Privacy
Policy

Welcome to the With Reference® Privacy Policy.

Our e-commerce site, With Reference (www.withreferencedesigns.com) is provided by With Reference operating as a partnership (‘we’, ‘our’ or ‘us’). We are the controller of personal data obtained via our website, meaning we are the organisation legally responsible for deciding how and for what purposes it is used.


We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share any information relating to you (your personal data) in connection with your use of our website. It also explains your rights in relation to your personal data and how to contact us or a relevant regulator in the event you have a complaint.


We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR). We are also subject to the EU General Data Protection Regulation (EU GDPR) in relation to goods and services we offer to individuals in the European Economic Area (EEA).


Given the nature of our website, we do not expect to collect the personal data of anyone under 13 years old. If you are aware that any personal data of anyone under 13 years old has been shared with our website please let us know so that we can delete that data. If anyone under 13 years old uses our website, the parent or guardian shall be solely responsible for permitting and overseeing such use.


What this policy applies to
This privacy policy relates to your use of our website only. Throughout our website we may link to other websites owned and operated by certain trusted third parties to make additional products and services available to you. Those third party websites may also gather information about you in accordance with their own separate privacy policies. For privacy information relating to those third party websites, please consult their privacy policies as appropriate.


Personal data we collect about you
The personal data we collect about you depends on the particular activities carried out through our website. We will collect and use the following personal data about you:

  • your name, address and contact information, including email address and telephone number

  • your gender, if you choose to give this to us

  • your billing information, transaction and payment card or other payment method information limited bank information and payment details

  • details of any information, feedback or other matters you give us by phone, email, post or via social media

  • your account details, such as username and login details where this is available on our website

  • your activities on, and use of, our website

  • your contact history, purchase history and saved items

  • information about how you use our website

  • your responses to surveys, competitions and promotions

If you do not provide personal data we ask for where it is required, it may delay or prevent us from providing our products to you.
We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below.


How your personal data is collected
We collect personal data from you:

  • directly, when you enter or send us information, such as when you create a customer account with us where this is available, contact us (including via email), send us feedback, purchase products via our website, complete customer surveys or participate in competitions via our website or our social media, and

  • indirectly, such as your browsing activity while on our website; we will usually collect information indirectly using the technologies explain in the section on ‘Cookies and other tracking technologies’ below

How and why we use your personal data
Under data protection law, we can only use your personal data if we have a proper reason, eg: 

  • where you have given consent

  • to comply with our legal and regulatory obligations

  • for the performance of a contract with you or to take steps at your request before entering into a contract, or

  • for our legitimate interests or those of a third party

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see ‘How to contact us’ below).

The table below explains what we use your personal data for and why.

What we use your personal data for
Our reasons
Create and manage your customer account with us when this option available
For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best products to you at the best price
Providing products to you and to fulfil your order
To perform our contract with you or to take steps at your request before entering into a contract
To enforce legal rights or defend or undertake legal proceedings
Depending on the circumstances: —to comply with our legal and regulatory obligations —in other cases, for our legitimate interests or those of a third party, ie to protect our business, interests and rights or those of others
Communications with you not related to marketing, including about changes to our terms or policies or changes to the products or other important notices
Depending on the circumstances: —to comply with our legal and regulatory obligations —in other cases, for our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service to you at the best price
Retaining and evaluating information on your recent visits to our website and how you move around different sections of our website for analytics purposes. This helps us to understand how people use our website so that we can make it more intuitive or to check our website is working as intended
Depending on the circumstances: —your consent as gathered via our website - see ‘Cookies and other tracking technologies’ below —where we are not required to obtain your consent and do not do so, for our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service to you at the best price
Customise our website and its content to your particular preferences based on a record of your selected preferences or on your use of our website
Depending on the circumstances: —your consent as gathered via our website—see ‘Cookies and other tracking technologies’ below —where we are not required to obtain your consent and do not do so, for our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service to you at the best price
Protecting the security of systems and data
To comply with our legal and regulatory obligations. We may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests or those of a third party, ie to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us
Communications with you not related to marketing, including about changes to our terms or policies or changes to the products or other important notices
Depending on the circumstances: —to comply with our legal and regulatory obligations —in other cases, for our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service to you at the best price
Disclosures and other activities necessary to comply with legal and regulatory obligations that apply to our business, eg to record and demonstrate evidence of your consents where relevant
To comply with our legal and regulatory obligations
Updating and enhancing customer records
Depending on the circumstances: —to perform our contract with you or to take steps at your request before entering into a contract —to comply with our legal and regulatory obligations —where neither of the above apply, for our legitimate interests or those of a third party, eg making sure that we can keep in touch with our customers about existing orders and new products
Statistical analysis to help us manage our business, e.g. in relation to our financial performance, customer base, product range or other efficiency measures
For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best products to you at the best price
Marketing our services to existing and former customers
For our legitimate interests or those of a third party, ie to promote our business to existing and former customers See ‘Marketing’ below for further information
External audits and quality checks, eg for the audit of our accounts
For our legitimate interests or a those of a third party, ie to demonstrate we operate at the highest standards
To share your personal data with members of our group and third parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency. In such cases information will be anonymised where possible and only shared where necessary
Depending on the circumstances: —to comply with our legal and regulatory obligations —in other cases, for our legitimate interests or those of a third party, ie to protect, realise or grow the value in our business and assets

