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Privacy Policy

Hamilton & Inches Limited

("we", "us") are committed to protecting and respecting your privacy.

This policy (together with our terms of website use, available at www.hamiltonandinches.com/customer-service/terms-of-website-use/ and any other documents referred to on it) sets out the basis on which any personal data we collect from our customers, potential customers and contacts and users of our website ("you") will be processed by us and how we comply with our responsibilities under applicable data protection laws. Please read the following carefully to understand how we deal with your personal data.

Controller

For the purpose of applicable data protection laws, the controller of your personal data is Hamilton & Inches Limited, 87 George Street, Edinburgh, EH2 3EY. You can contact us by post at that address or by email at data@hamiltonandinches.com.

How do we collect personal data about you?

  • directly from you when you provide it to us by phone, e-commerce orders, email or post, through our website at www.hamiltonandinches.com or any other website we operate ("our sites") or in person (in one of our shops or otherwise);
  • from cookies on our sites; (see our Cookie Policy www.hamiltonandinches.com/customer-service/cookiepolicy/
  • from other third parties (including, for example, google analytics, advertising networks and credit reference agencies).

Categories of personal data we may collect and process

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity data which includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth, anniversaries, and gender.
  • Contact data which includes a billing address, delivery address, email address and telephone numbers.
  • Financial data which includes bank account and payment card details.
  • Transaction data which includes details about payments to and from you and other details of products and services you have purchased from us.
  • Technical data which may include internet protocol (IP) address, operating system, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this site. [Profile data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
  • Usage data includes information about how you use our website, products and services, and jewellery sizes;.
  • Marketing and communications data includes your preferences in receiving marketing from us and your communication preferences.

Cookies

Our site uses cookies to distinguish you from other users of our site. This helps us to identify you when you log in and ensure you have a good experience when you use our site. For detailed information on the cookies we use and the purposes for which we use them please see our Cookie Policy, www.hamiltonandinches.com/customer-service/cookiepolicy/

How we use your personal information

We use personal information held about you in the following ways:

  • To administer our sites and to ensure that content from our sites is presented in the most effective manner for you and for your computer.
  • To register you as a customer.
  • To administer and manage our relationship with you.
  • To fulfil orders you have placed with us.
  • To obtain payment for goods and services purchased from us.
  • To manage and deal with repairs, warranties and guarantees.
  • To provide you with the information, products and services that you request from us.
  • To provide you with information about the products and services we offer where we think this may be of interest to you.
  • To allow you to participate in interactive features of our site, when you choose to do so.
  • To notify you about changes to our products and services.

Legal basis for processing your information

We will only use your personal information as the law permits. By law, we are required to tell you the legal bases upon which we rely in processing your personal information. The legal bases we principally rely upon are these:-

  • it is necessary for the performance of a contract between us for the provision of goods or in order to take steps at your request prior to entering into such a contract; and/or
  • it is necessary for the purposes of the legitimate interests of pursuing and developing our business, where such interests are not overridden by your rights or interests.

We may also rely upon the following legal bases for processing:-

  • you have given your consent to the processing; and/or
  • it is necessary for us to comply with a legal obligation on us; and/or
  • it is necessary to protect your vital interests or those of another individual.

Where we rely on consent to process your personal information, you may withdraw that consent at any time by contacting us using the contact details set out under Contact below or by emailing us at data@hamiltonandinches.com.

Sending marketing material to you

You may receive marketing communications from us:-

  • if you have specifically requested that information from us; or
  • by email, text or post, if you are a customer and you have not opted out of receiving that marketing (which you may do by contacting us using the contact details set out under Contact below or by emailing us at data@hamiltonandinches.com; or
  • by post, if you have not opted out of receiving that marketing (which you may do by contacting us using the contact details set out under Contact below or by emailing us at data@hamiltonandinches.com.

Otherwise, we will not send you any marketing communications unless we have your consent.

Please note, you can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time using the contact details set out under Contact below or by emailing us at data@hamiltonandinches.com.

