Privacy Policy

IVY TILE Privacy Policy

INTRODUCTION

Welcome to the Ivy Tile privacy Policy.

We respect your privacy and are committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website and your rights in relation to your personal information.

This privacy notice is provided in a layered format so you can click through to the specific areas set out below.

1. IMPORTANT INFORMATION AND WHO WE ARE

2. PERSONAL INFORMATION WE COLLECT ABOUT YOU AND HOW WE COLLECT IT

3. HOW WE USE YOUR PERSONAL DATA

4. DISCLOSURES OF YOUR PERSONAL INFORMATION BY US

5. INTERNATIONAL TRANSFERS OUTSIDE OF EUROPE

6. DATA SECURITY AND LINKS TO OTHER WEBSITES

7. THE PERIODS FOR WHICH WE RETAIN YOUR PERSONAL INFORMATION

8. YOUR RIGHTS IN RELATION TO YOUR PERSONAL INFORMATION

1. IMPORTANT INFORMATION AND WHO WE ARE

PURPOSE OF THIS PRIVACY NOTICE

Ivy Tile (we, our or us) are committed to protecting and respecting your privacy.

This Privacy Policy explains why and how we will use the personal information that we have obtained from you or others, with whom we share it and the rights you have in connection with the information we use. Please read the following carefully.

This policy describes the way we handle and use the personal information that we obtain from all the different interactions you may have with us as a business, including when you visit our stores, social media pages or website currently located at www.IvyTile.co.uk (Site) or when you contact us or take part in any of our competitions or promotions.

Ivy Tile as an organisation is the controller in relation to the processing activities described below. This policy describes why and how your personal information is processed.

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your data subject rights, further explained below in section 9 to this policy ‘Your Legal Rights’, please contact the DPO using the details set out below.

Full name of organisation: Ivy Tile Ltd trading as Ivy Tile

Name or title of: The Data Protection Officer

Postal address: Ivy Tile, 307A Finchley Road, West Hampstead, London, UK, NW3 6EH

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We do encourage you to first raise any concerns with our data protection officer that you may have so we can seek to resolve these with you direct.

CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES

This version is effective from 01 April 2023.

We may review this policy from time to time and any changes will be notified to you by posting an updated version on our website and/or by contacting you by email. Any changes will take effect 7 days after we post the modified terms on our website or after the date, we notify you by email. We recommend you regularly check this page for changes and review this policy each time you visit our website.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

2. PERSONAL INFORMATION WE COLLECT ABOUT YOU AND HOW WE COLLECT IT

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

How we collect it from you

You may give us identity, contact, transaction, profile, usage, business, financial, marketing and communications data by filling in forms on our website, purchasing a product from us online or in store, by corresponding with us by post, phone, email, SMS or by the filling in of data capture forms in store at an event or by a member of our staff on your instruction. This includes personal data you provide when you:

buy, place an order for or receive a quotation for our products or services.
receive a refund on our products.
create an account on our website.
subscribe to our service or publications.
request marketing to be sent to you.
enter a competition, promotion, or survey.
give us some feedback.
use an online service form.
request an e-receipt.
request information following a sample purchase or quote.
sign up to receive press releases or investor alerts.
contact our customer services team.
make an enquiry direct to our store (e.g. via phone).
leave an online customer review of our products or service.
arrange a design consultation.
request a quotation.

For trade customers and trade/ business users only, we will also collect your data in the following ways when you:

you give us business cards to be displayed in store.
register for a Ivy Tile Specialist Account for discount purposes.
attend an in-store event or Trade Roadshow/Exhibition.

Personal information that you give to us.

We collect the following information if you choose to give it to us:

your name, title and contact details (email address, telephone number, postal address, delivery address, change of address information, social media handle), enquiry details, your opinion of our products, your comments on them and services.

your username and password of your Ivy Tile online account, purchases or orders made by you, your interests, preferences, feedback, and survey responses.

your payment card information and amount spent in store or online.

in relation to certain refunds, your bank account details.

for trade account holders we will also keep a record of your business name, business email address, telephone numbers, business or elected postal address, website address, focus of work, nature of business, logo, skills and training, and VAT Registration number, business type, industry sector, number of employees.

If you do not provide this information to us, we may not be able to contact you and/or resolve your queries effectively.

Personal information that we collect about you.

