The document outlines the types of personal data we may collect about you when you interact with us and explains how we store, handle and protect that data.
We want you to be fully informed about your rights and how Thenadays uses your data. We hope this document will answer any questions you have but if not, please do get in touch with us via the contact details at the end.
This document is likely to be updated in due course. We will notify you of any significant changes, but you are welcome to check the current version whenever you wish.
When you are interacting with Thenadays directly, or using the Thenadays website, Thenadays is the ‘data controller’.
3. Legal Bases for Collecting & Processing Information
Data protection law sets out a number of different justifications for a company collecting and processing your personal data. Our use of these is outlined below and we have provided examples of uses under each:
We can collect store and process your data with your consent.
- When you opt-in, or choose, to receive marketing communications like email newsletters from us.
We may need your personal data to comply with / fulfil contractual obligations.
- When you place an order and provide your payment details to make payment and your address details for us to deliver the goods to you.
3.3 Legal Obligation
If the law requires us to, we may need to collect, store and process your data.
- We need to store transactional information in order to comply with financial reporting requirements.
- We can pass on details of people involved in fraud or other criminal activity to law enforcement.
3.4 Legitimate Interest
We require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
- We may use your purchase history to send you, or make available, personalised offers.
- We combine the shopping history of many customers to identify trends and ensure we can keep up with demand, and/or develop new products/services.
- We may use your address details to send you direct marketing information by post, telling you about products and services that we think might interest you.
- If you are a supplier or potential supplier, we may contact you with regard to supplying goods or services to Thenadays.
- If you represent a publication or other media outlet/platform, we may contact you with press releases and other marketing information in relation to Thenadays which we think you and your readers may find of interest.
The following are examples of situations where we collect your personal information:
- When you make an online purchase with us via Thenadays.com, over the telephone or from one of our exhibition stands
- When you create an online account with us.
- When you make an online purchase with us via eBay
- When you communicate or engage with us via our website, eBay, telephone, email or on social media. This can include contacting us with queries about a product or service, to make a complaint, to enter a competition, complete a survey or otherwise comment on or review our products and services.
- When you fill in any of our forms, such as to make a complaint or in the event of an accident at one of our exhibition stands
- When you book an appointment with us or book to attend an event we are organising
- When you have given a third party permission to share with us the information they hold about you
- We can also collect data from publicly-available sources when you have given your consent to share your information or where the information is made public as a matter of law.
The following are examples of data we collect from / about you:
- When you order from us; your name, billing/delivery address, orders and receipts, email and telephone number.
- Payment information (for example, payment card details, PayPal details).
- Details of your interactions with us through social media, telephone, email, at exhibitions or online. This can include notes from our conversations with you, details of any complaints or comments you have made, details of purchases you have made, items viewed or added to your basket, voucher redemptions, brands you show interest in, web pages you visit and how and when you contact us.
- Copies of any documents you may provide to prove your age or identity where the law requires this (such as your passport and/or driver's licence). This will include details of your full name, address, date of birth and facial image. In the case of a passport, the data will also include your place of birth, gender and nationality.
- Personal details which help us to recommend items of interest – so we can recommend such items and tailor your shopping experience with us. It is always your choice whether you share such details with us.
- Any comments and product reviews you submit.
- Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback.
- Details of your visits to our website and which site you came from to ours.
We want to give you the best possible customer experience. One way to achieve that is to get a more detailed idea of your needs by combining the data we have collected from you. We use this to offer you promotions, products and services that we think are most likely to be of interest to you. The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service.
If you choose not to share your personal data with us, or refuse certain contact permissions, we may not be able to provide some services - for example, to let you know when an item comes back into stock, we need your consent to inform you of this.
The following outlines our use of your data:
- To process your orders, whether made by using our website (Thenadays.com), eBay, over the telephone, by email or at exhibitions. If we can’t collect your personal data during checkout, we won’t be able to process your order and comply with our contractual and legal obligations. Your details may need to be passed to a third party to supply or deliver the ordered product or service, and we may keep your details for a reasonable period afterwards in order to fulfil any contractual obligations such as refunds, guarantees and warranties.
