0EZBoxesLTD – Privacy Notice
We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and lead authorities in the event you have a complaint.
This privacy notice was last updated on Tuesday March 21st, 2022.
EZBoxesLTD complies with the Data Protection Act (2018), the UK’s implementation of the General Data Protection Regulation (GDPR) and is regulated by the UK Information Commissioners Office (ICO).
Scope & Responsibilities.
Our scope is any data subject, whose personal data is collected, in line with the requirements of the Data Protection Act (2018), UK GDPR (2021), and other relevant UK data protection legislation.
The Data Protection Act (2018) and UK GDPR (2021) have a material scope covering personal data that is processed electronically and personal data that is part of a filing system or intended to be part of a filing system (i.e., any personal data that may be uploaded to a computer/electronic device or stored in a structured paper filing system).
EZBoxesLTD adheres to the territorial scope of the Data Protection Act (2018) and the UK GDPR (2021).
The legislation and regulations apply to all controllers and processors based in the UK.
EZBoxesLTD will adhere to the Data Protection Act (2018) and UK GDPR (2021) data processing principles when handling personal data. Further details are provided by the ICO with regards to these data processing principles.
EZBoxesLTD has further responsibilities with regards to controlling and processing personal data, which fall under the responsibility of the data protection lead or nominated data protection officer (DPO).
All associates and employees of EZBoxesLTD who interact with data subjects are responsible for ensuring that this privacy notice is drawn to the data subject’s attention and must adhere to the requirements in full.
About Us
EZBoxesLTD is a gift hamper company, where people buy off our website or the online shop via social media. Our mission is to provide affordable gift hampers which do not cost the earth. We also have an alcohol licence, and our hampers can include both alcoholic and non-alcoholic treats. We also ensure that we only sell vegan or vegetarian wines, beers, and spirits.
EZBoxesLTD is a private limited company, based in England under company registration number 13278876, complying with the laws of England and Wales. EZBoxesLTD is registered with the ICO under registration number ZB258184.
EZBoxesLTD collects, controls and processes certain personal information about you, when we do so we are legislated by the Data Protection Act (2018). The Data Protection Act (2018) is the UK’s implementation of the General Data Protection Regulation (GDPR). EZBoxesLTD also adheres to other relevant UK data privacy legislation.
We are responsible as the data controller & data processor for all personal information collected, controlled, and processed under those laws and regulations. The data protection lead is Lisa Storey. EZBoxesLTD can be contacted via phone on 0161 660 6118 or via this email address: – [email protected].
Whether information must be provided by you, and if so, why?
The provision of certain personal data including (but not limited to) contact name, email address & delivery address is required from you. This enables EZBoxesLTD to identify you and provide our bespoke hampers to you.
It may also be a legal requirement to obtain proof of identity from time to time. If this is required, we will explain why, what identification is required, how long the personal data will be kept on file and the necessity for the processing.
We will inform you at the point of collecting information from you, whether you are required to provide this and any other additional information to us.
Lawful bases for processing of personal data:
The lawful bases for processing are set out in Article 6 of the UK GDPR (2021). At least one of these must apply whenever EZBoxesLTD processes your personal data:
• Contract – the processing is necessary for EZBoxesLTD to fulfil the obligations of an agreement or contract (e.g., fulfilment of an online order) for the provision of our bespoke hampers to you.
• Consent – the processing is necessary, as EZBoxesLTD has obtained the consent of the data subject to process their personal data for the purposes outlined when consent was sought and freely given. You can find more about the UK GDPR lawful bases here or by visiting www.ico.org.uk
What information we collect about you.
The personal data you have provided, or we have collected from you, includes but is not limited or restricted to:
· Personal Contact Data (e.g., contact name, email addresses, telephone numbers)
· Delivery & Invoice Addresses (e.g., place of work and/or residential addresses)
· Date of Birth (e.g., related to special dates of clients, gift cards, newsletters)
· Payment Data (e.g., EZBoxesLtd does not store payment data and uses Stripe as its provider of Merchant services, Stripes privacy notice can be found here)
· Identity Data (e.g., proof of identity such as UK driving licence, UK passport, utility bills, etc.)
How we use your personal information?
EZBoxesLTD uses your personal information:
• To pre-qualify which of our bespoke hamper products are suitable for your requirements: (e.g., responding to website contact forms, written correspondence, email requests for our services, telephone calls, referrals).
• To communicate with you, via official EZBoxesLTD communication channels (e.g., order fulfilment).
• To facilitate client and prospect meetings (e.g., to set-up and confirm meetings, either electronically via video call, such as Microsoft Teams or Zoom).
• To provide client after care and client support (e.g., after sales service, process feedback).
• To keep you informed of any EZBoxesLTD company updates (e.g., changes to this privacy notice, other important company updates).
• To provide company e-newsletters including relevant industry news.
• To provide invoices for our bespoke hampers and other products.
• To provide compliance with all the legal requirements of England and Wales.
