Privacy Policy | qvstamps.com

Introduction

qvstamps.com (the "Site") is operated by Paul Sinyard, trading as QVStamps. Paul Sinyard is the data controller for personal data processed through the Site.

You can contact QVStamps using the following details:

• Email: [email protected]
• Phone: 07471 196805
• Address: Paul Sinyard, QVStamps, 42 Manor Lane, Sheffield, S2 1UF, United Kingdom

Purpose of This Privacy Policy

This Privacy Policy explains:

1. What personal data we collect;
2. Why and how we use that data;
3. The lawful basis on which we process it;
4. Who we may share data with;
5. How long data may be retained;
6. Your rights in relation to your personal data; and
7. How cookies and similar technologies are used on the Site.

Data Protection Law

For users in the United Kingdom, we process personal data in accordance with the UK GDPR and the Data Protection Act 2018.

Where European Union data protection law applies, we also take account of the requirements of the EU General Data Protection Regulation (GDPR).

We have not appointed a Data Protection Officer because our activities do not currently require the appointment of one.

Legal Basis for Processing

We collect and process personal data only where there is an appropriate lawful basis. Depending on the circumstances, these may include:

1. Performance of a contract — for example, processing orders, taking payment, dispatching purchases, providing services, processing refunds and managing customer accounts;
2. Consent — for example, where you specifically choose to receive marketing communications;
3. Legitimate interests — for example, customer support, fraud prevention, website security, administration, improving our services and maintaining appropriate business records;
4. Legal obligations — for example, accounting, taxation, consumer protection and other legal or regulatory requirements.

Personal Data We Collect

Data collected when you use the Site

The Site may process limited technical and session information necessary for its operation and security. This may include:

• Browser, device or technical information where required for website functionality, security or fraud prevention;
• Session information required for login, shopping basket and checkout functionality;
• Technical server information generated when pages or resources on the Site are requested.

Data collected when you create an account or place an order

Depending on the services you use, we may collect:

• Name;
• Email address;
• Postal and delivery address;
• Order details;
• Payment status and transaction references;
• Account login information where an account is created;
• Communications relating to your order, account or customer service enquiry.

Marketing email data

Where applicable, we may retain:

• Email address;
• Whether you are opted in or opted out of marketing emails;
• Unsubscribe token;
• Date of unsubscribe, where applicable;
• Information needed to record when marketing communications were last sent.

How We Use Personal Data

Personal data may be used for purposes including:

• Creating and managing customer accounts;
• Processing and fulfilling orders;
• Processing payments and confirming payment status;
• Sending order confirmations, dispatch notifications, refund messages and other transactional communications;
• Providing stamp plating and certification services;
• Providing customer support;
• Responding to enquiries sent through the Site;
• Maintaining website security and preventing fraud, spam or abuse;
• Maintaining appropriate business and accounting records;
• Improving the operation and customer experience of the Site;
• Sending occasional marketing communications about QVStamps stock, offers, website features and philatelic information where permitted.

Marketing communications are separate from essential transactional messages.

Transactional communications relating to orders, payments, refunds, dispatch, customer accounts, security or administration may be sent where necessary even if you have opted out of marketing communications.

Who We Share Personal Data With

Internal Use

Personal data is accessed only where reasonably necessary for order processing, customer support, administration, website operation or business record keeping.

External Service Providers

We may share personal data with trusted third-party service providers where this is necessary to operate the Site, process transactions or fulfil orders.

These may include:

• Stripe for secure payment processing. QVStamps does not store full payment card details on its own servers;
• Email service providers used to send order confirmations, customer service messages and marketing communications;
• Google reCAPTCHA where used to help prevent automated spam and abuse;
• Delivery and postal services where necessary to fulfil orders;
• Hosting and technical service providers involved in operating and securing the Site;
• Professional advisers or public authorities where disclosure is reasonably necessary for legal, accounting, taxation or regulatory purposes.

Other Disclosure

Personal data may also be disclosed:

• Where required by law;
• Where reasonably necessary in connection with legal proceedings or the enforcement of legal rights;
• To prevent fraud, abuse or threats to the security of the Site;
• To a purchaser or prospective purchaser if the business is sold, transferred or reorganised.

Payments

Payments made through the Site are processed securely by Stripe.

