Replacement Keys Ltd - Privacy Notice

Welcome to Replacement Keys. This is our Privacy Notice. We ask that you read this notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.

It also contains details regarding our passing of your email address to our review processing partner, reviews.co.uk.

This privacy notice is divided into the following sections:

Who we are

This website is operated by Replacement Keys Ltd. We are a limited company registered under company number 11908101 in England and Wales. We collect, use and are responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union and the United Kingdom and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

Our website

This privacy notice relates to your use of our website, replacementkeys.co.uk, and any orders you place with us.

Our collection and use of your personal information

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. The key below the table provides more information about the legal basis for processing your data. Where applicable we have identified what our legitimate interests are in relation to the processing of your data.

When information is collected What information we collect How and why we use your information
When you place an order with us Information provided at the checkout

We collect this:

  • to confirm, fulfil and ship your order (Basis: contract)
  • to answer any queries you may have about your order. (Basis: contract)
  • to fulfil our tax and accounting obligations (Basis: Legitimate Interests; legal obligation)
  • to notify you about matters relating to your order, or changes to this notice. (Basis: contract; legal obligation)
  • to collect and post any review on our website, or to address your question or comment about us or our service. (Basis: legitimate interest)
  • to improve our service and our website, encourage visitor feedback and discussion on our website, and promote our website to potential customers. (Basis: legitimate interest)

The legal bases we may rely on include:

Who we share your personal information with

To help us obtain and process customer reviews, we will pass your name, email address and order reference to Liquid New Media Limited Trading As Reviews.co.uk. They will contact you on our behalf to request that you leave a review. When they do so, they act as our ‘data processor’. Their Privacy Policy is here. The policy states that they also act in certain respects as an independent data controller of your email address and information relating to any review that you leave.

We share your email address and username with our email service providers, Google Suite and Amazon SES.

Stripe or PayPal will collect your payment information for the purposes of processing your payments for keys.

Some of those third party recipients may be based outside the European Economic Area — for further information including on how we safeguard your personal data when this occurs, see Transfer of your information out of the EEA.

We will share personal information with law enforcement or other authorities if requested in accordance with applicable law.

In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.

If we sell our business or substantially all of its assets are acquired by a third party, personal data held by us about our customers will be one of the transferred assets.

We may be under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of supply and other agreements; or to protect the rights, property, or safety of our business, our customers, or others.

Transfer of your information out of the EEA

We may transfer your personal information to the following which are located outside the European Economic Area (EEA) as follows:

The USA does not have the same data protection laws as the United Kingdom and EEA. Whilst the European Commission has not given a formal decision that such countries provide an adequate level of data protection similar to those which apply in the United Kingdom and EEA, any transfer of your personal information will be subject to appropriate safeguards as permitted by the General Data Protection Regulation that are designed to help safeguard your privacy rights and give you remedies in the unlikely event of a misuse of your personal information. Stripe is certified under the EU-US Privacy Shield scheme; see here for further details. Stripe’s privacy policy is here.

PayPal uses a mechanism requiring all companies within its group of companies to follow the same rules with respect to personal data usage. These are known as "binding corporate rules". More information on binding corporate rules is available from the European Commission. PayPal’s privacy policy is here.

Cookies and similar technologies

A cookie is a small text file which is placed onto your device when you use our website. We use cookies on our website. These help us recognise you and your device and store some information about your preferences or past actions.

For further information on our use of cookies, please see our Cookie Policy.

For further information on cookies generally visit About Cookies or All About Cookies.

Your rights

Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

Keeping your personal information secure

Except for key codes (which we delete no later than two weeks from confirmation of your order) we will keep this information in accordance with a data retention schedule designed to ensure that we only retain your data for as long as necessary for the purposes described in the table above.

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

How to complain

We hope that we can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

Changes to this privacy notice

This privacy notice was last updated on 25/07/2019.

We may change this privacy notice from time to time, when we do, we will inform you via email, where appropriate.

How to contact us

Please contact us at privacy@replacementkeys.co.uk if you have any questions about this privacy notice or the information we hold about you.