We do not process any special category data about you. If we do process such special category personal data, we will also ensure we are permitted to do so under data protection laws. See ‘Who we share your personal data with’ for further information on the steps we will take to protect your personal data where we need to share it with others.

Marketing

We may use your personal data to send you updates (by email, text message, telephone or post) about our products, including exclusive offers, promotions or new products.

We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you marketing information. However, where consent is needed, we will ask for this separately and clearly.

You have the right to opt out of receiving marketing communications at any time by:

 

We may ask you to confirm or update your marketing preferences if you ask us to provide further products in the future, or if there are changes in the law, regulation, or the structure of our business.

We will always treat your personal data with the utmost respect and never sell it with other organisations for marketing purposes.

For more information on your right to object at any time to your personal data being used for marketing purposes, see ‘Your rights’ below.

Who we share your personal data with

We routinely share personal data with:

  • third parties we use to help deliver our products to you, eg payment service providers, warehouses and delivery and printing companies; and 

  • other third parties we use to help us run our business, eg marketing agencies or website hosts such as Wix, and website analytics providers 

We only allow those organisations to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on them to ensure they can only use your personal data to provide services to us and to you.

 

We or the third parties mentioned above may occasionally also need to share personal data with:

  • external auditors, eg in relation to the audit of our accounts, in which case the recipient of the information will be bound by confidentiality obligations

  • professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations

  • law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations

  • other parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised but this may not always be possible, however, the recipient of the information will be bound by confidentiality obligations

If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).

How long your personal data will be kept

We will not keep your personal data for longer than we need it for the purpose for which it is used. For example, to fulfil your order, deal with any returns, issues, queries or customer complaints, and to comply with our legal and accounting obligations (including for the defence or pursuit of legal claims).

Different retention periods apply for different types of personal data. 

Transferring your personal data out of the UK and EEA

The EEA, UK and other countries outside the EEA and the UK have differing data protection laws, some of which may provide lower levels of protection of privacy. 

It is sometimes necessary for us to share your personal data to countries outside the UK and EEA. In those cases we will comply with applicable UK and EEA laws designed to ensure the privacy of your personal data.

For example we may transfer your personal data to our service providers located outside the UK and the EEA. As we are based in the UK we will also transfer your personal data from the EEA to the UK.

Under data protection laws, we can only transfer your personal data to a country outside the UK/EEA where:

  • in the case of transfers subject to UK data protection law, the UK government has decided the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy regulation’) further to Article 45 of the UK GDPR. A list of countries the UK currently has adequacy regulations in relation to is available here 

  • in the case of transfers subject to EEA data protection laws, the European Commission has decided that the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy decision’) further to Article 45 of the EU GDPR. A list of countries the European Commission has currently made adequacy decisions in relation to is available here 

  • there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you, or

  • a specific exception applies under relevant data protection law

Where we transfer your personal data outside the UK we do so on the basis of an adequacy regulation or (where such is not available) by relying on legally approved contracts (called the standard contractual clauses permitted by the European Commission and the UK Government). In the event we cannot or choose not to continue to rely on either of those mechanisms at any time we will not transfer your personal data outside the UK unless we can do so on the basis of an alternative mechanism or exception provided by UK data protection law.

Any changes to the destinations to which we send personal data or in the transfer mechanisms we use to transfer personal data internationally will be notified to you in accordance with the section on ‘Change to this privacy policy’ below.

For further information about such transfers and the safeguards we employ, please contact us (see ‘How to contact us’ below).

Cookies and other tracking technologies

A cookie is a small text file which is placed onto your device (eg computer, smartphone or other electronic device) when you use our website. We use cookies on our website. These help us recognise you and your device and store some information about your preferences or past actions and allow you to select and view products, place them in the cart on our website and allow you to proceed to checkout.

