Privacy

BOX OF HEAT

PRIVACY NOTICE

Box of Heat Ltd (Company Number: 12290896) (we, us, our) is committed to protecting the privacy and security of your personal data.

This Privacy Notice describes how we collect, use and look after your personal data when you visit our website https://heat.io (our Site) (regardless of where you visit it from), interact with, register for a user account with our Site or order Boxes from our Site. It also tells you about your rights and how the law protects you.

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

Important information

The data we collect about you

How personal data is collected

How we use your personal data

Sharing your personal data

International transfers

Data security

Data retention

Your legal rights

Schedule

  • Important information

Scope- This Privacy Notice covers our dealing with people who are simply browsing our Site, those who have registered for a user account and those who have or intend to purchase Boxes from our Site (you and your)

Supplemental Terms - This Privacy Notice supplements the other notices and terms published on our Site (including our website terms of use and terms and conditions for the supply of Boxes) and is not intended to override them.

Controller - Box of Heat Ltd is the controller of personal data provided by you to us, or, personal data which is collected by our Site including when you browse our Site, complete a form on our Site, complete our checkout process or register an account with us and we are responsible for such personal data.

Understanding - To assist you further in understanding this Privacy Notice, we have set out in the Schedule a glossary of terms used in this Privacy Notice, examples of types of personal data we collect, how we use it, the lawful basis for processing such data and further details of your rights.

Data Protection Manager – We have appointed a data protection manager (DPM). If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact our DPM in writing, using the details below:

Email address: data@heat.io

Postal address: Data Protection Manager, Box of Heat Ltd, 10 Philpot Lane, London, England, EC3M 8AA.

Complaints - You have the right to make a complaint at any time to the ICO (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Our Site is not intended for children and other than where you (as an appropriate adult) provide such information in connection with an order for a Box, we do not knowingly collect data relating to children.

Changes to this Privacy Notice - We may change this Privacy Notice from time to time by updating this page. Please check it regularly to ensure you are aware of any changes.

This Privacy Notice was last updated on 27 November 2019.

Changes to your personal data - It is important that the data we hold about you is accurate and current, therefore please keep us informed of any changes to your personal data.

Third-party links - Our Site includes links to third-party websites, plug-ins and applications. By clicking on these links or enabling connections you may be allowing third parties to collect or share your personal data. We have no control over these third-party websites, plug-ins or applications and are not responsible for their privacy notices, therefore you should read their privacy notices to understand what personal data they collect about you and how they use it.

  • The data we collect about you

We may collect, use, store and transfer the types of personal data about you listed in Part 1 of the Schedule.

We also collect, use and share aggregated data. However, if we combine aggregated data with your personal data so that it can directly or indirectly identify you, we treat this as your personal data.

We do not collect any special categories of personal data or any information about criminal convictions and offences.

If you fail to provide personal data - If we are required by law, or under the terms of a contract we have with you, to collect your personal data and you fail to provide it we may not be able to enter into or perform the contract we have or are trying to enter into with you (for example to provide a Box you have ordered). In this case, we may have to cancel your order. We will notify you of this at the relevant time.

  • How personal data is collected

We collect personal data in the following ways:

Direct interactions

You may provide personal data when you complete our online enquiry form, register for a user account, provide details as part of our order process and when you checkout or otherwise or correspond with us (by post, phone or email).

Automated technology

We automatically collect personal data (technical and usage) when you browse or interact with our Site, by using cookies, server logs and other similar technologies including mapping and tracking software. We may also receive technical data about you if you visit other websites which use our cookies. Please see our cookies policy for further details.

Publicly available sources

We may collect personal data from publicly availably sources. These include Companies House (or similar international registers) the Electoral Register (or similar international electoral and/or residency registers) and credit reference agencies who may be based inside and outside the EU.

Third parties

We may receive personal data from: (a) analytics providers (such as Google analytics); (b) advertising networks (such as Facebook, Instagram); (c) search information providers (such as Google); and (d) our suppliers including our payment providers, our couriers and website support and maintenance providers (e) data brokers or aggregators.

  • How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data:

  • to perform the contract we are to enter into or have entered into with you;
  • to comply with a legal obligation; or
  • where it is necessary to carry out our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

Part 2 of the Schedule sets out the lawful basis we will rely on to process your personal data.

Please 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 information.

Marketing – We strive to provide you with choices regarding how we process your personal data and communicate with you for marketing purposes. Where you have registered for a user account, you can change your style preferences and marketing preferences by visiting this area within your account and adjusting your settings.

Suggestions from us - We may analyse and use your personal data to form a view on what brands, products Boxes offers or other things we think may be of interest to you.

You will only receive marketing communications from us, if you have:

  • purchased Boxes from us; or
  • you have provided your consent to receive marketing communications;

and have not opted out of receiving marketing communications, unsubscribed from our mailing list or withdrawn your consent.

How to opt out - You can opt out of email marketing by clicking the unsubscribe button within the particular marketing email. You can also withdraw your consent to receive marketing communications and asked to be removed from our mailing list at any time by contacting us.

Please note that even if you opt out of receiving marketing communications, we may still use your personal data for other purposes provided we have a lawful basis to do so.

We will not share your personal data with third parties for their marketing purposes. However we may share your personal data with our own Third Parties who carry out marketing services on our behalf (for example organisations which we use to send e-mails to our customers) where we have the right to market to you.

Change of purpose - We will only use your personal data for the purpose that we originally collected it for, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose or we have a lawful basis to change the purpose.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to use your personal data in this manner.

We may process your personal data (without your knowledge or consent) where this is required or permitted by law.

  • Sharing your personal data

We may share your personal data with the Third Parties set out in Part 4 of the Schedule. We require all Third Parties to respect the security of your personal data and to treat it in accordance with the law. Such Third Parties can only process your personal data for specified purposes and in accordance with our instructions.

  • International transfers

Some Third Parties may be based outside the European Economic Area (EEA) therefore your personal data may be transferred outside the EEA.

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at leastone of the following safeguards is implemented:

  • we will only transfer personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission;
  • we use specific contracts approved by the European Commission which give personal data the same protection it has in Europe with our services providers;
  • we may transfer personal data to US based service providers under the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.
  • Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Access to personal data is restricted to individuals who have a business need to know it, are under confidentiality obligations and can only process it on our instructions.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

  • Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

We may update our data retention practices from to time and you can request details by contacting us. However, we are legally required to keep basic information about our customers (including contact, identity, financial and transaction data) for six years after the end of the tax year in which they cease being customers, for tax purposes.

We do not process your financial data such as credit card/bank card details. These are processed by our payment gateway providers who will process such data in accordance with their privacy notices, for the purpose of processing payments and refunding any sums that may be due back to you.

We may also anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes. We can use anonymised information indefinitely without further notice to you.

  • Your legal rights

You have certain legal rights in relation to your personal data and these are set out in full in Part 3 of the Schedule. If you wish to exercise any of your rights, please contact our us.

You will not have to pay a fee to exercise any of your rights unless your request is clearly unfounded, repetitive or excessive. In which case, we may charge a reasonable fee for this information or refuse to comply with your request.

We may ask you to provide further information to help us confirm your identity. This is a security measure to ensure that personal data is not disclosed to any person who does not have the right to receive it.

We aim to respond to all legitimate requests within one month. If your request is particularly complex or you have made a number of requests it may take us longer to respond. In this case, we will notify you and keep you updated.