1. Important information and who we are
Introduction
This privacy policy gives you information about how Elaine Field Ltd, a company registered in England with company number 10994388 (referred to as “we”, “us”, or “our” in this privacy policy) collects and uses your personal data through your use of our website: https://elainefield.com/, including any data you may provide when you:
(a) register an account with us;
(b) contact us;
(c) sign up to our newsletters or other marketing;
(d) purchase our products or services;
(e) apply to work for us or work for us.
Our website is not intended for children and we do not knowingly collect data relating to children.
Controller
Elaine Field Ltd, a company registered in England with company number 10994388 is the data controller and responsible for your personal data.
If you have any questions about this privacy policy, including any requests to exercise your legal rights (section 9), please contact us using the information set out in the contact details (section 13).
2. The types of personal data we collect about you
Personal data means any information about an individual from which that person can be identified.
We may collect, use, store and transfer (“process”) different kinds of personal data about you which we have grouped together as follows:
(a) Identity Data includes first name and last name.
(b) Contact Data includes billing address, delivery address, email address and phone numbers.
(c) Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
(d) Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access our website.
(e) Log-in Data includes your username and password when you create an account on our website.
(f) Profile Data includes purchases or orders made by you, information relating to your purchases (e.g. order history and returns), your interests, preferences, feedback and survey responses.
(g) Usage Data includes information about how you interact with and use our website, products and services.
(h) Marketing Data includes your preferences in receiving newsletters and/or marketing from us and our third parties and your communication preferences, any feedback and responses to surveys sent by us (these are optional, you do not have to respond to them).
(i) Communications Data includes communications between you and us in relation to any requests, queries, complaints, or other information you provide us when you contact us.
(j) Recruitment Data includes your CV, cover letter, and any other records / information required from you when you apply to work for us.
(k) Staff Data includes your Recruitment Data, employment / engagement records including but not limited to your contract details, date of birth, emergency contacts, payment / salary records, grievance and/or disciplinary records, health information, and any other information required as part of your employment / engagement with us.
(l) Professional Data includes your job title, bio, images, other information provided to us to engage you as a third party service providers.
We may also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals' Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.
If you are a third party service provider (e.g. photographer or make-up artist) and you provide us with your portfolio, you must ensure that any you have obtained the necessary permissions from any identifiable individuals to share their personal data with us. We will act as a data processor in relation to such information provided to us.
3. How is your personal data collected?
We use different methods to collect data from and about you including through:
(a) Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise.
(b) Automated technologies or interactions. As you interact with our website, we may collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies but only if you accept the relevant cookies via the cookie controls available when you land on our website.
(c) Third parties. We will receive personal data about you from various third parties as set out below:
(i) Technical Data is collected from the following parties:
-
- analytics providers such as Google; and
- advertising networks such as Meta ads.
(ii) Transaction Data is collected through our payment services provider.
(iii) If you are a third party service provider, Professional Data may be collected from your employer / organisation. Disclosure by your employer/organisation will be subject to their privacy policies. If you have concerns regarding their disclosure of your personal data to us, you should contact your employer/organisation.
4. How we use your personal data
4.1. Legal basis
The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:
Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.
Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.
Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.
4.2 Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
| Purpose/Use | Type of data | Legal basis |
|
(a) To register you as a new customer (b) When you submit an enquiry |
(a) Identity Data (b) Contact Data (c) Log-in Data (d) Communications Data |
(a) Performance of a contract with you (b) Necessary for our legitimate interests i.e. the proper administration of our business |
|
To process and deliver your order and provide you with our services |
(b) Contact Data (c) Transaction Data (d) Profile Data (e) Communications Data |
(a) Performance of a contract with you (b) Necessary for our legitimate interests i.e. for the proper administration of our business |
|
(a) Notifying you about changes to our terms or privacy policy (b) Dealing with your requests, complaints and queries |
(a) Identity Data (b) Contact Data (c) Profile Data (d) Communications Data |
(b) Necessary to comply with our legal obligations (c) Necessary for our legitimate interests i.e. to keep our records updated and manage our relationship with you |
|
To enable you to partake in any promotional activity, provide feedback or complete a survey |
(b) Contact Data (c) Profile Data (d) Usage Data (e) Marketing Data |
(b) Necessary for our legitimate interests i.e. to study how customers use our products/services, to develop them and grow our business |
|
|
(b) Contact Data (c) Technical Data (d) Log-in Data (e) Communications Data |
(b) Necessary to comply with a legal obligation |
|
To deliver relevant website content and online advertisements to you and measure or understand the effectiveness of the advertising we serve to you |
(b) Contact Data (c) Profile Data (d) Usage Data (e) Marketing Data (f) Technical Data |
Necessary for our legitimate interests i.e. to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy |
|
|
(a) Technical Data (b) Usage Data |
|
|
|
(b) Contact Data (c) Technical Data (d) Usage Data (e) Profile Data (f) Marketing Data |
(b) Consent, having obtained your prior consent to receiving direct marketing communications (where required) |
|
To process your application and communicate with you in relation to your application to: (a) employ/engage you (b) manage our relationship with you (c) market our products and services |
(b) Contact Data (c) Recruitment Data (d) Identity Data (e) Contact Data (f) Communications Data (g) Recruitment Data (h) Staff Data (i) Professional Data |
(a) Performance of a contract with you (b) Necessary to comply with our legal obligations (c) Necessary for our legitimate interests i.e. to keep our records updated and manage our relationship with you |
4.3 Direct marketing
You will receive marketing communications from us if you have:
(a) requested information from us or purchased goods or services from us; or
(b) provided us with your details and/or ticked the box at the point of entry of your details for us to send you marketing communications, and
in each case, you have not opted out of receiving that marketing.
