Privacy Policy

This privacy policy sets out how Ephemie collects, uses and protects your information when you use our website. Any personal data that you provide will be handled in accordance with this privacy policy, General Data Protection Regulation (GDPR) and the Data Protection Act 2018. This policy also explains your options and rights, and how to contact us.

Personal data we collect and how

We do collect and process some personal data:

  • When you place an order with us via our website we collect your contact details (personal identifiers) and we ask you to provide us with these directly: Name, email address, billing address, delivery address, the language in which and country from which you are contacting us.

  • We also collect information about the purchase: Payment amount, any tax, delivery cost, date, item sold, returns, refunds.

  • When you email us we collect and process your name, email address and correspondence.

  • When you contact us via social media we collect your user name and correspondence.

  • When you visit our website, we use cookies. When you first visit our website a cookie banner informs you that by using our website you are consenting to the use of analytics cookies. You can view our Cookie Policy accessible from the bottom of our website at all times. Cookies do not identify you directly, rather they gather statistical site usage data.

We do not collect or process any sensitive personal data and we do not collect or process your card details when you make a payment online via our website. Payment is handled by third-party payment processors Stripe and PayPal.

Why we collect your data

We use the information you have given to us in the following ways:

  • We collect and use your contact details in order to correspond with you if you email us.

  • We collect and use your contact details if you place an order with us, to fulfil our side of our contract with you in delivering our product to you: To email you with confirmation of receipt of your order, to invoice you, keep you updated regarding the status of your order, to deliver your order and handle any returns.

  • We keep financial records as this is legally required of us to work out our annual tax return and to show to HM Revenue and Customs (HMRC) if asked.

  • We use necessary cookies for features on our website to function, such as the shopping cart, checkout and security.

  • We use analytics cookies to collect site usage data to help us understand the way in which you use our website, what content and products are of most interest and how we can improve our website, products and services.

Third parties

In the context of your use of our website, we may share your information with a limited number of third-party service providers we engage to assist us in our services:

  • We use a website hosting service for our website and e-commerce shop. We also use their inbuilt analytics tool.

  • Transactions are handled by payment processors Stripe and PayPal.

  • We use Google Analytics.

  • We have a shop in the online marketplace Etsy.

  • We engage Royal Mail to deliver your order.

  • We have an account on Instagram and use their analytics service.

  • We use accounting services.

Protection of your personal data

We store your personal data on password-protected systems and we share this information with only the third parties necessary to carry out our services.

Storage period of your personal data

We will store your data for as long as you remain a customer, but also afterwards, in order to provide follow up service should it be required to answer all questions or respond to complaints, and in order to meet legal, taxation and accounting requirements. We will only keep analytics data for as long as it is relevant to the services and products we are offering. We will not keep what is not necessary or not legally required on our part and will periodically assess what is necessary and or legally required.

Your data protection rights

General Data Protection Regulation (GDPR) exists to help protect all of our personal data. Under GDPR, Ephemie is called a data controller, as the party responsible for protecting your data, and you are called a user, as the individual visiting our website and purchasing our products and services. Under the General Data Protection Regulation, the lawful bases we rely on for processing your information are:

  • Your consent. You are able to remove your consent at any time. You can do this by contacting us at our contact details below.

  • We have a contractual obligation.

  • We have a legitimate interest.

  • We have a legal obligation.

Under data protection law, you have rights including:

  • Your right of access - You have the right to ask us for copies of your personal information.

  • Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

  • Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

  • Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please note, however, that we cannot always meet requests for legal reasons, which we will explain, as may be relevant, after receiving your request. If you wish to make a request, please contact us at our contact details below.

Information Commissioner’s Office

The public body responsible for data protection in the UK is the Information Commissioner’s Office (ICO), sponsored by the Department for Digital, Culture, Media & Sport. You can make a complaint to the ICO if you are unhappy with how we have used your data. They have a wealth of resources to help further understand your rights on their website: www.ico.org.uk.

ICO contact details:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow Cheshire SK9 5AF

ICO helpline number: 0303 123 1113

Our contact details

Email: hello@ephemie.co.uk

Address: Ephemie, Unit 58143, PO Box 4336, Manchester, M61 0BW.

May 2023