DATA, COOKIES AND PRIVACY

What we collect, why we've got it, who else sees it and how to get rid of it. If there's something here we haven't covered, email info@oipolloi.com and we'll answer it properly.

Who's responsible for your data

This store is owned and run by Oi Polloi Limited,  J&S House, Denton Drive, Northwich, Cheshire, CW9 7LU. For the purposes of data protection law, Oi Polloi Limited is the data controller. Our ICO registration number is Z2071683.

This policy covers personal information collected on this and our other websites, including details of orders you've placed with us before. It doesn't cover companies we don't control. There are links on this site to places we don't own, and how they handle your data is a matter for their own policies.

Cookies

Cookies are small text files your browser stores so a website can remember you from one page to the next. Without them you couldn't log in, and you certainly couldn't put anything in a basket and buy it. They're doing more work than people give them credit for.

You can control how and when your browser stores cookies. How you do it depends on which browser you're using, and the good people at AboutCookies.org explain it better than we could.

Fair warning: turn them off and large parts of this site will stop working.

What we collect

When you register with us we ask for your name, email address, date of birth, gender and postcode. Once you're registered and signed in, you're no longer anonymous to us.

We keep records of your transactions with us.

Our servers automatically log your IP address, our cookie information and the pages you look at.

What we use it for

1. Fulfilling your orders
2. Improving what we do
3. Getting in touch with you
4. Research
5. Anonymised reporting on customer activity for our management team

Card details

We do not store your credit card, debit card or PayPal details on our servers or systems. Payments are handled by our payment provider, who holds that information so we can take payment and issue refunds. At no point does anyone at Oi Polloi see your card number.

Who we share it with

We don't rent, sell or share your personal information with other people or companies, except where it's needed to provide something you've asked us for, where you've given us permission, or where:

1. We're responding to a subpoena, court order or legal process, or establishing or defending legal claims
2. We believe it's necessary in order to investigate or prevent illegal activity, suspected fraud, a threat to someone's physical safety, or a breach of our terms of use, or where the law requires it

If Oi Polloi is acquired or merged, we'll tell you before your information transfers and becomes subject to a different privacy policy.

Here is the full list of who we pass data to, and why.

Shopify. Shopify run our online store and point of sale. If you place an order, we store your invoice details on our Shopify account: full name, billing address, shipping address, telephone number if given, and email address. These form part of our financial records. We also store the IP address the order came from, for fraud protection. Shopify send the emails relating to processing an order or a return, and by ordering with us you agree to receive those. Shopify's servers are in the US and the EU.

Our payment processors. By shopping with us you agree to us passing your card details, whether through the website or a card machine in the shop, to our payment processor. We never see or store those details ourselves.

PayPal. If you pay by PayPal we store the email address and reference code for that transaction. Our PayPal account also holds your delivery address and passes it back to Shopify.

Klarna. To offer you Klarna's payment methods we may pass your contact and order details to Klarna at the checkout, so they can assess whether you qualify and tailor the options shown. Klarna process that data under their own privacy notice.

Brightpearl. Brightpearl is our back of house platform. Order processing details, meaning name, addresses, email address and telephone number, are transferred to Brightpearl's secure servers so we can pick, pack and invoice your order.

Our carriers and shipping tools. We use Metapack to generate shipping labels and integrate with our carriers, which are Royal Mail, DHL, FedEx and DPD. Any order we ship has its delivery details stored temporarily on those systems for 90 days, at which point the tracking expires.

Campaign Monitor. Our newsletter runs on Campaign Monitor. If you agree to hear from us, we upload your name, if you've given it, and your email address. If you unsubscribe, Campaign Monitor keeps those details on a suppression list so we don't email you again by accident, and that can be deleted on request. They also store the IP address you signed up from. Their servers are in the US.

Outlook. Our email runs on Microsoft Outlook. Customer emails are kept for future reference.

Our internal policy is not to hold data locally except while we're actively processing it, at which point it goes back into our cloud storage as soon as we're finished.

Changing or deleting your details

You can edit your account information, including address and contact details, whenever you like. You can't directly change the details on an order that's already been placed, though we can often do it for you if you email mailorder@oipolloi.com quickly enough.

We reserve the right to send you certain messages we consider part of having an account with us, meaning service announcements and administrative messages. You can't opt out of those, but you can close your account. Note that if you've placed an order, we keep a permanent record of the details as entered at the time, because that's a financial record and we're required to.

For anything else, including full disclosure of what we hold on you and requests to have it removed, email data@oipolloi.com.

Your rights

Under UK data protection law you have the right to ask us for a copy of the data we hold on you, to have inaccurate data corrected, to have data erased where we've no continuing reason to keep it, to restrict or object to how we're using it, and to have it ported elsewhere. Email data@oipolloi.com and we'll deal with it within one month.

If you're not happy with how we've handled it, you can complain to the Information Commissioner's Office at ico.org.uk. We'd rather you came to us first, but it's your right either way.

Keeping it safe

We limit access to your personal information to the people who need it to do their jobs and get your order to you. We've physical, electronic and procedural safeguards in place, and we comply with the UK GDPR and the Data Protection Act 2018.

Changes to this policy

We may update this policy. If we change anything significant about how we treat personal information, we'll tell you by emailing your account's primary address or by putting a prominent notice on the site. If we email you, you'll get it whether or not you're subscribed to the newsletter.

Questions and suggestions

Data questions to data@oipolloi.com. Anything else to info@oipolloi.com.