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Privacy Notice
This privacy notice, which details what information we collect from you, what we do with it and who it might be shared with, along with our recruitment privacy notice, forms the basis of our complete privacy policy.
Summary information
We are Cohesion Retail Group Ltd., we collect personal data from you in order to process any order for goods you place with us and to send you marketing information regarding our products or services. You may opt in and out of receiving marketing related information at any time by updating your preferences in the ‘my account’ section of our website. You may also opt out of receiving specific future marketing emails directly from any marketing email we may send you.
Detailed information
- 1. Who we are
- 2. What information do we collect from you?
- 3. Why do we collect this information?
- 4. Cookies
- 5. Who might we share your information with?
- 6. What do we do with your information?
- 7. How long do we keep hold of your information?
- 8. How can I access the information you hold about me?
- 9. Other websites
- 10. Changes to our privacy policy
1. Who we are
We are Cohesion Retail Group Ltd (The Board Base), a company registered in England and Wales with registered company number 09866355. Our registered address and address for correspondence is The Old School, Stone Road, Blackbrook, Newcastle, ST5 5EG, United Kingdom. You may also contact us via email with any questions related to this Privacy Notice at [email protected].
The name of the designated person responsible for overseeing our processing of personal identifiable information is Jonathan Capener.
2. What information do we collect from you?
When you register or place an order with us, we will hold details of your name, billing address and any separate delivery address. We may record details of your IP address and will retain details of any orders you place with us or emails you send to us. We will also pass details of any payment information to our payment processing partners, but we do not retain this information in full.
You may choose to provide your email address, contact telephone number(s), and your day and month of birth.
From time to time we may ask if you wish to provide additional information regarding specific areas of interest, such as Brands you like and / or your hobbies, we may also ask you to complete voluntary surveys and participate in competitions. We may also display content you share on our social media pages on our site. If you would like us to remove your post, please contact our Customer Service team.
We collect information regarding your use of our website using cookies.
3. Why do we collect this information?
Details of your name and addresses are necessary in order for us to fulfil our contract with you for the delivery of any goods you have ordered.
Providing us with an email address and contact telephone number(s) is optional, but if provided, will assist us to notify you of updates to your order and to contact you regarding any queries we may have. Your information may also be used for marketing purposes in order for us to send you information regarding our products and services by email, post, or text message.
4. Cookies
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of our website and to compile statistical reports on website activity.
For further information about cookies visit www.aboutcookies.org or www.allaboutcookies.org.
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, some of our website features may not function as a result as we use cookies on our site to enable functionality, such as the basket pages and recently viewed items.
A list of all cookies we use and what they are used for can be viewed on our separate cookies page. Some cookies are third party cookies, this means that they are used by a third party in order to assist us in providing certain facilities to you, such as live chat, for analysis purposes and for us to offer support when you leave our site and leave items in your basket.
5. Who might we share your information with?
We may share your information with our payment processing partners, fraud detection partners, courier companies, IT companies who support our website and other business systems, search and social platforms such as Google and Facebook in order to show you products which may interest you while you are browsing the internet and marketing agencies and with other companies within our group. We share information based either on your marketing consent, your acceptance of cookies on our website or our deemed legitimate interest. We may also specifically share your information via cookies with our partner who provides abandoned basket and abandoned browse email services. We may also share your details, including details of your orders, with our review partner in order to obtain your feedback regarding our products and service.
6. What do we do with your information?
We will process this information in order to fulfil our contract with you and may pass it to third parties, such as courier companies, in order for them to deliver your order to you.
Details of your IP address may be passed to our payment processing partner in order to assist us with our fraud detection processes.
We will also process your information in order to send you marketing information. This may also include using your information to tailor content that we show or send to you in order to try to ensure that content is as relevant to you as possible.