- To respond to your queries, refund requests and complaints. Utilising the information you provide enables us to respond quickly and appropriately. We may keep a record of these interactions to inform future communications between us and to demonstrate how we dealt with the issues raised. We do this on the basis of our contractual obligations to you, our legal obligations and our legitimate interests in providing you with the best service and to understand how we can improve that service based on your experience.
- To protect our business and your account from fraud and other illegal activities. We will use your personal data to maintain, update and safeguard your account. We may also monitor your browsing activity with us to identify and resolve any problems and protect or improve the integrity of our website. All of this is included under our legitimate interest.
- To process payments and prevent fraudulent transactions. Our website’s risk and fraud screening might use your personal information for automated decision-making in this instance, automatically blocking a payment card number or IP address after a certain number of unsuccessful payment attempts. This does not have a significant legal effect because the automated blocking lasts only for a short period of time (between a few hours and a few days). We do this on the basis of our legitimate business interests for both your and our benefit.
- If we discover any criminal activity or alleged criminal activity, we will process the applicable data for the purpose of preventing or detecting unlawful acts for our and your benefit and protection from criminal activities.
- With your consent, we will use your personal data, preferences and details of your transactions to keep you informed by email or telephone about updates, products, services and special offers. You are free to opt out of these communications at any time.
- To send you relevant communications by post about updates, products, services and special offers. We will do this on the basis of our legitimate business interest. You are free to opt out of these communications at any time.
- To display the most interesting content to you on our website we may use data we hold about your favourite brands or products. This is done on the basis of your consent for our website to place cookies (or similar technology) on your device. This could include displaying a list of items you have recently looked at, or offering recommendations based on your purchase history or other data you have shared with us.
- To administer our prize draws or competitions which you have entered, based on your consent given at the time of your entry.
- To develop, test and improve the systems, services and products we provide to you. This is done on the basis of our legitimate business interests.
- To comply with our contractual or legal obligations to share data with law enforcement, such as when a court order is submitted to share data with law enforcement agencies or a court of law.
- To send you survey and feedback requests to help improve our services. Such communications will not include promotional content and do not require prior consent when sent by email as we have a legitimate interest in improving and making our products or services more relevant to you. You are free to opt out of these communications at any time.
- To improve our understanding of your needs and interests and to inform our business decisions, we may combine data we have collected. We will do this on the basis of our legitimate business interest to personalise and improve your experience, decide which content to share with you or identify trends (which may then guide which products we stock in future).
We know how much data security matters to all our customers. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.
Access to all transactional areas of our websites and associated apps is secured using ‘https’ technology.
Access to your personal data is password-protected, and sensitive data (such as payment card information) is secured and tokenised to ensure it is protected.
We regularly monitor our system for possible vulnerabilities and attacks.8. Storing Your Personal Data
When we collect or process your personal data, we will only keep it for as long as is necessary for the purpose for which it was collected.
At the end of that retention period, your data will either be deleted completely or anonymised, such as by being collected or merged with other data, so it can be used in a non-identifiable way for statistical analysis and business planning.
When you place an order, we’ll keep the personal data you give us for six years so we can comply with our legal and contractual obligations.
If your order includes a warranty, the associated personal data will be kept until the end of the warranty period.9. Sharing Your Personal Data
We sometimes share your personal data with trusted third parties – such as those providing delivery services, or fraud management services and to handle complaints or help us personalise or communicate offers to you.
9.1 Keeping Your Data Safe & Protecting Your Privacy:
- We only provide the information they need to perform their specific services.
- They can only use your data for the exact purposes we specify.
- If we terminate the use of their services, any and all of your data held by them will either be deleted or rendered anonymous.
9.2 Types Of Third Parties We Work With:
- Technology / Software companies who provide or support our website and other business systems.
- Operational companies such as delivery providers.
- Direct marketing companies who help us manage our electronic communications with you.
9.3 Sharing Your Data With Third Parties For Their Own Purposes:
We will only do this in very specific and limited circumstances, for example:
- With your consent, given at the time you supply your personal data, we may pass that data to a third party for their direct marketing purposes. For example, if we run a joint promotion or competition with another provider where you agree to receive direct communications from both them and us.
