Trading standards

City of York Council
Place Directorate
Hazel Court Eco Depot
James Street
York
YO10 3DS

Introduction

Welcome to the York Aromatherapy website. This website is owned and operated by York Aromatherapy. Our office is 257 Beckfield Lane, York, YO26 5PG.  Contact 07975 894550, Email hello@yorkaromatherapy.co.uk.

1. Our Agreement

These terms and conditions (the "Terms") are the terms which apply when you use the website www.yorkaromatherapy.co.uk. By using any part of this website, completing your customer registration with us and/or placing an order on the website you agree to be bound by these Terms. Any reference to "York Aromatherapy", "we", "us" or "our" in these Terms is a reference to York Aromatherapy operating at the above address. Any reference to "you" or "your" means you, the user of the website.

2. Changes to these terms

We reserve the right to change or modify these Terms at any time where it is necessary in the course of our business to do so, including for legal, regulatory, safety or security reasons. We will notify you of substantial changes to these Terms, but we encourage you to review the Terms when purchasing any products to ensure that you agree to the proposed way in which we will deal with you. If you do not agree to any changes, then please do not use our website. Any changes are effective immediately upon posting to the website. Any changes made after you have placed an order will not affect that order unless we are required to make the change by law.

If you have any questions, concerns or comments about our Terms, please contact our Customer Care team via email at hello@yorkaromatherapy.co.uk.

3. Your use of this website

By accepting the Terms you confirm that all information and details provided by you to us (including on registration) are true, accurate and up to date in all respects.

You agree that in using the website, you will not: (i) use the website in any way that causes, or is likely to cause the site or access to the site to be interrupted, damaged or impaired in any way; (ii) use the website for any purpose that could damage the name of York Aromatherapy or impair the goodwill or reputation associated with our brand; (iii) use the website for criminal, fraudulent or illegal activity or in any manner which would cause harm or distress to any third party; (iv) access or attempt to access the accounts of other users or attempt to penetrate the website security measures; nor (v) use the website for any purpose other than for your own personal use.

We reserve the right to suspend, restrict or terminate your access to the website at any time without notice if we have reasonable grounds to believe that you have breached any of these restrictions or if we suspect fraudulent account activity or behaviour.

While we will take all reasonable steps to ensure a fast and reliable service, we do not guarantee that your use of this website will be interruption or error free and we will not be responsible for any disruption, loss of or corruption of any material in transit, or loss of or corruption of material or data when downloaded onto any computer system.

3.1 Cookies Policy

If you use our website, we may place and access certain cookies on your computer or device. These may be first party cookies (placed by us and used only by us) or third party cookies. You can enable privacy settings in your browser to restrict tracking cookies. Because we respect “do-not-track” privacy settings, those who opt-out may show open and click activity but will not have activity tracked.

3.2 Privacy Policy

All personal information that you provide us will be managed in accordance with all applicable laws and regulations. Further detail as to how we use your personal information is set out in our Privacy Notice

4. Making an order

Once you have submitted an order for goods, you will receive an e-mail confirming receipt of your order (the "order confirmation"). You will receive a further e-mail from us once the goods have been dispatched from our warehouse; at this point a binding contract will be concluded between us.

4.1 Product description and packaging 

The images of the products on our website are for illustrative purposes only. The container colours and packaging of the product may vary from that shown in images on our website.

4.2 If we cannot accept your order 

If we are unable to accept your order, we will inform you of this and will not charge for the product. This might be because the product is out of stock, because of unexpected limits on our resources which we could not reasonably plan for, because we have identified an error in the price or description of the product or because we are unable to meet a delivery deadline that you have specified.

4.3 Making changes to your order 

Please note we are unable to cancel or amend your order during peak promotional periods, Christmas, Easter and Valentines.
If you wish to change or cancel an order please contact hello@yorkaromatherapy.co.uk as soon as possible. If you wish to make a change, we will let you know if the change is possible and about any changes to the price of the product, the timing of supply or anything else which would be necessary because of the requested change and ask you to confirm whether you wish to go ahead with the change. We may change the product to reflect changes in relevant laws and regulatory requirements.

