Welcome to Sofia Queen Ltd.

Sofia Queen Limited (“us”, “we”, or “our”) operates sofiaqueen.com (hereinafter referred to as “Service”).

Our privacy notice governs your visit to sofiaqueen.com, and explains why and how we collect, safeguard and disclose information that results from your use of our Service, who is involved, and how it is lawful for us to do it. 

We use your data to provide and improve Service. By using Service, you agree to the collection and use of information in accordance with this policy. Unless otherwise defined in this Privacy Policy, the terms used in this Privacy Policy have the same meanings as in our Terms and Conditions.

Our Terms and Conditions (“Terms”) govern all use of our Service and together with the Privacy Policy constitutes your agreement with us (“agreement”).

We may amend this policy and publish the changes here.

Processing information

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

-   where we need to perform the contract we are about to enter into or have enteared into with you;

-   where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests; and

-   where we need to comply with a legal obligation.

We have set out below, a description of all the ways we plan to use 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.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out below.

Data Retention

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.

Details of retention periods for different aspects of your personal data are set out below.

Payment and banking information

We use third-party providers to process payment; Worldpay and PayPal. Both providers maintain the strictest security standards designed to encrypt and protect your information when transferred online and by satellite. Payment and banking information will be retained for up to seven years, as required by UK law.

The legal basis for processing this data is based on contractual obligation as per article 6, paragraph 1 B of the General Data Protection Regulation.

Online Shop

If you use this service, we will collect; your name, email address, delivery address, billing address and other relevant information. Please also take note of the previous section ‘Payment and Banking’. This information will be retained for up to seven years, as required by UK law.

The legal basis for processing this data is based on contractual obligation as per article 6, paragraph 1 B of the General Data Protection Regulation.

Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used as they make websites work, or work more efficiently, as well as to provide statistics to the site owner.

Most web browsers allow some control of most cookies through the browser settings, to find more information on this visit the browser developer’s website. To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org or www.allaboutcookies.org.

We use Security cookies to authenticate users, prevent fraudulent use of login credentials, and protect user data from unauthorised parties. Process and Session cookies help make the website work, like navigating around web pages or accessing secure areas of the website. Without these cookies, the website cannot function properly, and they therefore are required.

We use Session and Information cookies to allow the site to remember how you have answered a question to change the content displayed to you. They are used by our web application in order to maintain the information relating to your transaction from page to page following any input, such as when a form is completed over several screens.

Membership cookies used to provide you with access to membership services you have subscribed to. They are ‘persistent’ meaning they are not deleted when the browser is closed and expire after a period of 2 months.

The legal basis for processing this data is based on legitimate interests as per article 6, paragraph 1 F of the General Data Protection Regulation.

As you interact with our website, we will automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.

We use the following cookies:

Strictly necessary cookies. These are cookies that are required for the operation of our website. 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.

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.

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).

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.

Website Analytics

When you visit any of our websites, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out such things as the number of visitors to the various parts of the website. This information is only processed in a way that does not identify anyone.

Third Party Use of Information

Google Analytics Tracking

We have enabled the following Google Analytics advertising features:

• Remarketing with Google Analytics

• Google Display Network Impression Reporting

• Google Analytics Demographics and Interest Reporting

• Integrated services that require Google Analytics to collect data for advertising purposes, including the collection of data via advertising cookies and identifiers.

This allows reports to be created that contain information on the age, gender and interests of site visitors. This data comes from interest-related advertising by Google and from visitor data from third-party providers. This data cannot be assigned to a specific person. You can disable this feature at any time from your Google Account ad preferences or opt-out of Google Analytics collecting your information as described in the “Opt-out of data collection” section.

Remarketing

We also use re-marketing technologies by Google & Facebook Advertising to market our website throughout the Internet. These companies may use cookies or similar technologies on your browser to collect or receive information from our website and other websites to provide measurement services and ad targeting. 

Facebook and Google provide detailed information on the scope, type, purpose and further processing of your data on their websites. You can opt out of the collection and use of information for ad targeting by following: 

Here you will also find further information on your rights and setting options to protect your privacy.

Privacy policy of Facebook: https://www.facebook.com/about/privacy

Google’s privacy policy: https://www.google.com/intl/en/policies/privacy 

Links to other websites

Our websites contain links to websites owned by other companies and organisations. This privacy notice does not cover how those other websites process your information, and we therefore urge you to review their privacy policies.