When you visit our website, we automatically collect:

The internet protocol (IP) address of your device and details regarding the type of device and browser software you use to access the website, time zone setting and location, browser plug-in types and versions, page information, operating system and platform and other technology on the devices you use to access the website.

details of your use of our website, namely traffic data, weblogs and statistical data, including where and when you clicked on certain parts of our website and details of the webpage from which you visited it.

details regarding when and how you consented to receive marketing communications from us (including the time and date you provided your consent).

Cookies (for more information please see our Cookie Policy.)

COOKIE POLICY

INFORMATION ABOUT OUR USE OF COOKIES

Welcome to IvyTile.co.uk (‘Website’). Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and allows us to improve our website. Here you will find information on what cookies may be set when you visit our website and the purpose for which we use those cookies. The website is owned and operated by Ivy Tile Ltd Trading as Ivy Tile (‘we’, ‘our’, ‘us’ as applicable). For further detailed information about this website, please check here to see our Privacy Policy.

By continuing to use this website, you are agreeing to our use of cookies in the manner described in this policy. We may make changes to this Cookie Policy at any time by sending you an e-mail with the modified Terms or by posting a copy of them on the website. Any changes will take effect 7 days after the date of our email or the date on which we post the modified terms on the website, whichever is the earlier. Your continued use of the website after that period expires means that you agree to be bound by the modified policy.

WHAT ARE COOKIES?

A cookie is a small data file that is placed on your browser or the hardware of your computer or other device to allow a website to recognise you and your preferences as a user when you return to the website, either for the duration of your visit (using a ‘session cookie’) or for repeat visits (a ‘persistent cookie’). Other similar files work in the same way and we use the word ‘cookie’ in this policy to refer to all files that collect information in this way. Cookies are a common technology for remembering certain information about a visitor to a website. Most websites currently make use of cookies, and they are commonly used for a wide range of tasks.

We use the following cookies:

Essential cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.

Marketing cookies. These are cookies that enable us to run advertising both onsite and offsite, for example, we can advise you what “You May Also Like” based on previous customer choices.

Cookie Type	Cookie Name	Provider	Purpose	Expiry
Essential	cookielawinfo-checkbox-analytics	Ivy Tile	This cookie is set by GDPR Cookie Consent plugin. The cookie is used to store the user consent for the cookies in the category “Analytics”.	11 months
Essential	cookielawinfo-checkbox-functional	Ivy Tile	The cookie is set by GDPR cookie consent to record the user consent for the cookies in the category “Functional”.	11 months
Essential	cookielawinfo-checkbox-necessary	Ivy Tile	This cookie is set by GDPR Cookie Consent plugin. The cookies are used to store the user consent for the cookies in the category “Necessary”.	11 months
Essential	cookielawinfo-checkbox-others	Ivy Tile	This cookie is set by GDPR Cookie Consent plugin. The cookie is used to store the user consent for the cookies in the category “Other.	11 months
Essential	cookielawinfo-checkbox-performance	Ivy Tile	This cookie is set by GDPR Cookie Consent plugin. The cookie is used to store the user consent for the cookies in the category “Performance”.	11 months
Essential	viewed_cookie_policy	Ivy Tile	The cookie is set by the GDPR Cookie Consent plugin and is used to store whether user has consented to the use of cookies. It does not store any personal data.	11 months
Essential	Frontend	Ivy Tile	This cookie is used to identify customers’ sessions which is used for interactions with the Magento ecommerce platform powering Ivy Tile online shop	Session
Essential	X-Magento-Vary	Ivy Tile	This cookie is used to identify customers’ sessions which is used for interactions the with Magento ecommerce platform powering Ivy Tile online shop.	Session
Analytical	_utma	Google Analytics	These “Google Analytics” cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website, where visitors have come to the website from and the pages they visited. We also collect the following information from Google Signals for the purposes of tracking cross device behaviour; end user location, search history, YouTube history and data from websites that partner with Google.	2 years
Analytical	_utmb			Unknown
Analytical	_utmc			Session
Analytical	_utmt			Unknown
Analytical	_utmz			6 months
Essential	private_content_version	Ivy Tile	Used to display the Cookie statement banner and remember choices made	Session

Analytical/performance cookies. These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

You can find more information about the main cookies we use on this website and the purposes for which we use them in the table below:

Please note that third parties (including, for example, advertising networks and providers of external services like customer reviews services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or advertising cookies. Whilst we provide a summary of the third-party cookies used in the above table, you should also check with the relevant third party’s privacy policy for more information about how these cookies are used.

