Privacy and Cookie Policy

Introduction

  • To process your order and deal with any enquiries, we need to ask for, store and use some personal information. This Privacy Policy explains what information we need, why we need it, who we share it with and how long we keep it for. It also explains our use of Cookies.

Browsing, added items to basket, started but not completed checkout

  • We use a temporary cookie to remember who you are as you browse around the site and add items to the basket. We store your IP address in an encrypted form that we cannot decrypt. We store the items in your basket. If you start checkout we store the personal information you enter.
  • All this information is kept in a separate part of the system that we cannot readily access and is automatically deleted after 6 hours. The information is kept for this period to allow you to return to the website later to complete your order.
  • If you choose to block our cookies in your web browser, you will not be able to order online. There is no alternative ordering method available.

Completed orders

  • We store all the information you entered on our website during the checkout process, along with your IP address. We do not store your credit/debit card details as these are entered on Stripe's or PayPal's system which is detailed in the third parties section below.
  • If you contact us about your order, we may also store brief notes with your order regarding the outcome of this communication, to allow us to allow us to action whatever is agreed.
  • All this information is stored indefinitely, unless you ask us to delete it as detailed in the relevant section below. This will allow you to log into your account and check all previous orders and other details whenever you want.
  • If you opt in to receiving our promotional emails, we will use your email address and other details to send you occassional promotional emails. You may opt out of these by clicking the links contained in the emails, by replying to one of the emails with "unsubscribe" as the subject, or by logging into your account and changing the relevant options. If you have any difficulty unsubscribing, please contact us by email and we will take care of this for you.

Email correspondence

  • If you email us about your order, account or any other matter, we will retain this email correspondence for up to 6 months, then delete it. This is sufficient time for any issues to be resolved and for any follow-up discussions.
  • As noted above, we may also record brief notes about the outcome of the email correspondence with your order to allow us to action whatever we have agreed.

Information shared with third parties

  • If you pay online by credit or debit card we share your name, billing address, email address and total order value with our card processing gateway, Stripe. They use this along with the card details you enter on their system to authorise your card payment and for fraud prevention. Stripe's privacy policy is available at https://stripe.com/gb/privacy.
  • If you pay online by PayPal we share your name, billing address, email address and total order value with PayPal. They use this along with the details you enter and have previously stored on their system to authorise your payment and for fraud prevention. PayPal's privacy policy is available at https://www.paypal.com/uk/webapps/mpp/ua/privacy-full.
  • When your order is dispatched or available to download, we send your name, email address and order number to Trustpilot so that they can send you a review invitation email a few days later. You will only receive one invitation per 90 days regardless of how many times you order, and can opt out using the link in their email. Trustpilot's privacy policy is available at https://uk.legal.trustpilot.com/for-reviewers/end-user-privacy-terms.
  • We use Google Analytics to track website visitor numbers, page popularity and other similar data. Google will use your IP address and a cookie to track this. The information available to us from Google Analytics is aggregated and anonymised, which means we cannot identify you as an individual. If you wish to block access to Google's cookies in your web browser this will not affect your ability to order from our website. The Google Analytics privacy policy is available at https://support.google.com/analytics/answer/6004245.

Where we store your personal information

  • All the personal data we hold is stored in the United Kingdom. Our web server is in a secure data centre in Hemel Hempstead. Backups are stored on backup systems in a secure data centre in London Docklands. Emails and paperwork are stored in our office in Cardiff.

Cookies

  • We use cookies to remember who you are as you browse around the website, add items to your basket, progress through checkout and access your account. These just contain a unique random identification code and do not contain any personal information. They are automatically deleted after 6 hours. If you block our cookies in your web browser, you will not be able to order online or use many other website features. There is no alternative ordering method available.
  • We use Google Analytics as detailed above, and their system uses cookies. If you wish to block access to Google's cookies in your web browser this will not affect your ability to order from our website.

Accessing, correcting, and deleting your personal information

  • You can access most of the personal information we hold by logging into your account and checking the various sections. You can also correct and update your details there.
  • If you wish to obtain the full personal information we hold, please email us at privacy@service-data.com. We will gather the information and send it as PDF files by email within 30 days of your request. There will be no charge for this.
  • If having received this full information you require any corrections, please email us again at privacy@service-data.com. We will carry out the requested changes and send you the corrected parts only as PDF files by email within 30 days of your request. There will be no charge for this.
  • If you wish to have all your personal information deleted from our systems, please email us at privacy@service-data.com. We will carry out the requested deletions and confirm by email within 30 days of your request. There will be no charge for this.
  • If you wish to find out what personal information any of the third parties mentioned above hold about you, request corrections or deletion, please refer to their privacy policies and contact them as appropriate. We cannot act on your behalf as they will only accept your request directly from you.

Questions?

  • If you have any questions or require any clarification or further details regarding our privacy policy or our handling of your personal information, please email us at privacy@service-data.com. We will respond as soon as possible but please allow us up to 30 days.


Last updated 14th September 2021.