- For fraud management, we may share information about fraudulent or potentially fraudulent activity in our premises or systems. This may include sharing data about individuals with law enforcement bodies.
- We may be required to disclose your personal data to the police or other enforcement, regulatory or Government body, in your country of origin or elsewhere, upon a valid request to do so. Such requests are assessed on a case-by-case basis and will take your privacy into consideration.
9.4 Third Parties We Work With
To help fulfil your orders effectively and communicate with you directly or indirectly, we currently use the following companies, who may process your personal data as part of their contracts with us:
- Royal Mail
Sometimes we will need to share your personal data with third parties and suppliers outside the European Economic Area (EEA), such as Australia or the USA.
The EEA includes all EU Member countries as well as Iceland, Liechtenstein and Norway. We may transfer personal data that we collect from you to third-party data processors in countries that are outside the EEA. This might be required in order to fulfil your order, process your payment details or provide support services.
If we do this, we have procedures in place to ensure your data receives the same protection as if it were being processed inside the EEA. For example, our contracts with third parties stipulate the standards they must follow at all times.
You have the right to request:
- Access to the personal data we hold about you – this will be free of charge in most cases.
- The correction of your personal data when this is incorrect, out of date or incomplete.
- That we stop using your personal data for any direct marketing, or direct marketing through certain channels
- That we stop any consent-based processing of your personal data after you withdraw that consent.
You have the right to request a copy of any information about you that Thenadays holds at any time, and also to have that information corrected if it is inaccurate. To ask for a copy of your information, please contact Data Protection, Thenadays, 1st Business Centres, Industry Road, Heaton, Newcastle upon Tyne NE6 5XB, or use the contact form on our site's Contact & Connect page starting the Message with: “Data Access Request”.
To ask for your information to be amended, you can update your online account, if you have one, or you can provide the appropriate correction details to: Data Protection, Thenadays, 1st Business Centres, Industry Road, Heaton, Newcastle upon Tyne NE6 5XB, or use the contact form on our site's Contact & Connect page starting the Message with: “Data Correction Request”.
Should we decide not to action your request, we will explain to you the reasons for this.
You have the right to terminate the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request in this regard.
In cases where you have provided us your consent to use your personal data, you have the right to withdraw that consent at any time.
In cases where we process your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
There are several ways you can stop direct marketing communications from us:
- On any email communication that we send you, you can Click on the ‘unsubscribe’ link – this will stop any further emails being sent from us to that email address.
- If you have an online account, log in into your Thenadays.com account and change your preferences.
- Write to Data Protection, Thenadays, 1st Business Centres, Industry Road, Heaton, Newcastle upon Tyne NE6 5XB, or use the contact form on our site's Contact & Connect page starting the Message with: “Stop Direct Marketing”. Include the details of the communications from which you would like to be removed.
Please note that you may continue to receive communications for a short period after changing your preferences while our systems are fully updated.13. Contacting the Regulator
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1113.
Or you can go online to www.ico.org.uk/concerns (opens in a new window; please note we cannot be responsible for the content of external websites).
If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.14. Customers Outside The UK
By using our services or providing your personal data to us, you expressly consent to the processing of your personal data by us or on our behalf. You still have the right to ask us not to process your data in certain ways, and if you do so, we will respect your wishes.
Sometimes we’ll need to transfer your personal data between countries to enable us to supply the goods or services you’ve requested. In the ordinary course of business, we may transfer your personal data from your country of residence to ourselves and to third parties. By dealing with us, you are giving your consent to this overseas use, transfer and disclosure of your personal data outside your country of residence for our ordinary business purposes. This may occur because information technology storage facilities and servers are located outside your country of residence and could include storage of your personal data on servers in the UK.
If you have any questions that haven’t been covered, please contact us:
- Use the contact form on our site's Contact & Connect page
- Or write to us at Data Protection, Thenadays, 1st Business Centres, Industry Road, Heaton, Newcastle upon Tyne NE6 5XB
This document was last updated on 24/05/18