HOW TO CONTROL AND DELETE COOKIES
When you accessed the website, you were presented with a message that notified you of our use of cookies. We had to use a cookie to present you with that notice. If you continue to use the website, more cookies and other tracking technologies will be placed on your computer as described in this Cookie Policy to enhance your user experience whilst on the website. By continuing to use the website and/or by accepting our Terms of Use, you are agreeing to the use of such cookies and tracking technology.

If you wish to restrict or block the cookies which are set by this website (or, indeed, on any other website) you can do this through your browser settings. The ‘Help’ function within your browser should tell you how. If you are primarily concerned about third party cookies generated by advertisers, you can turn these off by going to the Your Online Choices website at http://www.youronlinechoices.com/uk/your-ad-choices.

Alternatively, you may wish to visit http://www.allaboutcookies.org/ which contains comprehensive information on how to do this on a wide variety of browsers. You will also find details on how to delete cookies from your computer, as well as more general information about cookies. Please note that, as these websites are not owned or operated by us, we are not responsible for any of the content on them.

Please be aware that restricting cookies may mean that you will not be able to take full advantage of all the features or services available on this website.

If you have any questions or concerns about cookies or your privacy when using this website, please contact us as follows:

By post at Ivy Tile, 307A Finchley Road, West Hampstead, London, UK, NW3 6EH

By email at sales@ivytile.co.uk

If you do not provide this information, you may be unable to access some or all the website or its features.

Aggregated data

We also collect, use, and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature.

3. HOW WE USE YOUR PERSONAL DATA

We use your personal information for a variety of reasons. We rely on different legal grounds to process your personal information, depending on the purposes of our use and the risks to your privacy.

3.1. PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please Contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table at the bottom of this page.

3.2. MARKETING

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

As described above, as from the 1^st April 2023, if we specifically request your permission to send (or you specifically ask us to send) you newsletters, marketing material or to notify you of special events, offers, promotions, competitions or new products and services by email, SMS, post or phone (as you indicate), we rely on your consent to do so. If you do not wish to receive communications from us, please inform us by using the unsubscribe link at the foot of the email.

Otherwise we process your personal information for direct marketing purposes on the basis that it is necessary for us to pursue our legitimate interests as a business (see above in this section for further details). We try to tailor and personalise any marketing communications that we send to you, for example, by notifying you of products, services, offers or promotions that apply to your interests, purchases, location, and previous engagement with us. If you do not wish to receive marketing communications from us, you can opt-out at any time by using the unsubscribe link at the foot of the email (to unsubscribe from marketing emails).

Existing or prospective customers may receive marketing via phone call. Customers’ phone numbers will be screened against the telephone preference service and any phone numbers which match our customers suppressed from our marketing lists; in this case the processing is based on our legitimate interests. Customers may, however, update their phone marketing preference in store if they wish for this to be different to the telephone preference service; in this case the processing is on the basis of consent.

If you opt-out of receiving marketing communications from us, we keep your contact details on our suppression list for a defined period to ensure that we comply with your wishes.

After opting out of marketing communications, please note that you may still receive communications for up to 28 days due to marketing campaigns which are already in progress.

Where you opt out of receiving these marketing messages, this will not apply to email receipts or account communications (such as important information about your trade/specialist account and updates to terms and conditions).

3.3 COOKIES

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and allows us to improve our website.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy.

4. DISCLOSURES OF YOUR PERSONAL INFORMATION BY US

We only disclose your personal information outside our business in limited circumstances. If we do, we will put in place a contract that requires recipients to protect your personal information, unless we are legally required to share that information. Any contractors or recipients that work for us will be obliged to follow our instructions. We do not sell your personal information to third parties.

We may disclose your information to our trusted third-party service providers, agents and subcontractors (Suppliers) for the purposes of providing services to us or directly to you on our behalf, including the operation and maintenance of our website, and social media pages. All Suppliers are subject to thorough security checks and will only hold the minimum amount of personal information needed in order to fulfil the orders you place or provide a service on our behalf.

