We collect, use and store your personal data so that we can offer you the products and services you expect from us. We see your personal data as just that: it’s yours. So we will always be clear and upfront with you about what we do with your personal data, and (of course) you have control over it.
We collect your personal data for three main reasons:
- To process any orders you make and to deliver those orders to you
- To personalise, report on and improve the products and services we provide to you
- To send you special offers, often tailored to what you have told us you would like to hear about
- That you can control the personal data you provide us with and that we will always be transparent about how we collect and use it
- We will always tell you what personal data we are collecting from you, the means by which we will collect it and how we will use it. We will only use your personal data for the purposes we originally told you about.
- We will only send you marketing communications if you have agreed that we can do so and we will always offer you a clear and simple means of changing your preferences whenever you want to.
How we collect your data
- We collect your personal data in two main ways:
- When you give it to us directly
- When you create a customer account, visit our website, communicate with us or purchase our products or services, you may choose to give us certain information. For example, when you give us your name and address, tell us about your wine preferences or when clicking on active buttons such our ‘Place Order & Pay’.
- Whenever you use a website, information gets recorded automatically by the IT systems used to operate that website. The most common type of information collected is in the form of cookies (small text files sent by your computer each time you visit our website) but can also include personal data transferred by the electronic device you use to access our website and its settings. The manufacturer of your device, or the provider of the operating system, will have details about what information your device shares with us.
How we use your data & Details
We use your personal data to deliver our service to you in different ways. You don’t have to share any of this data with us but if you don’t, you may not be able to use our website or buy wine from us and you may not receive our best possible service.
Your Name and Contact Details, we use this data to:
- Deliver your order. We need to use this data to perform our contract with you.
- Send you messages, by email or SMS about your order. We need to use this data to perform our contract with you.
- Send you information by email, SMS or post about our products, offers, services and promotions. We do this to keep you informed so you get the best possible experience. We only do this with your permission. You can withdraw or amend permission at any time by visiting your account on our website or by giving us a call.
- Prevent and detect fraud. We do this to protect both you and Virgin Wines.
Your Date of Birth, we use this data to:
- Verify you are over 18. We cannot sell you alcohol if you are under 18.
Your Payment Information, we use this data to:
- Take payments and give refunds. We need to use this data to perform our contract with you.
- Prevent and detect fraud. We do this to protect both you and Us.
Details of conversations we have had with you, we use this data to:
- Provide great customer service. We need to do this to perform our contract with you.
How and when you use our Website, the pages you visit and interactions you make, your IP address and device type, we use this data to:
- Analyse and optimise the way our website works. We do this to offer you the best possible experience.
- Detect, prevent and investigate any attempt to hack our website or systems. We do this to protect both you and us.
If and when an e-mail is delivered to you, if it is opened and if any links in the email are clicked, we use this data to:
- Analyse, optimise and improve our email campaigns. We do this to provide you with relevant products, services and promotions.
- We also take personal data and remove anything that connects it to you – this is called “anonymisation”. We then use this alongside other anonymous data in order to undertake analysis and research to improve the products and services we offer. To do this we share this anonymous data with third parties. These third parties will not see any personal data about you at all.
Keeping your data
We will not keep your data for longer than we need it. We do need to keep your data in the following circumstances:
- While your account with us remains open, or
- As long as it is needed to provide services to you such as returns or refunds, or
- Where it may be required to meet legal obligations, resolve disputes and to detect and prevent fraud.
Providing your personal data to others
We do not, and will not, sell any of your personal data to any third party – including your name, address, email address or credit card information. We want to earn and maintain your trust, and we believe this is absolutely essential in order to do that.
However, we may disclose your personal data with the following categories of companies as an essential part of being able to provide our services to you, as set out in this policy:
- to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes, and on the legal bases
- to our insurers and professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice
- to companies that do things to get your wine orders to you, such as warehouses, order packers and delivery companies; and
Financial transactions relating to our website, are handled by our card payment service provider. Our payment services providers handle your payment details only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds.
In addition to the specific disclosures of personal data set out in this Section, we may disclose your personal data with law enforcement and fraud prevention agencies, so we can help tackle fraud or where such disclosure is necessary for compliance with a legal obligation to which we are subject, in order to protect your vital interests or the vital interests of another natural person, or in connection with the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
International Transfers of Your Personal Data
Your data could be processed by our staff working outside of United States, in particular the EEA, United States of America and Australia. We will take all reasonable steps to ensure your information is treated securely and in line with this policy. You acknowledge that personal data that you submit for publication through our website, for example wine reviews, may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.
We take your rights to privacy seriously. You have the right to:
- Know what personal data we hold and how we process that data. This information is laid out in this policy.
- Request that incorrect data we hold about you is updated.
- Ask us to share with you the personal data that we hold about you.
- Request that we stop processing your data or delete your data in some circumstances.
- Stop us sending you marketing messages.
- To request that we transfer some or all of your data to another service provider.
- If you wish to exercise your right to correct incorrect data you may be able to do this yourself by logging into the website and updating the details yourself in the ‘My Account’ area of the website.
- Alternatively, if you wish to exercise any your rights please email us firstname.lastname@example.org.
Updates To This Policy
We may update this policy from time to time to take account of any new business activity or to reflect any changes in law or best practice in relation to data protection. Please keep up to date with these.
This policy was last updated on 31 May 2019.