Privacy policy
How we use your information
This privacy notice tells you what to expect when Klimaki Ltd (trading as we are) collects personal information. It applies to information we collect about:
visitors to our websites, complainants and other individuals in relation to a data protection or freedom of information complaint or enquiry, people who use our services e.g. people who subscribe to our newsletter, people who contact us, job applicants and our current and former employees.
Visitors to our websites
When someone visits weare.shop we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
From time to time third party companies may be used to help improve the customer experience and journey. When these are used we will not share any personally identifiable information with them and will ensure that all aggregated data is deleted once projects are complete.
When a purchase is made on our website a customer account is created and personal information is stored against the customer account and the order itself. This personal information stored to facilitate the order.
Use of cookies by Klimaki Ltd - ( trading as we are )
We use cookies when you visit our website. Cookies are small text files stored on your computer that websites can interact with, allowing websites to keep track of your session and recognise preferences. Cookies can’t harm your computer, and we don’t store any personal information, but they help us analyse encrypted information gathered from them to help improve your experience of the site.
Types of cookies:
Site session and checkout cookies – these allow you to navigate around our website with a smooth experience. They allow you to store the contents of your basket, and allow us to process your order, whilst also remembering preferences such as language or currency. 3rd party and social cookies – these allow us to integrate content from social platforms including Facebook, Instagram, Twitter and TikTok. Advertising – allowing us to show you products and highlights via advertising when you’re visiting other websites. Analytics cookies – these measure and analyse how you interact with our website, allowing us to improve our customer experience. We use web analytics services provided by other companies including Google Analytics to help us anonymously track how visitors arrive at our site and the path they follow through it.
Acceptance of cookies:
By using our website, you agree to us placing these cookies on your device, and accessing them when you visit us in future. You can disable cookies using your web browser – see your browser’s ‘help’ section for details of how to do this. Please note that if you do disable cookies, you may be unable to place any orders using this website. For further general information on cookies, visit here.
Search engine
Our website search is an inbuilt engine. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by Klimaki Ltd - (trading as we are) through this process.
E-newsletter
We use a third party provider, to deliver our e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear images to help us monitor and improve our e-newsletter. For more information, please see here.
All data relating to email newsletters will be kept in a secured form and we will only communicate with customers whom have given unambiguous consent or where the communication forms part of the “customer relationship” (e.g. order delivery notification emails).
Security and performance
To deliver security services we store and process the IP addresses of visitors to our websites.
Wholesale / offline processed orders
As part of the process we may have printed invoices stored in our facilities which are needed to allow the accounts department to process orders. These are kept in a secured location and are kept for a period of six full years.
Returns processing
Returns processing requires data to be compiled and processed. This data will be held for a period of six months following the completion of the returns process. All printed documents will then be shredded and disposed of.
Postage claims
Where a postal claim is made, documents are produced and shared with the relevant courier in order to process the claim. These are retained on file for 12 full months from the point of the claim being complete.
People who contact us via social media
If you send us a private or direct message via social media the message will be stored by us for up to three months. It will not be shared with any other organisations.
People who call us
When you call our helpline we collect Calling Line Identification (CLI) information. We use this information to help improve its efficiency and effectiveness. This will only be stored for a period of 12 months (maximum).
People who email us
If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit. We monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint. We will only use the personal information we collect to process the complaint and to check on the level of service we provide.
Information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
When do we collect your personal information?
We may collect personal data when you visit our website, place an order online, in store, over the phone, use our workshop services, engage with us on social media, contact us via email or any other channel, enter a competition, participate in our events or subscribe to our mailing list.
What personal information do we collect and why?
The data collected may include your name, email address, address, phone number, social media usernames (if you interact with us this way) and email preferences. Web usage data we collect may also include your IP address, geographical information, browser and operating system and details of your visit to our website (including the pages you visited). We may also collect information about your visit using cookies in your web browser.
We collect your personal data in order to support all our sales and service channels, provide you with products you’ve purchased online, provide digital services and improve your customer experience, and we’ll try our best to provide you with information we think will be of interest or relevance. We’ll only send you marketing messages or emails with your permission, and you can retract this permission at any time.
We collect technical information about your visit to our website in order to give our users the best experience we can, by analysing user behaviour and making improvements to our online services. We also use this information to help protect our website and allow us to meet our legal obligations in taking care of your data.
Do we share personal data?
Klimaki Ltd - (trading as we are) will never sell any of the personal information you provide us to any 3rd parties.
We may share your data with trusted 3rd party companies where it is necessary or beneficial in order to provide you with services. We will only provide the information required in order for companies to perform their specific services. These companies include:
Payment gateway providers, who process payments for orders on our behalf.Finance providers, who provide our credit services. Couriers and delivery partners, who deliver orders for us. Companies providing us with professional services, including marketing, email campaign providers, website hosts and event organisers. Companies explicitly approved by you, such as social media platforms (for example, Facebook and Twitter). Analytics providers (eg. Google Analytics), in order to see how users interact with our website and ensure we’re bringing you the best possible experience.We may share information about fraudulent or potentially fraudulent activity where this is required by law.
Job applicants, current and former employees of Klimaki Ltd - ( trading as we are )
Klimaki Ltd - (trading as we are) is the data controller for the information you provide during the recruitment process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at support@weare.shop
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary. The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
How long is information retained for?
We won’t keep your data any longer than is necessary. If you’ve asked to hear from us with promotional emails, we’ll keep your details stored for as long as you remain a subscriber. If you've opted out of promotional emails, we'll keep your details in an opt-out list to ensure you do not receive communications. If you’ve given us any other information, we’ll retain this for as long as we need it to continue providing you with a service, or as required for our record keeping.
For recruitment and employment, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.
Payroll data is also held for all staff in a secured network environment. This data is retained for as long as necessary following the end of an employees employment. Clocking in machines are used for many staff within the business and all data is removed from these within a short period from the end of an employees employment.
Your rights
Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.
Complaints or queries
Klimaki Ltd - (trading as we are) tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Klimaki Ltd - (trading as we are) collection and use of personal information. However, we are happy to provide any additional information or explanation needed.
Access to personal information
Klimaki Ltd - ( trading as we are ) tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
give you a description of it; tell you why we are holding it; tell you who it could be disclosed to; and let you have a copy of the information in an intelligible form.
To make a request to the Klimaki Ltd - (trading as we are) for any personal information we may hold you need to put the request in writing and we will process this as fast as possible.
If we do hold information about you, you can ask us to correct any mistakes.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies. Further information is available in our Information Charter about the factors we shall consider when deciding whether information should be disclosed.
You can also get further information on:
agreements we have with other organisations for sharing information; circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics; our instructions to staff on how to collect, use and delete personal data; how we check that the information we hold is accurate and up to date.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy policy
We keep our privacy policy under regular review. This was last updated on 1 November 2022.
How to contact us
If you want to request information about our privacy policy you can email us or write to:
Klimaki Ltd
21 Dean Clarke House,
Exeter
EX1 1AP