Our Suppliers can be categorised as follows:

Recipient / relationship to us	Industry sector (& sub-sector)	Location
Advertising, PR, digital and creative agencies	Media (Advertising & PR)	UK & EEA
Banks, payment processors and financial services providers	Finance (Banking & Payment Processing)	UK & EEA
CCTV administration and monitoring service providers	Surveillance (CCTV)	UK & EEA
Cloud software system providers, including database, email, and document management providers	IT (Cloud Services)	UK & EEA & USA
Customer care/services providers	Customer Services (Support)	UK & EEA
Delivery and mailing services providers	Logistics (Delivery Service)	UK & EEA
Facilities and technology service providers including scanning and data destruction providers	IT (Data Management)	UK & EEA
Gift card service providers	Customer Services (Support)	UK & EEA
Health and safety claims administrators and consultants	Health & Safety (Claims)	UK & EEA
Insurers and insurance brokers	Insurance (Underwriting & Broking)	UK & EEA
Legal, security and other professional advisers and consultants	Professional Services (Legal & Accounting)	UK & EEA
Market and customer research providers	Media (Market Resarch)	UK & EEA
Social media platforms	Media (Social Media)	UK & EEA & USA
Website and data analytics platform providers	IT (Data Analytics)	UK & EEA & USA
Website and App developers	IT (Software Development)	UK & EEA
Website hosting services providers Website hosting services providers	IT (Hosting)	UK & EEA
Wifi and other communication service providers	IT (Telecommunications)	UK & EEA

We may disclose the personal information to other third parties as follows:

any third party who is restructuring, selling, or acquiring some or all of our business or assets or otherwise in the event of a merger, re-organisation or similar event; and if we are under a duty to disclose or share your information in order to comply with any legal or regulatory obligation or request, including by the police, courts, tribunals or regulators.

5. INTERNATIONAL TRANSFERS OUTSIDE OF EUROPE

Except in a limited number of cases, we do not transfer your personal information outside of Europe. Where we do, we take measures to protect your personal information.

Some of the information you provide to us may be transferred to countries outside the UK & European Economic Area (UK & EEA), usually because some of our Suppliers are based outside of the UK & EEA. These countries may not have similar data protection laws to the UK. For example, we transfer your personal information to the USA when using our email marketing services provider, certain data analytics providers and most social media platforms.

Where we transfer your information outside of the UK & EEA in this way, we take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected in the ways required by data protection law as outlined in this policy. These steps include imposing contractual obligations on the recipient of your personal information or ensuring that the recipients are subscribed to ‘international frameworks’ that aim to ensure adequate protection. Please contact us using the details at the end of this policy for more information about the protections that we put in place and to obtain a copy or access to the relevant documents.

6. DATA SECURITY AND LINKS TO OTHER WEBSITES

We take the security of your personal information seriously and use a variety of measures based on good industry practice to keep it secure. Nonetheless, transmissions over the internet and to our website may not be completely secure, so please exercise caution. When accessing links to other websites, their privacy policies, not ours, will apply to your personal information.

We employ security measures to protect the personal information you provide to us, to prevent access by unauthorised persons and unlawful processing, accidental loss, destruction, and damage. When we have provided (or you have chosen) a password or pin allowing you access to certain parts of the website, you are responsible for safeguarding it and keeping it confidential and you promise not to allow it to be used by third parties. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do everything possible to protect your personal information, we cannot guarantee the security of any personal information during its transmission to us online. You accept the inherent security implications of using the internet and will not hold us responsible for any breach of security unless we are at fault.

Our website and social media pages may contain links to other websites run by other organisations which we do not control. This policy does not apply to those other websites‚ so we encourage you to read their privacy policies. We are not responsible for the privacy policies and practices of other websites (even if you access them using links that we provide) and we provide links to those websites solely for your information and convenience. We specifically disclaim responsibility for their content, privacy practices and terms of use, and we make no endorsements, representations or promises about their accuracy, content, or thoroughness. Your disclosure of personal information to third party websites is at your own risk.

In addition, if you linked to our website from a third-party website, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party website and recommend that you check the policy of that third party website.

7. THE PERIODS FOR WHICH WE RETAIN YOUR PERSONAL INFORMATION

We will not hold your personal information in an identifiable format for any longer than is necessary for the purposes for which we collected it.

8. YOUR RIGHTS IN RELATION TO YOUR PERSONAL INFORMATION

You have several rights in relation to your personal information under data protection law. In relation to certain rights, we may ask you for information to verify your identity and, where applicable, to help us to search for your personal information. Except in rare cases, we will respond to you within 30 days after we have received this information or, where no such information is required, after we have received full details of your request. Please see the sections below to find out more about these rights.

to be informed about the processing of your personal information (this is what this statement sets out to do)

to have your personal information corrected if it is inaccurate and to have incomplete personal information completed.
to object to processing of your personal information

to withdraw your consent to processing your personal information
to restrict processing of your personal information

to have your personal information erased
to request access to your personal information and information about how we process it.
to electronically move, copy or transfer your personal information in a standard, machine-readable form (known as portability)

rights relating to automated decision making, including profiling.