We also work with Epsilon Abacus (registered as Epsilon International UK Ltd), a company that manages the Abacus Alliance on behalf of UK retailers. The participating retailers are active in the clothing, collectables, food & wine, gardening, gadgets & entertainment, health & beauty, household goods, and home interiors categories. They share information on what their customers buy. Epsilon Abacus analyses this pooled information to help the retailers understand consumers’ wider buying patterns. From this information, retailers can tailor their communications, sending people suitable offers that should be of interest to them, based on what they like to buy. Epsilon Abacus may transfer data outside the EEA. The transfer will take place in the presence of appropriate safeguards, including standard data protection clauses adopted by the EU Commission.
You may opt in and out of receiving marketing communications from us by updating your marketing preferences in the ‘my account’ section of our website. We will provide separate facilities to opt in and out of postal marketing, email marketing and marketing from third parties (including Epsilon Abacus). If you have placed an order with us, we will process your data for the purposes of marketing on a legitimate interest basis. You may opt out of receiving marketing communications from us at any time.
If you do not place an order with us, but simply register as a user on our site or subscribe to our email newsletter, we will process your data using a consent basis. You may withdraw your consent at any time by opting out of receiving further marketing communications from us.
Please note that in the case of opting out of direct (postal) marketing, it may take up to 28 days for your request to be fully implemented due to the slight possibility that direct marketing may have already been planned and be in progress.
You may also optionally provide us with your date of birth to enable us to send you a special offer on your Birthday, you do not have to provide us with the year of your birth in order to receive this offer. From time to time we may also ask you if you wish to receive information regarding specific areas of interest, such as Brands you like or your hobbies. We will process this information on a consent basis in order to send you marketing information which we believe will be of interest to you. Your consent may be withdrawn at any time by deleting this information from the ‘my account’ section of our site or by contacting us and asking to do this for you.
We also use cookies on our site to enable functionality, such as the basket pages and recently viewed items. We also use cookies to track information regarding your browsing activity. Third party cookies are used by third parties in order to assist us in providing certain facilities to you, such as live chat, for analysis purposes and for us to offer support when you leave our site and leave items in your basket. These services are provided by third parties and we provide them to you on a legitimate interest basis. You may opt out of receiving these services via the opt out link provided in any emails our third party suppliers send to you. Please note that such opt outs are separate to our general opt out preferences managed in the ‘my account’ section of our site.
All personal information we hold about it is held securely and has access limited to that only necessary for the specific purpose for which we are processing your data. This means that we encrypt and anonymise the data where possible and ensure that access is limited via secure passwords and physically restricted access where relevant. We provide training to staff members who are concerned with dealing with personal data to help ensure that your data is kept secure.
7. How long do we keep hold of your information?
We retain your information for as long as necessary in order for us to complete our contract with you, provide information to Government organisations, for instance with regard to Value Added Tax (VAT) accounting, and to enable us to fulfil our legal duties with regard to record keeping. In normal circumstances we will retain information regarding you and any orders you placed with us for seven years after the date of your last order.
We will cease to process your information for marketing purposes when you ask us to do so and / or withdraw any consent you have given us.
We will delete any of your information which we are not legally required to retain on receipt of a formal request to do so.
8. How can I access the information you hold about me?
You may make a formal request to view the information we hold about you. This is called a Subject Access Request (SAR). You may make such a request to us either verbally or in writing. When we receive such a request, we will process it as quickly as possible, usually within one month and if we believe it may take longer than one month to complete the request, we may extend this timeframe by two further months. We will not usually make a charge for providing this information, but we may choose to levy a reasonable fee if the request is manifestly unfounded or excessive, particularly if it is repetitive. Information will be provided in a commonly used electronic format, such as a csv file. We may need to verify your identity prior to providing any information to you, in such instances we may require your assistance in order to verify your identity. We will not be able to provide information if we are unable to verify your identity and / or until any fee is paid in full.
9. Other websites
Our website contains links to other websites. This privacy notice only applies to this website, so when you link to other websites you should read their own privacy notices.
10. Changes to our privacy notice and policy
We keep our privacy policy under regular review and we will place any updates on this and the recruitment privacy notice web pages. This privacy notice was last updated on 15 January 2020.