Trade contracts

Our main business function is distributing garden furniture and accessories to registered stockists. We hold and process names and contact details of individuals acting in their capacity as representatives of their organisations. The legal basis for processing this data is established in contractual obligation as per article 6, paragraph 1 B of the General Data Protection Regulation.

We provide a delivery service on behalf of selected stockists and in that capacity, we receive and process consumer information across the business, including names, contact details and delivery information. In these instances, we are identified as the data processer and the legal basis for processing this data is established in contractual obligation as per article 6, paragraph 1 B of the General Data Protection Regulation.

Other contracts

In instances where interactions relate to suppliers, contracts, buildings management, IT services etc., the legal basis for processing this data is based on legitimate interests as per article 6, paragraph 1 F of the General Data Protection Regulation.

Mailing list subscriptions
To unsubscribe

To unsubscribe from our mailing list please Update Your Contact Preferences. When your contact preferences are updated to unsubscribe from our mailing list, all personal information is automatically deleted.

Subscription

When you sign up to our mailing list, our purpose for collecting your information is so we can provide you with a service by letting you know about upcoming events, new products and clearance sales.

Once you have subscribed, we only use your details to provide this subscription service. We will hold and use your details until you amend your contact preferences to unsubscribe, in which case your information is automatically deleted from our mailing system. We will continue to hold statistical information about the emails we send, but this does not contain any personal or identification data.

We rely on your consent to process the personal data you provide to us for marketing purposes. This means you have the right to withdraw your consent, or to object to the processing of your personal data for this purpose at any time. If you do that, we’ll update our records immediately to reflect your wishes.

What we need.

Your permission. We require all members of our mailing list to ‘opt-in’ or in other words subscribe. We will never add you to our mailing list without your permission.

Your email address. We use your email address to send you our emails

Your name. We use your name to personalise emails

Your mobile number. We use your mobile number to send you our text messages

Your county. We use your location to ensure we send information on sales and events in your area

We use Mail Chimp as a data processer to deliver our marketing email content and we gather statistics around email opening and clicks using industry standard technologies, including clear gifs, to help us monitor and improve our communications. For more information on how MailChimp handle your data, please see MailChimp’s privacy notice.

The legal basis we rely on for processing this personal data is your consent under article 6, paragraph 1 A of the General Data Protection Regulation.

When you contact us

We will not share your information with any third parties for the purposes of direct marketing unless you have specifically asked us to do so.

Phone calls

When you call our main phone number 01544(327732), we collect Calling Line Identification (CLI) information. This is the phone number you are calling from (if it’s not withheld). We hold a log of the phone number, date, time and duration of the call, but do not audio-record the call itself. We hold this information for 180 days.

We use this information to understand the demand for our services and to improve how we operate. We may also use the number to call you back if you have asked us to do so; if your call drops, or if there is a problem with the line. We don’t audio record any calls, but we might make notes.

The legal basis for processing this data is established in consent as per article 6, paragraph 1 A of the General Data Protection Regulation.

We also hold statistical information about the calls we receive for a number of years, but this does not contain any personal or identification data.

Social media

If you send us a private or direct message via social media, it will be stored by us for two years. It will not be shared directly with any other organisations.

We see this information and decide how we manage it on a case by case basis. For example, if you send a message via social media that needs a response from us, we may process it in our internal system as an enquiry or a complaint.

The legal basis for processing this data is based on legitimate interest as per article 6, paragraph 1 F of the General Data Protection Regulation.

We also retain statistical information on our social media interaction to help us monitor and improve our communications, but this does not contain any personal or identification data.

Emailing

We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government guidance on email security. Most webmail such as Gmail and Hotmail use TLS by default.

We also monitor any emails sent to us, including file attachments, for viruses or malicious software. You must ensure that any email you send to us is within the bounds of the law.

When you email us, you have given consent for us to use the information you have supplied only for the purpose you have supplied it for. Due to the ambiguous nature of email content and to ensure we comply with UK legislation, we retain these communications after they have been processed.

For example, if you email our customer services with a request for us to change a delivery address, you are giving consent for us to:

The legal basis for processing this data is based on consent as per article 6, paragraph 1 A of the General Data Protection Regulation.

