This Policy explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and what choices you have.
We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website and ordering our products, you’re agreeing to be bound by this Policy.
Any questions regarding this Policy and our privacy practices should be sent via one of the methods on our contact page.
1. Who are we?
We are Virtual Vintage, a business providing vintage clothing and accessories online. Full contact details can be found here: https://www.virtualvintageclothing.co.uk/contact-virtual-vintage
2. How do we collect information from you?
We obtain information about you when you contact us to enquire about our services or order online.
3. What information do we collect & how is it used?
We collect information to allow us to fulfil our delivery of our products to customers, and to respond to enquiries. The table in section 3.3 below outlines exactly what information we collect, and for what purpose.
3.0. Sensitive Data
We do not gather sensitive personal data (e.g. health, genetic, biometric data; racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, sexual orientation, and criminal convictions). We expressly request that you do not provide any such sensitive data to us.
3.1. Children’s information
Our services are not directed to children under 13. If you learn that a child under 13 has provided us with personal information without consent, please contact us.
3.2. Third Parties
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
We may pass your information to third party service providers who we have engaged for the purpose of completing tasks and providing services to you on our behalf. We disclose only the personal information that is necessary to deliver the service.
We also use a number of 3rd party services to help us fulfil our contractual obligations – for example, our products are often delivered using a 3rd party courier service such as Royal Mail. These 3rd party services are listed in full below; we have verified that these 3rd party services are GDPR compliant (or are working towards GDPR compliance), and are certified under the EU-US Privacy Shield Framework (or are working towards certification) where these organisations are based outside of the EU.
The following table outlines the personal data we collect and for what purpose. The table also outlines the 3rd parties the data is processed by or shared with, and how long the data is stored for:
|Name||What||Legal Ground||Purpose||3rd Parties||Data Retention|
|Prospect, customer & supplier contact information||Contract||To allow initial and ongoing contact with prospects, customers, suppliers, etc.||Zoho Mail||Until request for deletion.|
|Orders & Customer Data||Prospect, customer contact information & orders||Contract||To manage our orders and customer account history.||Woocommerce hosted on Linode.
||Until request for deletion apart from essential order information that may be required to fulfil our legal obligation for accountancy requirements.|
|Server Logs||IP address||Legal obligation||To help prevent DoS (Denial of Service) attacks; for website security and diagnostics.||Linode, website managed by GetSited Ltd
||Server logs are stored for up to 1 year.|
|Analytics||Website visitor behaviour (anonymised)||Legitimate interests||To analyse popular content, website performance, etc – so we can further improve.||Google Analytics
We anonymise IP addresses
|Email Marketing||Email addresses & names||Legitamate Interests||To send newsletters to our subscribers||Mailchimp||Until request to un-subscribe|
|Email Services||Email addresses||Contract||To send transactional emails from orders, enquiries and activites on our website||Sendgrid||Short term mail logs for successful email delivery.|
|Payment Services||Payment Information||Contract||We use these secure third party payment providers to accept payments through this website. No credit card information is stored or submitted to our servers.||PayPal & Stripe
|DNS Log Data||IP address, system configuration information, etc||Legitimate interests||Cloudflare provides DNS, web optimization and security services for our websites||Cloudflare||Stored indefinitely|
|Courier Services||Delivery Name & Address||Contract||To deliver your products||Royal Mail||Royal Mail Group has internal data retention policies which cover the requirements for data retention and secure disposal/destruction of information waste in compliance with the Group’s legal and regulatory obligations.|
4. Controlling your information
You have certain rights concerning the information we hold about you, as defined under the General Data Protection Regulation. If you wish to exercise these rights, please contact us, including your email address in the first instance (this is the unique identifier we use to identify and collate personal information).
4.0. Requesting a copy of your information
You may request a copy of any data we hold about you. Upon request, we will provide the personal data we hold on record about you within one month of receipt.
4.1. Updating or correcting your information
The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date, please contact us so we may correct our records.
4.2. Deleting your information
You have the right to request erasure of your personal information. Unless there is a compelling reason for the data not to be erased (for example, if we need to use that data to fulfil our contractual or legal obligations), your personal data will be deleted on request.
4.3. Automated decision making
We do not use any personal information for automated decision making or profiling; your data is not subject to automated decision making or profiling.
5. Use of ‘cookies’
- To keep track of cart data, WooCommerce (our eCommerce software) makes use of 3 cookies:
The first two cookies contain information about the cart as a whole and helps WooCommerce know when the cart data changes. The final cookie (wp_woocommerce_session_) contains a unique code for each customer so that it knows where to find the cart data in the database for each customer. No personal information is stored within these cookies.
- AddThis – Social Sharing Tool
By using and browsing the Virtual Vintage website, you consent to cookies being used in accordance with this Policy.
If you do not consent, please use the provided Google Analytics opt-out tool, turn off cookies, or refrain from using the site. Most browsers allow you to turn off cookies. To do this, look at the ‘help’ menu on your browser.
Virtual Vintage takes security seriously. In order to protect your information from loss, misuse or unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
7. Data Breaches
Where appropriate, Virtual Vintage will promptly notify you of any unauthorized access to your personal information.
If you wish to raise a complaint on how we have handled your personal information, you can contact us directly and we will investigate the matter.