Who we share your personal information with?
Where relevant we may also share your personal data with the following categories of third parties:
• Trusted 3rd party partners who we work alongside and process personal data on behalf of EZBoxesLTD, with regards to agreements and contracts, or for the provision of supplementary support services (e.g., Stripe for payment processing).
• Third party service providers who support the operation of our business.
• Fraud prevention agencies, money laundering agencies and associations.
• Regulators and law enforcement agencies, including the police, HM Revenue and Customs or any other relevant authority who may have jurisdiction.
This data sharing enables EZBoxesLTD to supply our services to you in a professional and timely manner, whilst undertaking quality control & regulatory compliance procedures. Furthermore, it ensures compliance with all necessary UK GDPR (2021), Data Protection Act (2018) and other UK data protection legislation lawful requirements. EZBoxesLTD will share personal information with law enforcement or other authorities if required by law.
International Data Transfers.
EZBoxesLTD does not transfer personal data outside of the UK. If this was to change, we would update this privacy notice and provide a copy to you in advance of any personal data transfer taking place.
If the international data transfer would fall within the European Union/EEA, data would be able to flow freely under the ‘Adequacy Decision’ agreed between the UK and European Parliament on June 27th, 2021. If the international data transfer is outside the EU/EEA/UK then appropriate safeguards would be put in place, such as Data Protection Impact Assessments (DPIAs). This Privacy Notice would also be updated. Further information on International Data Transfers is provided by the Information Commissioners Office (ICO).
How long your personal information will be kept?
• We will retain your personal information for several purposes, as is necessary to allow us to carry out our business in accordance with our lawful bases of consent and contract. We will also retain personal information for compliance with our legal obligations in the UK.
• Any retention of personal data will be carried out in compliance with legal and regulatory obligations. These data retention periods are subject to change, due to any revisions of associated legislation or regulations.
• Your information will be kept for up to 7 years after the completion of the contract on our main systems, after which time it will be archived, deleted, or anonymised depending on the content of the material and whether there is any continuing legal need for it to be retained.
• We will only retain your personal data 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.
• To determine the appropriate retention period for personal data, we consider 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.
• Details of retention periods for different aspects of your personal data are available in our Data Retention Policy which you can request from us by contacting us.
• Any personal data held in hard document copy is securely stored pre-destruction, securely destroyed, with a Certificate of Destruction issued in line with our UK GDPR (2021) Data Retention Policy.
Keeping your personal information secure.
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable lead authority and/or regulator (e.g., ICO) of a suspected data security breach where we are legally required to do so. We also carry out an annual online security audit with a certified external trusted partner, to ensure all EZBoxesLTD processes and systems comply with the latest data protection legislation.
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.
Cookies.
We use cookies to collect, store and share bits of information about your activities when you use our website.
Cookies do different things, like letting you navigate between pages quickly and generally improving your experience of our website. If our website did not use cookies, it will think you are a new visitor every time you move to a new page on the website.
EZBoxesLTD only uses ‘non-personal data’ essential cookies on our website, to track the performance of the website via Google Analytics. This tracking helps us to understand how to improve the website content for the benefit of all users. If you want to block cookies, then you can do this through your browser via the help function. The ICO also offers further guidance on cookies and similar technologies.
Your rights.
Under the UK GDPR you have several important rights as a data subject. At any point while we are in possession of or processing your personal data, you, the data subject (living person), have the following rights:
• Right to be informed – you have the right to know why we are collecting and processing personal data and this right is met by the provision of this privacy notice and any subsequent updates.
• Right of access – you have the right to request a copy of the information that we hold about you.
• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
• Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
• Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
• Right of portability – you have the right to have the data we hold about you transferred to another organisation.
• Right to object – you have the right to object to certain types of processing such as direct marketing.
• Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
For further information on each of these rights, including the circumstances in which they apply, see the guidance from the Information Commissioner’s Office (ICO) on individuals rights under the UK General Data Protection Regulation. If you would like to exercise any of these rights, please:
• Email us in the first instance.
• Let us have enough information to identify you,
• Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
• Let us know the information to which your request relates?
Changes to this privacy notice.
This privacy notice was last reviewed and published on Tuesday March 22nd, 2022. We may change this privacy notice from time to time, when we do, we will inform you via our company communication channels and company website.
EZBoxesLTD is a private limited company, based in England under company registration number 13278876, complying with the laws of England and Wales. EZBoxesLTD is registered with the ICO under registration number ZB258184.
How to complain?
We hope that we can resolve any query or concern you raise about our use of your personal data.
Should we not be able to do so, you have the right, to lodge a complaint with the lead authority. The lead authority in the UK is the Information Commissioners Office (ICO) who may be contacted here or by telephone on 0303 123 1113.
How to contact us?
Please contact us if you have any questions about this privacy notice or the information, we hold about you.
The data protection lead is Lisa Storey. EZBoxesLTD can be contacted via phone on 0161 660 6118 or via this email address: – [email protected].