When you make a payment, Stripe may process information necessary to authenticate the payment, prevent fraud, complete the transaction, process refunds and handle disputes.

QVStamps receives payment status, transaction references and other information required to process your order, but does not store full payment card details on its own servers.

Google reCAPTCHA

The Site may use Google reCAPTCHA on forms to help distinguish genuine users from automated submissions and reduce spam and abuse.

reCAPTCHA may process technical information such as device, browser and interaction information in order to perform this security function.

Google's processing of information through reCAPTCHA is subject to Google's own Privacy Policy and Terms of Service.

Marketing Emails

QVStamps may send occasional marketing emails about new stock, offers, website features and philatelic information where we have an appropriate basis to do so.

This may include marketing sent with your consent or, where the relevant legal requirements are satisfied, marketing to existing customers under the electronic marketing rules commonly known as the "soft opt-in".

Where the soft opt-in is relied upon, marketing will relate to QVStamps products or services that are similar to those in which you have previously shown an interest, and you will have been given an opportunity to opt out.

Every QVStamps marketing email provides a means of unsubscribing. You can unsubscribe at any time.

If you have a customer account, you may also be able to change your marketing preference through your account settings.

Unsubscribing from marketing emails does not affect essential transactional messages relating to orders, payments, refunds, dispatch, security, customer service or account administration.

Cookies and Similar Technologies

The Site uses essential and functional cookies where necessary for features such as login sessions, shopping baskets, security protections and checkout functionality.

Essential cookies are used where required for the Site to operate correctly and securely.

QVStamps does not currently use cookies for third-party advertising purposes.

Third-party services used by the Site, including Stripe and Google reCAPTCHA, may also place cookies or process technical information where necessary for payment processing, security, fraud prevention or abuse prevention.

If non-essential analytics, advertising or tracking technologies are introduced in the future, this Privacy Policy will be updated and appropriate consent controls will be provided where required.

International Data Transfers

Some service providers used by QVStamps may process or store personal data outside the United Kingdom.

Where personal data is transferred internationally, we take reasonable steps to use service providers that have appropriate safeguards or other lawful mechanisms in place for the protection of personal data where these are required by applicable data protection law.

Data Retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected and for legitimate business, accounting, taxation, legal, fraud prevention and customer service requirements.

The period for which particular information is retained may depend on factors including:

• The nature of the information;
• The reason it was collected;
• Whether it relates to an order, payment or contractual relationship;
• Accounting, taxation or other legal record-keeping requirements;
• Whether the information may reasonably be required to deal with a complaint, refund, dispute or legal claim.

Marketing unsubscribe information may be retained after you unsubscribe so that we can record your preference and avoid accidentally sending you further marketing communications.

Your Data Protection Rights

Depending on the circumstances and applicable law, you may have rights including the right to:

• Ask for access to personal data we hold about you;
• Ask for inaccurate or incomplete personal data to be corrected;
• Ask for personal data to be deleted where the right to deletion applies;
• Ask us to restrict certain processing;
• Object to certain processing;
• Receive certain personal data in a portable format where the right to data portability applies;
• Withdraw consent at any time where processing is based on consent;
• Object to the use of your personal data for direct marketing;
• Make a complaint to the Information Commissioner's Office (ICO).

These rights are not absolute and may not apply in every circumstance.

To exercise a data protection right, please contact us using the details at the end of this Privacy Policy.

Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration or disclosure.

Measures may include secure connections, account protections, access controls, security monitoring and administrative safeguards.

However, no website, transmission method or electronic storage system can be guaranteed to be completely secure.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the Site, the services we provide, the organisations we work with or applicable law.

When the policy is materially updated, the "Last updated" date shown at the top of this page will be changed.

Complaints

If you have any concerns about how QVStamps handles your personal data, please contact us first so that we have an opportunity to investigate and resolve the matter.

You also have the right to complain to the Information Commissioner's Office (ICO) where applicable.

Contact Information

Data Controller:
Paul Sinyard, trading as QVStamps

Email: [email protected]
Phone: 07471 196805
Address: Paul Sinyard, QVStamps, 42 Manor Lane, Sheffield, S2 1UF, United Kingdom

You can also contact QVStamps using the contact form available on the Site.