Sharing your information

We will not share your information with any third parties for the purposes of direct marketing unless you have specifically asked us to do so.

We do use data processors (third parties) who provide elements of services for us and we have contracts in place with all of them, which means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period of time we instruct.

In some circumstances we are legally obliged to share information, for example under a court order or as part of an information request. In any scenario, we’ll satisfy ourselves that we have a lawful basis on which to share the information and we will document our decision making.

Visitors to our premises

We meet visitors at our premises, including:

We ask all visitors to sign in and out at reception, this information is retained for up to 90 days.

Closed-circuit television (CCTV) operates outside the buildings for security purposes. The information is viewed by us on a live feed and we hold this information for 10 days.

The purpose for processing this information is for security and safety reasons. The legal basis we rely on to process your personal data is article 6, paragraph 1 F of the General Data Protection Regulation, which allows us to process personal data when it’s necessary for the purposes of our legitimate interests.

We have Wi-Fi on site for the use of visitors and we can provide you with the address and password on request. We record the device address and will automatically allocate you an IP address whilst on site. We also log traffic information in the form of sites visited, duration and date sent/received.

We don’t ask you to agree to terms, just to the fact that we have no responsibility or control over your use of the internet while you are on site, and we don’t ask you to provide any of your information to get this service.

The purpose for processing this information is to provide you with access to the internet whilst visiting our site. The legal basis we rely on to process your personal data is article 6, paragraph 1 F of the General Data Protection Regulation, which allows us to process personal data when it’s necessary for the purposes of our legitimate interests.

Your data protection rights

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

Your right of access

You have the right to ask us for copies of your personal information. This right always applies, however there are some exemptions, which means you may not always receive all the information we process. You can read more about this right on the Information Commissioner’s Office website

Your right to rectification

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies. You can read more about this right on the Information Commissioner’s Office website

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances. You can read more about this right on the Information Commissioner’s Office website

Your right to restriction of processing

You have the right to ask us to restrict the processing of your information in certain circumstances. You can read more about this right on the Information Commissioner’s Office website

Your right to object to processing

You have the right to object to the processing of your information in certain circumstances. You can read more about this right on the Information Commissioner’s Office website

Your right to data portability

This only applies to information you have given us directly. You have the right to ask that we transfer the information you gave us from one organisation to another or give it to you. The right only applies if we are processing information based on your consent or under contract and the processing is automated. You can read more about this right on the Information Commissioner’s Office website

Contact us using the details below if you wish to exercise any of these rights and please be aware we may request additional information by return email or letter. You are not required to pay a charge for exercising your rights. We have one month to respond to you.

Children’s Privacy

Our Services are not intended for use by children under the age of 18 (“Child” or “Children”).

We do not knowingly collect personally identifiable information from Children under 18. If you become aware that a Child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from Children without verification of parental consent, we take steps to remove that information from our servers.

Information requests

To contact us about the data we hold please one of the following options:

Email: info@sofiaqueen.com

Postal address: Sofia Queen Limited, Fine Furniture & Soft Furnitures, The Showroom, Church Road, Eardisley, HR3 6NN

When we receive a request from you, we’ll set up an electronic case file containing the details of your request. This normally includes your contact details and any other information you have given us. We’ll also store on this case file a copy of the information that falls within the scope of your request.

If you are making a request about your personal data or are acting on behalf of someone making such a request, then we’ll ask for information to satisfy us of your identity. If it’s relevant, we’ll also ask for information to show you have authority to act on someone else’s behalf.

We’ll use the information supplied to us to process your information request and check on the level of service we provide.

If the request is about information we have received from another organisation – regarding a complaint, for example – we’ll routinely consult the organisation(s) concerned to seek their view on disclosure of the material.

In this instance our purpose for processing your personal data is so we can fulfil your information request to us. The legal basis for this is article 6, paragraph 1 C of the General Data Protection Regulation, which relates to processing necessary to comply with a legal obligation to which we are subject.

We will retain the information supplied by yourself as part of this information request for up to 2 years.

Contact Us

If you have any questions about this Privacy Policy, please contact us by email: info@sofiaqueen.com

Or by post,

Postal address: Sofia Queen Limited, Fine Furniture & Soft Furnishings The Showroom, Church Road, Eardisley, HR3 6NW Hereford Herefordshire