Our Privacy Policy
This Privacy Notice helps you to understand how we use your personal information, who we share it with and the rights that you have. This Privacy Notice applies if you shop or book on The Happy Toadstool website, shop in our physical store or if you otherwise share your personal information with us, for example if you contact us with a query or we send you marketing. We change the terms of this Privacy Notice from time to time and you should check it regularly.
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Who we are
"We" and "us" refer to Sharon Graves, sole trader trading under the name of "The Happy Toadstool". We are the data “controller”, which means we are responsible for deciding how and why your personal information is used. We’re also responsible for making sure it is kept safe, secure and handled legally. We operate to the highest standards when protecting your personal information and respecting your privacy. If you have any questions about your personal information, or how we use it, you can contact Sharon Graves at sharon@thehappytoadstool.com.
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Your rights
You have a number of ‘Data Subject Rights’ below is some information on what they are and how you can exercise them. There is more information on the Information Commissioners website www.ico.org.uk.
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Right of access - You have the right to request a free copy of the personal information that we hold about you.
Right to rectification – If you think any of your personal information that we hold is inaccurate, you have the right to request it is updated. We may ask you for evidence to show it is inaccurate.
Right to erasure (also known as the Right to be Forgotten) and the Right to restriction of processing – You have the right to request that we stop processing, or delete, all of your personal information that we hold. If you exercise this right we will keep a note of your name linked to your request and it won’t prevent us from processing any new information you provide to us subsequently.
Right to data portability – You have the right to ask us to electronically move, copy or transfer your personal information in a machine readable format.
Rights with regards to automated decision making, including profiling – We sometimes use your personal information to make decisions by automated means. This involves us analysing your account activity including applications, orders, payments etc. We do this to confirm your identity, prevent and detect crime. This automated decision making is necessary if you would like to continue to shop with us online. You have a right to reject automated decisions but it may mean that you can only shop with us in our stores.
Right to withdraw Consent – Where we are relying on your consent for processing you can withdraw or change your consent at any time.
The above rights may be limited in some circumstances, for example, if fulfilling your request would reveal personal information about another person, if you ask us to delete information which we are required to have by law, or if we have compelling legitimate interests to keep it. We will let you know if that is the case and will then only use your information for these purposes. You may also be unable to continue using our services if you want us to stop processing your personal information.
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The lawful bases we use to process data
We will only ever process your information if we have a lawful basis to do so. The lawful bases we rely on are;
Contract – This is where we process your information to fulfil a contractual arrangement we have made with you.
Consent – This is where we have asked you to provide explicit permission to process your data for a particular purpose.
Legitimate Interests - This is where we rely on our interests as a reason for processing, generally this is to provide you with the best products and service in the most secure and appropriate way.
Legal Obligation – This is where we have a statutory or other legal obligation to process the information, such as for the investigation of crime or to meet responsible lending criteria.
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The information we collect and how we use it
We collect and use the information that you provide to us directly, for example when you register for an account; we also use cookies and other similar technologies to collect information from your devices when you interact with our advertising or use our website, we keep records when you speak to our customer service teams; and we take personal information from a number of third parties to help us manage your account and improve your shopping experience. For more detailed information you can read the below which outlines how we use your personal information:
To process any orders that you place with us and to facilitate any returns (Contract)
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We take payment details to process payment for any credit or debit card orders you place with us. We share these details with our chosen payment processors (Thrivecart, Stripe and SumUp).
We use your account information to keep you informed of your collection status, and to process any returns.
Our chosen payment processors store your payment card details at your request to speed up your checkout in the future (consent)
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To provide you with access to an account (Contract)
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To register an account with us we capture information such as your name, workshop/event/session you will be attending, and a password to protect your account (account information). We use the same information on an ongoing basis to manage and provide secure access to your account, and provide you with the services you request.
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To provide customer service to you (Legitimate interest)
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We keep correspondence (customer service records) when you contact us by email or interact with us on social media. We use these customer service records to manage your queries or complaints effectively, for quality monitoring and to continually improve our services.
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To personalise and improve your experience when you shop (Legitimate Interest)
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We keep a record of how you interact with our website and any marketing you are exposed to, we use this data, along with purchase history, demographics, account information and third party information, to show you products and offers from across our brands that we think you will be most interested in and to tailor your experience.
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We use your account information, information on the devices you use to access our sites and your interactions with us to operate personalised features across our websites, apps and communications.
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To inform you about products and services that may interest you (Legitimate Interest)
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We use technologies such as cookies within digital marketing networks, ad exchanges and social media networks such as Facebook’s Custom Audience to get relevant marketing messages across to you and other customers. We share aggregated and anonymised information about the customer segments we are interested in reaching with advertising partners, so they can focus on showing adverts to those who are most likely to be interested in our products, services and offers, and to prevent them showing you irrelevant or repetitive advertisements.
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To fulfil our legal obligations (Legal obligation)
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How long we keep it for
We keep your personal information as long as you are a customer of ours and generally for seven years afterwards to comply with legal requirements. During that time we take steps to remove any personal data as soon as we no longer need it.
We consider you a customer for 2 years from the point you last made a purchase from our website, or booked a session or event or during any time we are managing a customer service request from you.
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Third Parties we share data with and receive data from
We work with a number of trusted third parties to provide you high quality goods and services. Anybody we work with is subject to stringent security and data privacy assessments before we begin to do business with them and on an ongoing basis.
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We always make efforts to anonymise data and only pass over personal information that is absolutely necessary for the purposes it is being processed. We always do so securely.
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IT Companies – Supporting us in maintaining our website and other business systems including; providing phone lines, data storage facilities, and providing and supporting Cloud based infrastructure used in providing our products and services.
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Marketing Companies and Online Advertising - Helping us to manage our electronic communications to you and to help us show you the advertising you are most likely to be interested in, Companies that provide marketing and advertising assistance (including management of email marketing operations, mobile messaging services such as SMS, and services that deploy advertising on the internet or social media platforms, such as Facebook and Google) as well as analysis of the effectiveness of our advertising and communications campaigns.
We use technologies such as cookies, pixels, and device ID’s within digital marketing networks, ad exchanges and social media networks such as Facebook’s Custom Audience to get relevant marketing messages across to you.
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Payment processors - Payment card processors to process credit and debit card payments and store payment information; for example Stripe and SumUp.
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Third-party apps, websites and services
If you use any third-party apps, websites or services to access our services, your usage is subject to the relevant third party's terms and conditions, cookies policy, and privacy notice. For example, if you interact with us on social media, your use is subject to the terms and conditions and privacy notices of the relevant social media platform (Facebook, Twitter etc.). The same stands if you use third-party services, like Amazon's Alexa, as your use of the service is subject to their applicable terms and conditions. We may be required to share customer information relating to transactions and use of such third party services with that third party.