5. Register an account

To make it easier for you to order products using our website, we offer you the opportunity to register for a personal account.

To register, you must supply us with certain personal information. Once you have created an account, you will be able to access, update or correct your personal details using the "My Account" button. We will only use the personal information you give us in accordance with our Privacy Policy as mentioned at section 3.2 above.

Please keep your password and user name private. If you suspect any activity on your account that is not carried out by you, please let us know immediately.

6. Price

All prices are quoted in pounds sterling, unless otherwise specified. Posting and packing prices may be charged in addition to the price of any goods. Please refer to section 10 (Delivery) for further information regarding the delivery charges.

7. Payment

Online payment will be provided in a secure environment. Payments must be made by one of the following credit card payment methods - Visa, MasterCard, American Express, Switch, Solo, Delta, Electron, PayPal, Apple Pay, Google Pay, Shopify Pay and Klarna.

8. Delivery

For all deliveries, please follow this link to our delivery charges. Delivery times may vary. Deliveries are made via Royal Mail unless over 4kg where another courier service will be used. 

Free 2 - 5 Working Day Delivery is valid on orders over £50. This is subject to change during peak promotional periods.

We will deliver the products to you as soon as reasonably possible and in any event within 30 days after the day on which we accept your order.

If our supply of the products is delayed by an event outside our control then we will contact you as soon as possible and we will take steps to minimise the effect of the delay. Provided we do this we will not be liable for delays caused by the event, but if there is a risk of substantial delay, you may contact us to end the contract and receive a refund for any products you have paid for but not received.

You will be responsible for all loss and damage to the goods after they have been delivered to you. 

 

9. Ownership

We will retain ownership of the goods until full payment has been made and funds have cleared.

10. Cancellations & returns

10.1 CANCELLATIONS

If you wish to change an address or cancel an order please contact our Customer Care Team at hello@yorkaromatherapy.co.uk within 30 minutes of placing your order. Please be aware that we may not be able to cancel or amend orders during peak promotional periods.

10.2 NON-FAULTY PRODUCTS

We want you to be happy with every purchase you make with us. If for any reason you aren’t completely satisfied or you change your mind, you may return any product in its original condition for a full refund or replacement (as appropriate) within 28 days. Original condition means that there are no scratches or marks on the product and the product’s packaging has not been opened, used or damaged and the product is in a re-saleable condition.

Please be advised that we are unable to take returns on products not purchased online at yorkaromatherapy.co.uk. If you purchased a product at one of our authorised retailers, please contact them directly ie Facebook / Instagram / Etsy

Please note that we will be unable to accept returns of sealed goods for health protection or hygiene reasons if the seal has been opened by you after delivery.

10.3 RETURN OF GIFTS

If you have received an item as a gift, you can return it to us at our registered address for a gift certificate only with accompanying receipt.

If your gift was purchased online, please contact our Customer Service Team at yorkaromatherapy.co.uk. We will be happy to exchange your gift for a gift certificate which can be used on any full priced products within 12 months.  

We can only accept gift returns that are unused and in a resaleable condition. Please note that we will be unable to accept returns of sealed goods, for health protection or hygiene reasons, if the seal has been opened by you after delivery.

10.4 FAULTY PRODUCTS/OTHER RIGHTS TO RETURN 

In accordance with your statutory rights, you may return products :

• where there has been an error in the price or description of the product ordered or they are otherwise not as described; or
• the product is faulty (i.e unsatisfactory quality or unfit for purpose).
• Please note that we will be unable to accept returns of sealed goods for health protection or hygiene reasons if the seal has been opened by you after delivery.

You are entitled to a refund where the products are returned to us within 28 days of purchase. After 28 days, you are entitled to a replacement product only.

If your package is visibly damaged on delivery, please tell the person delivering your goods that you wish to sign as "received damaged".

If your goods are received as faulty or damaged once opened, please make us aware within 48 hours of receiving your order by contacting our Customer Care Team.

Please note that we may require images and/or videos of any damage for our records and may need to collect the product(s) for testing before a replacement or refund is issued. 