If you wish to exercise any of the rights set out above, please email us on info@ivytile.co.uk

Lawful basis

Summary of use

Where you have provided CONSENT

We may use and process your personal information for the following purposes where you have consented for us to do so:

• to contact you via post and phone (as you have indicated) with marketing information about our products and services:

• to supply brochures, marketing or other material you have specifically requested from us. You may withdraw your consent for us to use your information in any of these ways at any time. Please see Your rights in relation to your personal information for further details.

Where it is necessary for us to pursue a LEGITIMATE INTEREST

We may use and process your personal information where it is necessary for us to pursue our legitimate interests as a business for the following purposes:

•Processing necessary for us to promote our business and products and services and measure the reach and effectiveness of our campaigns.

• for analysis and insight conducted to inform our marketing strategies, and to enhance and your visitor experience.

• to tailor and personalise our marketing communications based on your attributes.

• to supply your details to social media and other online platforms operated by other companies for them to contact you with our targeted advertising online unless you object. You may receive advertising based on information about you that we have provided to the platform or because, at our request, the platform has identified you as having similar attributes to the individuals whose details it has received from us. To find out more, please refer to the information provided in the help pages of the platforms on which you receive advertising from us.

• to identify and record when you have received, opened, or engaged with our website or electronic communications (please see our Cookie Policy for more information).

• to contact you by email, post, or phone with marketing information about our products and services. We will use your personal information to tailor or personalise the marketing communications you receive to make them relevant to you.

Please see further the Marketing section below.

• in some cases, we may use automated methods to analyse, combine and evaluate information that you have provided to us. We collect and analyse this information in this way so that we can deliver the most appropriate customer experience to you by tailoring and making relevant all our service and communications.

• for trade account holders, to create a web login to our website for the purpose of you accessing trade discount Processing necessary for us to support our users with any enquiries

• to respond to correspondence, you send to us.

Processing necessary for us to respond to changing market conditions and the needs of our customers and users.

• to analyse, evaluate and improve our products and services so that your visit and use of our website, social media pages, in store services (we will generally use data amalgamated from many people so that it does not identify you personally).

• to undertake market analysis and research (including contacting you with customer surveys) so that we can better understand you as a customer.

Processing necessary for us to operate the administrative and technical aspects of our business efficiently and effectively • to administer our website and our social media pages and for internal operations, including troubleshooting, testing, statistical purposes.

• for the prevention of fraud and other criminal activities.

• to verify the accuracy of data that we hold about you and create a better understanding of you as an account holder or customer.

• for network and information security for us to take steps to protect your information against loss or damage, theft, or unauthorised access.

• to comply with a request from you in connection with the exercise of your rights (for example where you have asked us not to contact you for marketing purposes, we will keep a record of this on our suppression lists to be able to comply with your request).

• for the purposes of corporate restructure or reorganisation or sale of our business or assets.

• for efficiency, accuracy or other improvements of our databases and systems, for example, by combining systems or consolidating records we hold about you.

• to enforce or protect our contractual or other legal rights or to bring or defend legal proceedings.

• to inform you of updates to our terms and conditions and policies including trade loyalty scheme-related communication.

• for other general administration, including managing your queries, complaints, or claims, and to send service messages to you.

Where necessary for us to carry out PRE-CONTRACTUAL STEPS you have requested or for the performance of our CONTRACT

We will use your personal information where this is necessary for us to perform our contract with you or to carry out any pre-contract steps you’ve asked us to so that you can enter that contract, for the following purposes:

• to register you as a new customer or supplier.

• to process, fulfil and complete your orders, purchases and other transactions entered with us and deliver your order including issuing e-receipts.

• to order goods and services from you and to process payments to you or your third party at your request.

• to process your payment card or bank details when taking payment for your orders or when providing a refund.

• to arrange third party delivery

• to run our competitions and promotions that you enter from time to time and to distribute prizes.

Where processing is in your VITAL INTERESTS

We use your personal information where this is in your vital interest for the following purposes:

• to notify you of any product safety or product recall issues.

Where necessary to comply with our LEGAL OBLIGATIONS

We will use your personal information to comply with our legal obligations:

• to keep a record relating the exercise of any of your rights relating to our processing of your personal information.

• to take any actions in relation to health and safety incidents required by law.

• to handle and resolve any complaints we receive relating to the services we provide.