Introduction
Wharton Goldsmith is the UK leading independent specialist retailer of fine jewellery and watches, specialising in diamond engagement rings and bespoke commissions with over 70 years’ experience and a highly valued reputation with our customers. In order to provide you with the highest level of service we can we will need to collect and process personal data; this document explains how we go about this important aspect of our business, and how we protect your personal data and privacy whilst recognising the requirements of the latest legislation.
Please read this document carefully as it contains important information for you.
Why we collect personal data
Wharton Goldsmith needs to collect and process personal data like yours so that we can:
- Deliver the services we have agreed with you as our customer, for example, contacting you when necessary about any order, and billing you for any purchases or commissioned work;
- Ensure the effective running of our business;
- Meet our legal obligations, such as with financial records;
- Manage and train our staff; and
- Carry out our own marketing to develop and grow the business.
Wharton Goldsmith collects personal data directly, for example, from our customers, suppliers, contractors, associates, business contacts and staff in the course of our normal business activities. Wharton Goldsmith believes it can process the personal data it collects because it:
- Has obtained the necessary consent in an appropriate manner as needed;
- Is necessary for the development and delivery of a contract or agreement to supply specific goods and services to a customer;
- Helps manage the business and its staff effectively;
- Is needed to comply with a legal obligation faced by the business; or
- Is carried out as a legitimate interest of the business.
The data protection legislation allows businesses to process personal data in a number of ways including where they have a legitimate business interest (LBI). Businesses that rely on the LBI option are responsible for ensuring that the processing of that personal data does not put the individual or their rights at risk. Wharton Goldsmith believes it can rely on such LBIs in a number of situations. For example, due to the nature of the products we sell it is important that we are able to establish a lifetime relationship with our customers, which is of benefit to all involved. Other examples of what we believe are a legitimate business interest are:
- Maintaining on-going relationships with suppliers and other professionals such as valuers;
- The marketing of our business;
- The maintenance of a suppression list to ensure the rights of data subjects are met; and
- To protect our business from any possible legal actions.
We have carried out legitimate business assessments (LIAs) as outlined in the guidance issued by the Information Commissioner’s Office (ICO). We will review these assessments as part of our annual review on our approach to protecting personal data.
Where Wharton Goldsmith has sought your specific consent to process your personal data, for example as part of our website contact form, you have the right to withdraw that consent at any time simply by contacting us as described in the subsequent section entitled “How we recognise your rights”.
What personal data we collect
Wharton Goldsmith typically collects the full range of standard personal identifying data sets from customers, and others, such as:
- Name;
- Postal address, email address, telephone numbers;
- Social media and website addresses;
- Business/organisation name and job title – where appropriate;
- Standard employment related personal data – where appropriate.
We may ask our customers for special dates, such as anniversaries or birthdays, as part of our lifetime relationship with them.
We do not collect any sensitive data (as defined by Article 9 of the General Data Protection Regulation) unless it is necessary for the effective management of our staff. If such data are so needed, then we will put in place appropriate mechanisms to ensure their protection.
How we collect your personal data
Wharton Goldsmith collects personal data in one or more of the following ways:
- Customers visiting our showroom, making an appointment, requesting a call back, a brochure, and/or a quote;
- Customers requesting our newsletter;
- Customers completing our website contact form;
- Business relationships with our suppliers, contractors, associates, and other business contacts; and
- Managing our relationships with our staff.
What we do with your personal data
Wharton Goldsmith uses the personal data it collects, processes and retains to, for example:
- Provide to its customers the services it has been commissioned to carry out, including valuations, design of jewellery etc.;
- Prepare quotations for customers regarding bespoke pieces of jewellery;
- Maintain warranties for goods provided to customers;
- Invoice its customers for the goods and services provided;
- Pay its suppliers for goods and services received;
- Meet its legal obligations as a private limited company; and
- Market its own business.
What personal data we might share
If Wharton Goldsmith needs to work with third parties, such valuers, then they may have access to your personal data but only to the extent needed to do their work for us. If required to do so by law, we may need to disclose your personal data to the police.
How we protect, store and dispose of your personal data
Wharton Goldsmith protects the personal data that it collects, processes, stores and retains by:
- Employing a level of security at its facilities and on its equipment appropriate to the data protection risk;
- Only using software products from reputable providers;
- Carrying out all its banking activities via its on-line account;
- Disposing of all confidential paper waste by using shredding; and
- Putting in place all reasonable organisational steps to ensure the integrity of such personal data.
How long we keep your personal data
Wharton Goldsmith will only keep your personal data for as long as one of the following apply:
- You are an active customer;
- You are an active supplier, contractor, associate, or other business contact;
- You are a member of staff;
- We are required to by law; or
- We need that data to support our LBIs.
Wharton Goldsmith will carry out a data cleansing exercise every year to remove any personal data that it no longer needs.
How we recognise your rights
As a data subject you have certain rights. If you wish to access any of these rights, then please contact Wharton Goldsmith either via the following email address:
It would be helpful to use the heading “Subject Access Request” in the form’s “Subject” Field.
Or by writing to Wharton Goldsmith at:
No. 1-2 George Street
St. Albans
Hertfordshire
AL3 4ER
Again, it would be helpful if you would mark your letter with the heading “Subject Access Request”.
How to complain
If you are unhappy with how Wharton Goldsmith has used your personal data please get in touch using the email address described in the section above, or by writing to the address above. You also have the right to complain to the Information Commissioner’s Office, whose contact details are on their website:
How we use your data to market our business
Wharton Goldsmith may wish to provide you with information about some of the goods and services it provides or is planning to provide to its customers. Wharton Goldsmith will only do so if it has your consent or it considers such an activity is in the legitimate interests of the development of its business, such as if you are an existing customer. If Wharton Goldsmith does contact you on such a basis then it will always offer you the opportunity to tell it that you do not want to receive any further such information.
It is Wharton Goldsmith’s policy not to purchase marketing lists rather it will rely on those who have been in touch on a previous occasion.
WHY OUR CUSTOMERS
TRAVEL TO US