We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view which products, services and offers may be of interest to you so that we can then send you relevant marketing communications.
4.4 Third-party marketing
We do not share your personal data with third parties. If we intend to do so, we will get your express consent before we share your personal data with any third party for their own direct marketing purposes.
4.5 Opting out of marketing
If you do not or no longer want us to use your personal data for marketing, please either unsubscribe using the process set out in the relevant marketing communication or inform us at any time by contacting us using the details set out in section 13 below.
If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to order confirmations, updates to our terms and conditions of business, checking that your details are correct.
5. Disclosures of your personal data
We may share your personal data where necessary with the parties as set out below:
(a) our third-party services providers, agents, or sub-contractors for the purposes of providing parts of our services to you on our behalf (e.g. to host our website, social media channels to promote our products and services, to process payments, to send you marketing communications);
(b) in the event that we sell or buy any business or assets, in which case we may share your personal data to the prospective seller or buyer of such business or assets; or if we or substantially all of our assets are acquired by a third party, in which case personal data held by us about you will be one of the transferred assets. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy;
(c) if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms and conditions of business or other agreements;
(d) to protect the rights and property of Elaine Field Ltd, the website, our users, our third party service providers, and any other third party we have engaged to provide and/or market our products and services.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6. International transfers
We do not transfer your personal data outside the UK.
If we transfer your personal data out of the UK or EEA to countries which have laws that do not provide the same level of data protection as the UK law, we will always ensure that a similar degree of protection is afforded to it by ensuring that adequate safeguards compliant with then current applicable data protection laws are implemented.
If you would like further information regarding transfer of data, please contact us using the contact details in section 13 below.
7. 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. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures 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.
8. How long will you use my personal data for?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
By law we have to keep basic information about our customers, staff and third party service providers (including Contact, Identity, and Transaction Data) for at least six years after they cease being customers for tax and legal purposes.
We will also keep certain Staff Data and Professional Data of our staff and third party service providers for at least seven years after termination of the employment / engagement where necessary for tax, regulatory or other legal purposes.
Any Staff Data and/or Professional Data that we no longer require shall be irretrievably deleted following termination of the employment / engagement.
In some circumstances you can ask us to delete your data: see section 9 below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) including for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
9. Your legal rights
9.1 You have a number of rights under data protection laws in relation to your personal data.
You have the right to:
(a) Request access to your personal data (commonly known as a "subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
(b) Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
(c) Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
(d) Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
(e) You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see section 4.5 for details of how to object to receiving direct marketing communications).
(f) Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
(g) Withdraw consent at any time where we are relying on consent to process your personal data (see the table in section 4 for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
(h) Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
(i) if you want us to establish the data's accuracy;
(ii) where our use of the data is unlawful but you do not want us to erase it;
(iii) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
(iv) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
If you wish to exercise any of the rights set out above, please contact us using the details in section 13).
9.2 No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
9.3 What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
9.4 Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
10. Changes to the privacy policy and your duty to inform us of changes
We keep our privacy policy under regular review. Any changes we make to this privacy policy in the future will be notified to you and made available via our website. You should ensure you are happy with any changes to this privacy policy and your continued use of our website and services shall be deemed as your acceptance of the varied privacy policy.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us (for example a new address or email address) using the contact details below or by updating your personal details in your account.
11. Third-party links
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
12. Cookies
Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our website.
A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive.
We use the following cookies:
(a) Strictly necessary cookies - these are cookies that are required for the operation of our website. These essential cookies are always enabled because our website won’t work properly without them. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services. You can switch off these cookies in your browser settings but you may then not be able to access all or parts of our website.
(b) Analytical or performance cookies - these allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
(c) Functionality cookies - these are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
(d) Advertising or targeting cookies - these cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose so that they can serve you with relevant advertising on their websites.