Cookies: Consent to use cookies and changing settings

We will ask for your consent to place cookies or other similar technologies on your device, except where they are essential for us to provide you with a service that you have requested (e.g. essential cookies to enable you to conclude a sale online).

You can withdraw any consent to the use of cookies or manage any other cookie preferences by using the tools on any page of our website and/or interacting with our cookies banner. You can then adjust your settings as appropriate. It may be necessary to refresh the page for the updated settings to take effect.

The cookies we use
Purpose
Fedops.logger.sessionld
Used for stability/effectiveness measurement - essential
bSession
Used for security and anti-fraud reasons - essential
TS*
Used for security and anti-fraud reasons - essential
smSession
Used to identify logged in site members - essential
Consent-policy
Used for cookie banner parameters - essential
_wix_browser_sess
Used for system monitoring/debugging - essential
_wixCIDX
Used for system monitoring/debugging - essential
SSR-caching
Used to indicate the system from which the site was rendered - essential
svSession
Used in connection with user log in - essential
Hs
Used for security reasons - essential
XSRF-TOKEN
Used for security reasons - essential

Third party cookies

The cookies we use will only be accessed by us. If we use third party cookies, these will be named in the table above for the purposes referred to in this cookie policy. We do not permit any third parties to place cookies on our website without our consent and are not responsible for such third party cookies or any cookies which you may have accepted whilst navigating elsewhere on the internet (such as signing in to your social media accounts). All third party cookies are governed by the privacy and cookies policy of the relevant third party so please do check those policies should you wish to find out more about the relevant third party cookies provider.

How to turn off all cookies and consequences of doing so

If you do not want to accept any cookies or if you want to change your settings and cookies preferences with us, you can do so at any time via the ‘Cookies button’ on our website or via your account on our portal. You may be able to change your browser settings so that cookies (including those which are essential to the services requested) are not accepted. If you do this, please be aware that you may lose some of the functionality of our website and other sites you visit.



For further information about cookies and how to disable them please go to the guidance on cookies published by the UK Information Commissioner’s Office, www.aboutcookies.org or www.allaboutcookies.org.

Your rights

You generally have the following rights, which you can usually exercise free of charge:

Right
Detail
Not to be subject to decisions without human involvement
The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you We do not make any such decisions based on data collected by our website. A more detailed explanation of this right under UK law is available here
To object to use
The right to object: —at any time to your personal data being used for direct marketing (including profiling) —in certain other situations to our continued use of your personal data, eg where we use your personal data for our legitimate interests. A more detailed explanation of this right under UK law is available here
Data portability
The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations A more detailed explanation of this right under UK law is available here
Restriction of use
The right to require us to restrict use of your personal data in certain circumstances, eg if you contest the accuracy of the data A more detailed explanation of this right under UK law is available here
Erasure (also known as the right to be forgotten)
The right to require us to delete your personal data—in certain situations A more detailed explanation of this right under UK law is available here
Correction (also known as rectification)
The right to require us to correct any mistakes in your personal data A more detailed explanation of this right under UK law is available here
Access to a copy of your personal data
The right to be provided with a copy of your personal data A more detailed explanation of this right under UK law is available here

For further information on each of those rights, including the circumstances in which they do and do not apply, please contact us (see ‘How to contact us’ below). You may also find it helpful to refer to the guidance from the UK’s Information Commissioner on your rights under the UK GDPR

If you would like to exercise any of those rights, please email, call or write to us—see below: ‘How to contact us’. When contacting us please:

  • provide enough information to identify yourself (eg your full name, address and customer or order reference number) and any additional identity information we may reasonably request from you, and

  • let us know which right(s) you want to exercise and the information to which your request relates

Keeping your personal data secure

We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. 

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

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

How to complain

Please contact us if you have any queries or concerns about our use of your information (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.

You also have the right to lodge a complaint with:

  • the Information Commissioner in the UK, and

  • a relevant data protection supervisory authority in the EEA state of your habitual residence, place of work or of an alleged infringement of data protection laws in the EEA

The UK’s Information Commissioner may be contacted at https://ico.org.uk/make-a-complaint or by telephone: 0303 123 1113.

For a list of EEA data protection supervisory authorities and their contact details see here.

Changes to this privacy policy

We may change this privacy policy from time to time—when we make significant changes we will take steps to inform you, for example by including a prominent link to a description of those changes on our website for a reasonable period or by other means, such as email.

How to contact us:

Individuals in the UK 

You can contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.

Our contact details are shown below:

With Reference, 28 Claire Place, London E14 8NJ

contactus@withreferencedesigns.com

Tel : 07561616144