & services or special offers	We only do this when you opt in, providing us with consent. You can remove consent at any time. Please see section 4 Marketing below
To display Activemen Clothing adverts as you surf the web	This lets you see information about new products & services or special offers. We only do this if you have cookies enabled on your browser and opt into marketing cookies. You can stop this by clearing your browser cookies
To send you automated basket abandonment e-mails	If you input your e-mail address at the checkout but fail to complete a purchase, we will automatically e-mail you with a link that allows you to easily complete the purchase if you wish. These e-mails will stop after 24 hours

YOUR COMMUNICATION DATA

This includes e-mails you have sent us, messages sent through our online contact form and messages on social media (eg Twitter and Instagram). We do not currently record phone calls. We keep e-mails for six months. We are unable to delete social media messages as these are kept by those respective platforms.

HOW WE USE YOUR COMMUNICATION DATA	WHY?
To provide customer service and support	We need to answer your enquiries and we need to communicate with you if there is an issue with an order
To train staff	We need to use enquiries to train our staff so they can provide a great service to you in the future

YOUR PAYMENT DATA

When you input payment details on our website, that section of the website is fully encrypted and operated by our payment processors and PayPal who hold all the necessary SSL security certificates to keep your payment details secure.

Activemen Clothing does not collect or see payment data such as your specific card details. However, we are able to see some generic transaction data (eg whether you input a correct 3D secure password or not). This transaction data is only used to review for fraud .

HOW WE USE YOUR PAYMENT DATA	WHY?
To assess whether payment has successfully been taken for an order	We need to verify with the payment processor, that payment has been made, so that a contract of sale exists and we can then dispatch your order
To provide refunds where necessary	We have to find your transaction details on merchant accounts and use these to request a refund to be made
To detect and prevent fraud using Paypal’s fraud management systems	We need to use this to detect and prevent fraud against Activemen Clothing and yourself
To verify a delivery address where payment is placed through a Paypal account, rather than by card	Where payment is made through a Paypal account, Paypal will provide your verified delivery address on that account, helping us to reduce fraud and ensure your order is dispatched to the correct address

YOUR ORDER HISTORY, SAVED BASKETS AND WISHLISTS

If you decide to hold an account with us, you can view your order history within this account. If you create a wish-list, you can view saved items which you can also e-mail to someone else. If you put items into a basket, but are not ready to pay for those items, you can save the basket for later.

HOW WE USE YOUR PURCHASE HISTORY, SAVED BASKETS AND WISHLISTS	WHY?
To help you complete an order	It’s much easier, faster and more practical for you to complete an order at a later date if you’ve saved items and baskets
To provide customer service & support	If you have a question about a previous order, you may wish to see the order details in your order history, and we will need to view your order history to follow-up your enquiry If you have trouble completing a transaction, we will need to view the order details to help you
To complete returns	We have to view your order history to complete a return and fulfil our contract of sale with you – we can’t refund an item on an order if we can’t view that order
To help you save items of interest for a later date	It’s much easier, faster and more practical for you to be able to save items of interest so that you can come back to purchase them when you are ready. You may want to e-mail your saved items/wish-list to friends and family for a birthday or maybe even Santa!
To detect and prevent fraud	Reviewing your order history is one way that Activemen Clothing can help detect and prevent fraud

YOUR DEVICE AND BROWSER DATA

We cannot use your device (eg mobile, tablet, desktop) and browser data (eg the browser used, the version of that browser) to specifically identify you but we use Google Analytics to review the devices and browsers which our website visitors collectively use.

HOW WE USE YOUR DEVICE AND BROWSER DATA	WHY?
To collectively review which browsers and devices our customers use to view our online store	To help develop our online store to provide a better shopping experience – we need the store to work well on the most popular browsers and devices
To collectively review who our visitors are – if you have enabled cookies on your browser, Google Analytics collects and reviews the geo-location, demographics and interests that it believes you have, based upon your browser cookies and surfing habits	To help us to understand our visitors better so we can provide a better online store and shopping experience

3. SHARING YOUR DATA

We do not sell any information or data to any third party ever. However, we do share your information with the following companies, who process elements of your data, often in order to fulfil our services and contract with you, to meet our legal obligations or to provide marketing services to where you have explicitly consented to this.