10.5 RETURNS

In order for us to process your return as quickly as possible, please send to York Aromatherapy, The Atelier, 257 Beckfield Lane, York, YO26 5PG. Under Trading Standards you have 14 days to change your mind and return the product for a refund.

Please be advised that we are unable to take returns on products not purchased online at www.yorkaromatherapy.co.uk. If you purchased a product at one of our authorised retailers or counters, please contact them directly.

You will be notified by email once your returns have been received and processed.

Please ensure that the package is wrapped securely and for your protection we recommend that you use a recorded delivery service as we cannot accept liability for goods lost in transit. Please always retain proof of postage until your exchange/ refund has been processed.

If you require a refund, we will refund the price paid by you for the products within fourteen (14) working days of receiving your returned products.

Products purchased as a set can only be returned as a complete set, not as individual items.

If a promotional gift has been included in your order, and a return is made reducing your qualifying total for this gift, the full order must be returned. 

When returning goods which you bought using a discount or offer, we will adjust the refund accordingly if you fall below the discount/offer threshold, as that discount or offer will no longer apply.

11. Re-sale of our products

Please note that all products which are made available on our website are for your personal use only and you may not sell or re-sell any of the products to anyone, including making them available for sale on any third party website. We reserve the right to cancel any orders to you where we believe that you are intending to sell our products on.

12. Our liability

If we fail to comply with these Terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breaking our contract or our failing to use reasonable care and skill, but we are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if either it is obvious that it will happen or if, at the time the contract was made, both we and you knew it might happen, for example, if you discussed it with us during the sales process.

If the customer is a business, our total liability for all losses arising under or in connection with any contract between us, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall be limited to 100 per cent of the total sums paid by the customer for products under such contract.

13. Third party links

We will not be responsible or liable for your use of any other websites which may be accessed via links within this website. We do not control these websites and are not responsible for their content. Any such links are provided merely as a service to users and their inclusion does not constitute an endorsement by or affiliation with us.

14. Intellectual property

The contents of this website (including pictures, designs, themes, logos, photographs, text, software and all other materials) (the "Materials") are owned by York Aromatherapy.  You may not copy, reproduce, download, post, record, transmit, commercially exploit, edit or distribute the Materials in any way without our prior written permission. All use of the Materials is on the basis that you are using this website in good faith for domestic purposes or for the purposes of placing an order with us.

15. New user discounts

One use per customer. Cannot be redeemed for cash.
Discount can only be applied to products; this promotion cannot be applied to postage. Not available in conjunction with any other offer. Only full priced items are included in this promotion, pre discounted products and collection are excluded from this promotion. Subject to availability while stocks last.

16. General

We may transfer our rights and obligations under these Terms to another organisation. We will always tell you in writing if this happens and we will ensure that the transfer will not affect your rights under the contract. You may only transfer your rights or your obligations under these terms to another person if we agree to this in writing. We may not agree if there is a likelihood that a breach of contract may occur.

This contract is between you as the customer and York Aromatherapy. No other person shall have any rights to enforce any of its terms. Neither of us will need to get the agreement of any other person in order to end the contract or make any changes to these Terms.

Each of the paragraphs of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.

If we do not insist immediately that you do something that these Terms require you to do, or if we delay in taking steps in respect of a breach of any contract, this will not prevent us from taking steps at a later date.

While we use reasonable endeavours to ensure that the information on this website is accurate and up to date, it does not give any warranty as to its accuracy or completeness and York Aromatherapy will not be responsible for any errors or omissions or for the results arising from the use of such information.

17. Law and jurisdiction

These Terms and your use of the website are governed by English law and you agree to submit to the exclusive jurisdiction of the English court. This does not affect your statutory rights.

18. Complaints

If you wish to complain about any matter in respect of any goods or services that we provide, contact our Customer Care team (open 9am - 5pm Monday to Friday, on 07975 894550 or hello@yorkaromatherapy.co.uk 

19. Product packaging update

We are in an exciting transition to make our product packaging even more beautiful, and even more sustainable. During this time, the product you receive may look slightly different on the outside to some of the packaging featured in our imagery. Please be assured that our product remains the same inside, delivering 100% natural fragrances, with wellbeing benefits.

