John Barefoot or J.Barefoot Ltd have operated a mail order business for over 50 years and have always taken the storage and use of personal data very seriously.
1. Who we are
J.Barefoot Ltd operate a mail order business via our websites at www.jbarefoot.co.uk and www.stampsofgermany.com. and www.stampsofaustria.com. Our contact telephone number is 01904 400648.
2. How and when we collect your email data
If you email us, this information comes to John Barefoot personally and he will reply individually by the same method via AOL.com. Your email address is therefore stored as an AOL contact service on our computer used for email. This data is kept in case of future correspondence on the same matter, but is not used for unconnected email marketing.
Visitors to our website will also provide certain information to us via cookies which may include your IP address, geographical information, etc.
3. What other personal data do we process and why?
We collect your name, address, telephone number and email address under the following circumstances:
You ask to be placed on our postal mailing lists,
You purchase stamps or books from us,
You register as a vendor.
This information is only stored on a separate stand-alone secure computer which is not attached to the internet.
We also store your credit card information if you provide this when purchasing by mail or by telephone. This is stored in two forms :
a) on the stand-alone secure computer, for ease of future use by regular buyers and to save you re-transmiting sensitive data. You can request this information to be removed at any time.
b) on the printed “merchant copy” credit card slip which is retained with our paper records of sales.
We collect this information for legitimate business reasons (e.g. despatching your goods ordered, and sales records for tax and VAT requirements) and we store the information usually for at least seven years to fulfil legal requirements.
4. Ownership of items purchased or sold.
We keep records regarding the ownership of property such as the vendor and buyer of each lot. This information is required to be kept by law, should there be a dispute over ownership or query by police or tax authorities.
6. Access to data.
It is essential that the company directors John Barefoot and Ann Barefoot have day to day access to your data in order to efficiently run the business. All our computers are password protected. We employ no other staff.
Information regarding sales are also seen by our accountants HPH Accountants of York in the preparation of annual acounts; normally they simply see sales records by surname and amount, and VAT zone, but not other individual personal data. They also see purchase invoices, thereby seeing all data provided on the invoice by the seller. This information is stored in compliance with Data Protection regulations.
7. Retention Of Data
J.Barefoot Ltd will securely store data for the periods laid out in their Data Retention Schedule which in the majority of cases is seven years at least, or in line with relevant laws or regulatory obligations (for instance HMRC).
8. Transfer Of Data
J.Barefoot Ltd will not release your information to third parties to use for their own marketing purposes.
We do share data with third parties when it is necessary in order to complete a service, i.e. customer name & address and sometimes phone number, for the Post Office or parcel company, in order to deliver items ordered by customers.
Our website designer is iNet Solutions and they store limited client contact information on their servers in order to provide backup facilities for orders placed on the website.
Payments made through the website are made through SagePay and we do not have access to your card details; they only provide us with details on what you are buying, and your name and address for delivery. The payment section of our website is a secure site.
We do not transfer your data to other websites.
9. Security of payments
We recommend that you use the secure website payment page provided by SagePay in our “shopping trolley” to make credit card payments over the internet.
For direct mail payments, giving credit card information by phone is the best method, or cheque by letter post. Do not send credit card details by ordinary email.
10. How do we keep your data secure?
We take all appropriate and reasonable steps to keep your data secure by means of physical protection, passwords, anti-virus protection. Only the two company directors have access to the computer where personal data is stored, and this computer is not connected to the internet.
11. Your right of access to your data
You have a right of access to your personal data that we hold and you can have any inaccuracies corrected. The type of information that is easily corrected would be name & address in case of a move, collecting interest or mailing list subscription, or current credit card used. This must be done by yourself, or in case of illness or death by someone acting on your behalf with power of attorney or a legal representative, and we may request proof of your identity. This should be sent, marked for the attention of John Barefoot at J.Barefoot Ltd.
12. Removal of data.
Under Article 17 of the GDPR individuals have the right to have certain personal data erased. This is known as the “right to be forgotten”. The right is not absolute and only applies in certain circumstances, details of which can be found on the Information Commissioner’s Office website. https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-erasure/.
We will action any “right to be forgotten” requests unless we have a legal obligation to keep them for accounting records or in the exercise or defence of legal claims.
Sales records will naturally be adjusted should they be inaccurately recorded, but cannot be deleted simply for privacy, as they are required to be kept by law for accounting and tax purposes, normally for at least seven years.
13. Your Consent
John Barefoot, J.Barefoot Ltd,
T: 01904 400648
You may also contact us on the above address in respect of any complaint relating to the processing of your personal data. You may also raise a complaint with the Information Commissioner’s Office (ICO) at https://ico.org.uk/.
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