• Our couriers, such as The Royal Mail (and their service providers abroad where an order is delivered outside the UK), for example:
  • To generate a delivery label for your parcel
  • To generate export documentation for your parcel, if delivered outside the UK
  • To electronically inform Customs authorities about details of the package where this is required outside the UK, allowing faster Customs processing
  • To communicate about missing and late parcels
  • To investigate and make compensation claims for missing and late parcels
• Our e-commerce system provider Shopify, related e-commerce plugin and theme providers and our website and hosting support providers, who host our website, provide the Content Management System which holds your data, provide development and support services.
• Our payment merchants and Paypal who provide the payment gateways on our website. You input your payment details into their payment gateway and they encrypt this so nobody else, including us, can see it. We provide details of your order, such as the value and currency, so the transaction can be completed.
• eBay, where you place an order through our eBay store. We provide eBay with delivery details such as your tracking number so that we can fulfil eBay’s requirements and our contract of sale.
• Google, whose  Analytics code is embedded on our website, so we can review how visitors with enabled cookies on their browser use the website, allowing us to improve it. The code also helps us to identify which marketing initiatives generate our sales. The retention period for data sent to Google Analytics that is associated with cookies and advertising identifiers is retained for 38 months and then automatically deleted. We are unable to identify specific individuals from the cookie data and advertising identifiers, it is collective data.
• Our advertising partners (eg Google, Facebook) who may show you Activemen Clothing adverts after you have left the website. This would only occur if you opted into marketing cookies.
• Our marketing providers (eg Mailchimp, Klaviyo). Only if you have given prior consent (see section 4 Marketing), we transfer to them, the data which is necessary to send you marketing activity to which you have subscribed. Mailchimp is based in the USA and therefore, when we transfer data from our website system to Mailchimp, we are transferring the data outside of the EU. Mailchimp is compliant with the GDPR regulations, EU-US Privacy Shield and Swiss-US Privacy Shield Regimes in order to lawfully transfer EU personal data to the USA.
• Live Chat if you use our chat system. They store details of chat transcripts which may contain personal data.
• Affiliate Marketing Providers, if you linked through to our website from an affiliate, will log the order details in order to recognise any commission due to those affiliates. Your personal data will not be logged.
• Law enforcement agencies, if and where we are required to do so by law.

4. MARKETING

Under the GDPR regulations, we have a consensual lawful basis to process your data for marketing purposes.

If you have consented to us doing so, we will send you direct marketing messages to keep you aware of our new products, special offers, exclusive deals and developments at Activemen Clothing.

You can select which methods you consent to, whether that be by e-mail, SMS text, mail or a combination of all these. You can also select which type of e-mail newsletters you receive, so you receive only those of interest to you. It is entirely your choice, you do not have to consent to anything.

You can change your consent to direct marketing preferences at any time, in the following ways:

• By unsubscribing on e-mails or replying to SMS messages
• By contacting us via e-mail, phone, online website contact form, website chat system or by post

We will update your details within 7 days, although unsubscribing on an e-mail or SMS takes immediate effect.

Ending marketing messages will not affect communications necessary to fulfil a contract of sale with you, so you will still receive communications in relation to orders you place because under GDPR, we have a contractual lawful basis to process your data. Your consent is only necessary for marketing communications where under GDPR, we have a consensual lawful basis to process your data.

5. KEEPING YOUR DATA

We will hold your data for as long as you hold your account with us, or as long as is required to be able to provide our services and support to you.

You have the right to request that we delete your data (see section 6 Your Rights). However, we may keep hold of your data as required, even after you close an account or it is no longer necessary to provide services to you, in order to meet legal or regulatory requirements. For example, under VAT legislation, we need to keep your order information for 6 years.

Communication e-mails and messages are kept for 6 months and then deleted.

We will continue to provide marketing services using your data for as long as you provide consent to this. You can remove your consent at any time as detailed in section 4 Marketing.

Data sent to Google Analytics that is associated with cookies and advertising identifiers is retained for 38 months and then automatically deleted.

6. YOUR RIGHTS

Your rights in relation to your personal information are as follows:

YOUR RIGHTS	HOW THE RIGHT IS APPLIED
The right to be informed – you have the right to know what data is being processed and how	This Privacy Policy details how your data is used
The right to access the information we hold about you	Please contact us via e-mail, phone, online contact form or by post to access the information we hold
The right to rectification – you may request us to correct inaccurate data or complete incomplete data	Please use your account or contact us via e-mail, phone, online contact form or by post to correct any inaccurate information
The right to be forgotten – you may request us to delete your data without undue delay	Please contact us via e-mail, phone, online contact form or by post to have your data deleted. Once deleted, we can no longer process or collect it
The right to stop direct marketing messages	You can change your marketing preferences, at any time within your account, by unsubscribing to e-mails, replying STOP to SMS messages or by contacting us
The right to portability – you may request us to transfer your data to another organisation	Please contact us via e-mail, phone, online contact form or by post to transfer elements of your data
The right to complain to your data protection regulator	Within the UK, you can complain to the Information Commissioner’s Office but we would ask that you contact us first so we can try to resolve any issues