You can find more information about the individual cookies we use and the purposes for which we use them in the table below:
Strictly necessary cookies:
| Name of Cookie | Purpose | Duration |
|
keep_alive |
The keep_alive cookie is used to maintain a user's session active on a website, preventing automatic logout during periods of inactivity. |
1 hour |
|
localization |
The localization cookie stores user preferences for language and region to provide a personalized browsing experience. |
1 year |
|
cart_currency |
Shopify sets this cookie to remember the user’s country of origin and populate the correct transaction currency. |
14 days |
|
_tracking_consent |
Shopify sets this cookie to store a user's preferences if a merchant has set up privacy rules in the visitor's region. |
1 year |
|
_shopify_essential |
This cookie is essential for the secure checkout and payment function on the website and is provided by Shopify. |
11 months 4 weeks |
|
__cf_bm |
This cookie is used to distinguish between humans and bots. This is beneficial for the website, in order to make valid reports on the use of their website. |
29 minutes 58 seconds |
|
shopify_pay_redirect |
This cookie is used to enable payment services on the website and to facilitate secure payment and checkout processes. |
59 minutes 54 seconds |
|
_pay_session |
Shopify sets this cookie to enable secure checkout and payment function on the website. |
session |
Analytical or performance cookies:
| Name of Cookie | Purpose | Duration |
|
CLID |
Microsoft Clarity set this cookie to store information about how visitors interact with the website. The cookie helps to provide an analysis report. The data collection includes the number of visitors, where they visit the website, and the pages visited. |
1 year |
|
_ga_* |
Google Analytics sets this cookie to store and count page views. |
1 year 1 month 4 days |
|
_ga |
Shopify sets this cookie to remember the user’s country of origin and populate the correct transaction currency. |
1 year 1 month 4 days |
|
_clck |
Microsoft Clarity sets this cookie to retain the browser's Clarity User ID and settings exclusive to that website. This guarantees that actions taken during subsequent visits to the same website will be linked to the same user ID. |
1 year |
|
SM |
Microsoft Clarity cookie set this cookie for synchronizing the MUID across Microsoft domains. |
session |
|
MR |
This cookie, set by Bing, is used to collect user information for analytics purposes. |
7 days |
|
SRM_B |
Used by Microsoft Advertising as a unique ID for visitors. |
1 year 24 days |
|
_ga_3QPE42D8WP |
This cookie is used by Google Analytics to persist session state. |
1 year 1 month |
|
_shopify_y |
Shopify analytics. |
1 year |
|
_y |
Shopify analytics. |
1 year |
|
_shopify_s |
Shopify analytics. |
30 minutes |
|
_s |
Shopify analytics. |
30 minutes |
Functional cookies:
| Name of Cookie | Purpose | Duration |
| localization |
These cookies are set on pages with the Flickr widget. |
11 months 4 weeks |
Advertising or targeting cookies:
| Name of Cookie | Purpose | Duration |
| _tracking_consent |
Tracking preferences. |
11 months 4 weeks |
|
MUID |
Microsoft Bing sets this cookie to identify unique web browsers visiting Microsoft sites. These cookies are used for advertising, site analytics, and other operational purposes. |
1 year 24 days |
|
ANONCHK |
The ANONCHK cookie, set by Bing, is used to store a user's session ID and also verify the clicks from ads on the Bing search engine. The cookie helps in reporting and personalization as well. |
10 minutes |
Other Cookies:
| Name of Cookie | Purpose | URL |
|
Google Tag Manager |
We use Google Tag Manager to help manage analytics vendors. |
|
|
Facebook Pixel |
We use Facebook Pixel to help measure how users interact with our websites. |
https://www.facebook.com/privacy/explanation
|
|
|
We use Instagram to deliver targeted advertisements to individuals who visit our websites. |
|
|
|
We use Pinterest to deliver targeted advertisements to individuals who visit our websites. |
https://policy.pinterest.com/en-gb/privacy-policy |
|
|
We use Google Ads to deliver targeted advertisements to individuals who visit our websites. |
https://policies.google.com/privacy |
Choices about cookies
You can change your cookie preferences or withdraw your consent at any time by clicking on the button(s):
Strictly necessary cookies ALWAYS ACTIVE
Analytical or performance cookies ON / OFF
Functionality cookies ON / OFF
Advertising or targeting cookies ON / OFF
You can also choose to "Reject All" cookies in the cookie banner.
However, if you use your browser settings to block all cookies (including strictly necessary cookies) you may not be able to access all or parts of our website.
If you have any questions or concerns about our use of cookies, please contact us using the details in section 13 below.
13. Contact details
If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact us using the following email address: info@elainefield.com
14. Complaints
We hope that we can resolve any query or concern you may wish to raise about our use of your personal data, and we would therefore request that you contact us in the first instance with your queries/concerns. However, if you are not satisfied with us / the manner in which we have handled your queries/concerns or your personal data, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues whose details can be found at www.ico.org.uk.