While we will follow any marketing preferences you have advised to us, in addition, we may use various profiling tools to help us determine people's interests which we may then use to try to direct marketing materials to you only when we believe they will be appropriate for, and of interest to, you. You can opt out of this profiling by contacting us at any time using the contact details set out under Contact below or by emailing us at data@hamiltonandinches.com.

Please note that we are not able to send marketing information to anyone under 16 without parental/guardian consent. Accordingly, we may ask for confirmation of age from anyone requesting/ signing up to receiving any marketing materials from us.

If you fail to provide personal information requested

Where we need to collect personal data by law or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with products you have ordered). In this case, we may have to cancel an order you have placed with us but we will notify you if this is the case at the time.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

As part of the registration process, we will ask you to create a username and password in order to access our site, which you are responsible for keeping confidential. We ask you not to share the username and password with anyone.

Unfortunately, the transmission of information via the Internet is not completely secure. We cannot, therefore, guarantee the security of your data transmitted to our site and any transmission is at your own risk.

How long do we keep your personal information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

We have developed a retention policy which sets out our policy on retention of the different types of personal data we hold. The sections of this relating to your personal data can be made available on request. To determine the appropriate retention period for personal data, we have considered the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances you can ask us to delete your data: see under Your right to access your personal information and your other rights/ to request erasure below for further information.

In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

We will take all reasonable steps to destroy, or erase from our systems, all the personal information we hold about you when it is no longer required.

Your right to access your personal information and your other rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data as follows:

  • to request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it;
  • to request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us;
  • to request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. It also enables you to request that we delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request;
  • to object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms;
  • to request restriction of processing your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it;
  • to request transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you; or
  • to withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us by using the contact details set out under Contact below or by emailing us at data@hamiltonandinches.com.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

If you wish to exercise any of those rights we may need to request specific information from you to help us confirm your identity. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Where we process your personal data

We do not intend to transfer your personal information to a destination outside the European Economic Area ("EEA").

If however, we do transfer your personal data out of the EEA, we shall ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards applies:-

  • the countries to which it is transferred have been deemed to provide an adequate level of protection for personal data by the relevant regulators;
  • we have put in place with the transferee specific contracts approved by the relevant regulators which give personal data similar protection to that it has in Europe; or
  • if the transferee is in the US, it is registered with the Privacy Shield (or any similar replacement scheme) which requires it to provide similar protection to personal data as is required in Europe.

Disclosure of your information

We will not disclose personal information we hold about you to any third party except that we may disclose, where appropriate, as follows:-

  • to other companies in our group;
  • to third parties who provide services to us;
  • to credit reference agencies and debt collection agencies ;
  • to professional advisers including lawyers, bankers, auditors and insurers;
  • to HM Revenue & Customs, regulators and other authorities who require it ;
  • as required by law (which may include disclosing for anti-money laundering reporting purposes and/or exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction).

Also in the event that we sell any business or assets, we may disclose personal information we hold about you to the prospective and actual buyer of such business or assets. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.

Please note that we do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Changes to our privacy policy

We may need to make changes to this Privacy Policy from time to time to take account of changes in law or the needs of our business. Please refer back to this page regularly to see any changes or updates to this Policy.

Accuracy

If at any time you believe that any personal data we are holding about you is inaccurate, out-of-date or incomplete, please tell us by emailing us at data@hamiltonandinches.com and we will rectify this.

Third-party links

This site may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our site, we encourage you to read the privacy notice of every website you visit.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed by email to data@hamiltonandinches.com or by post to Hamilton & Inches Limited, 87 George Street, Edinburgh, EH2 3EY.

Complaints

If you are not satisfied with our response to any queries or complaints you raise with us or believe we are not processing your personal data in accordance with applicable data protection laws you have the right to lodge a complaint at the Information Commissioner’s Office (ICO) (https://ico.org.uk/). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance using the contact details set out above.

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