Privacy Policy (The "Policy")

Ross Hennessy and Marina Kessopersadg T/A Ivywood ("Ivywood", “we” or “us”) is the “data controller” in respect of your personal information. We take our relationship with all our users seriously, and this includes how we handle your personal information. Ivywood is committed to protecting the privacy of our customers’ personal information. This Policy sets out the ways we process any personal data relating to you.

1. The personal data we collect about you

Through your use of our websites and our social media channels, sometimes during visits to our venue and events, or where we communicate with you (e.g. by telephone, post, or email), we may collect and process the following information about you:

• your full name, age, date of birth and sex;
• your contact details (e.g. address, phone number and e-mail);
• where you have registered a user account with us, your user name and password;
• your communication and shopping preferences and interests;
• your browsing and shopping activities;
• feedback and survey responses;
• information about your device (e.g. IP address, operating system and browser type);
• your location;
• correspondence with us; and
• other personal information (such as suggestions, inquiries, feedback, photographs, messages or other materials) ("User Content") that you post, e-mail, share, reproduce or otherwise make available to us.

Where lawful to do so we may also obtain personal information about you from (or combine it with information from) public sources, third party service providers, individuals who have indicated you have agreed for them to provide your personal information, government authorities and other third parties. For example, if you are on another website and you opt-in to receive information from Ivywood, that website may submit to us your email address and other information about you so that we may contact you as requested. You may also use a third party app or feature (such as one of our Facebook or Instagram apps) through which you allow us to collect (or the third party to share) information about you (such as details of your friends/connections, "likes", comments you have shared, groups and location). In addition, we may receive information about you if other users of a third party website give us access to their profiles and you are one of their friends/connections or information about you is otherwise accessible through your friends’/connections´ web page, profile page, or similar page.

We may supplement the information we collect about you directly with the information we receive from third parties in order to improve our products/services, to tailor our content to you and send you details of promotions and/or offers which we believe may be of interest to you.

We will indicate where any personal information we have requested is mandatory or optional. We will also explain the consequences should you decide not to provide information which we have indicated is mandatory. In some circumstances this may mean we are unable to provide you with a certain service or product.

2. How do we use information about you?

We may use your personal information for the following purposes:

• to process an order placed via our websites or over the telephone;
• to respond and/or deal with your request or enquiry;
• to enter you in contests and notify you of results;
• to administer our websites and social media channels and personalise content for you;
• for internal record keeping;
• to provide you with information at your request, or as a result of searches undertaken using our websites;
• to provide marketing that you have requested or agreed to receive or which we are otherwise lawfully entitled to undertake with you as a customer or prospective customer and provided you have not opted out;
• to record your marketing preferences;
• to personalise offers, promotions and advertising provided to you based on our understanding of your browsing and shopping habits or purchase history;
• to register you for certain features on our websites;
• to improve our products and services (for example to speed up your searches, recognise you when you return to our websites, respond to your feedback, respond to problems, and tailor what we do to suit your requirements further);
• in relation to User Content, on our websites, social media channels and marketing communications to promote our products, provided in each case that we have your permission;
• where necessary as part of any restructuring of Ivywood or sale of Ivywood’s business or assets;
• management analysis, audit, forecasting, business planning and transactions, ensuring our compliance with applicable laws, regulatory requirements, and Ivywood policies, and dealing with legal claims and related administrative activities and related records retention requirements;
• to establish or exercise our legal rights and to comply with law enforcement or other government agency requests or court orders.

We may also anonymise your personal data and use it for the purposes described above as part of aggregated non personal data for research, statistical and other purposes (such as improving our websites, products and services) or measuring the effectiveness of our advertising.

3. Who does Ivywood share your personal data with?

We may share your personal data with third party companies (such as advertising and marketing agencies, social media agencies and platforms, software providers, and service providers such as couriers, customer services and payment services providers) for the purposes set out in this Policy including for example to complete your order, to facilitate your experience of our websites, enable offers, advertising or other promotional activity or materials about our products and services to be provided to you, to operate recognition or reward programmes, respond to your queries and / or to provide you with certain services such as aftercare services.

We may also share your personal data with:

• individuals as required for management, analysis, planning and decision making;
• government authorities, law enforcement and regulatory authorities where required or permitted by law;
• external parties in response to legal process, to comply with laws, or to protect Ivywood’s rights and safety;
• parties to whom you authorise Ivywood to release your personal data;
• other entities in the event Ivywood is involved in a bankruptcy, merger, reorganization or sale.

5. Legal Basis for processing your personal data

We will only process your personal information where we have a legal basis to do so. The legal basis will depend on the purposes for which we have collected and use your personal information. In almost every case the legal basis will be one of the following:

- Consent: e.g. receiving marketing. You may withdraw consent at any time.

- Legitimate interests: e.g. understanding our customers, promoting services without overriding your rights.

- Performance of a contract: e.g. processing and delivering your order.

- Compliance with law: e.g. where required by regulation.

6. Your rights

You have certain rights in relation to your personal information, including access, erasure, restriction, objection, and data portability. We will handle requests in accordance with applicable law.

You may also have the right to complain to a data protection authority. We ask that you contact us first so we can attempt to resolve your concerns.

7. Use of Cookies

We may use cookies to improve your experience. Details can be found in our Cookie Policy.

8. What do we do to safeguard personal data?

We implement safeguards to protect your data and require service providers to do the same. Transmission over the internet is not completely secure; any transmission is at your own risk.

9. How long will we store your personal data?

Your information is retained only as long as needed for its purpose. If processing is based on consent and you withdraw consent, data will be deleted unless another lawful basis allows retention.

10. Where do we store your personal data?

Your data may be transferred outside the EEA. We use approved mechanisms such as Standard Contractual Clauses to ensure data is adequately protected.

11. Other Websites and Services

We may offer links to third party websites and you may see our advertising on third party websites (such as social media platforms). However, we are not responsible for the information collection policies of any such third party websites. If you visit a third party website, we advise you to review their privacy and other policies before you submit any personal data to them. We do not accept any responsibility or liability for these policies.