1. subscription delivery will not be sent. You will be notified if a payment has not been processed. 
2. No discount codes can be applied to a subscriptions order unless otherwise specified.
3. Prices are subject to change without notice and are not guaranteed. 

PRIVACY NOTICE

Welcome to York Aromatherapy’s privacy notice.

We are committed to your privacy and protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of what country you visit it from) and tell you about your privacy rights and how the law protects you.

We know that there’s a lot of information here, but we want you to be fully informed about your rights and how we use your data. Please also use the Glossary for more information on the meaning of some of the terms used in this privacy notice.

1. Important information about how who we are

1.1 PURPOSE OF THIS PRIVACY NOTICE

This privacy notice aims to give you information on how we collect and processes your personal data you provide to us, including any data you may provide through this website when you sign up to our newsletter, purchase a product or take part in a competition.

This website is not intended for children and we do not knowingly collect data relating to children. It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

1.2 DATA CONTROLLER

York Aromatherapy is the controller and responsible for your personal data (collectively referred to as ”company”, “we”, “us” or “our” in this privacy notice). We are registered with the Information Commissioner. Our registration number is ZA279104.

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.

1.3 OUR CONTACT DETAILS

1. Our full details are:
2. York Aromatherapy
3. For the attention of the Data Privacy Manager
4. Email address: hello@yorkaromatherapy.co.uk
5. Postal address: The Atelier, 257 Beckfield Lane, York, YO26 5PG
6. Telephone number: 07975 894550

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

1.4 CHANGES TO THE PRIVACY NOTICE

This version was last updated on 11^th Deecember 2024.

1.5 YOUR DUTY TO INFORM US OF CHANGES

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

1.6 THIRD-PARTY LINKS

Our website may include links to third-party websites, plug-ins and applications. Clicking on any links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

2. The data we collect about you

2.1 THE DATA WE PROCESS

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes first name, maiden name, last name or surname, username or similar identifier, marital status, title, date of birth and gender.
• Contact Data includes billing address, delivery address, email address and telephone numbers.
  Financial Data includes bank account and payment card details.
• Transaction Data includes details about payments to and from you and other details of products you have purchased from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
• Profile Data includes your username and encrypted password, purchases or orders made by you, your interests, preferences, feedback and survey responses. This can also include demographic information, such as your post code, preferences and other interests.
• Usage Data includes information about how you use our website and products.
• Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

Passwords
Please note that we do not store your password in plain text. It is encrypted and so we are unable to see what your password is. We can process a request to re-set your password if you have forgotten it.

2.2 IF YOU FAIL TO PROVIDE PERSONAL DATA

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with products). In this case, we may have to cancel an order you have with us but we will notify you if this is the case at the time.

3. How is your personal data collected?

HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data from and about you including through:

3.1          Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

• purchase our products;
• visit one of our shops;
• create an account on our website;
• subscribe to our newsletter or publications;
• engage with us on social media;
• take part in a consumer perception study;
• enter a competition, promotion or survey; or
• give us some feedback.

3.2          Automated technologies or interactions. As you interact with our website, we may 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 may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.

4. How we use your personal data
5. HOW WE USE YOUR PERSONAL DATA

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 entered 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;
• Where we need to comply with a legal or regulatory obligation; or
• Where you consent.

Where you give your consent to any of our processing, you have the right to withdraw consent at any time by contacting us at hello@yorkaromatherapy.co.uk

4.1 PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA  

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 at hello@yorkaromatherapy.co.uk 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 in the table below.

 Purpose/Activity

Type of data

Lawful basis for processing including basis of legitimate interest

To register you as a new customer

 (a) Identity

(b) Contact

Performance of a contract with you

(a) Manage payments, fees and charges

(b) Collect and recover money owed to us

 To process and deliver your order including:

(a) Identity

(b) Contact

(c) Financial

(d) Transaction

(e) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to recover debts due to us)

 

To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or privacy policy

(b) Asking you to leave a review or take a survey

(a) Identity

(b) Contact

(c) Profile

(d) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products)

To take part in a consumer perception study

(a) Identity

(b) Contact

(c ) Profile

(a) With your consent

(b) Necessary for our legitimate interests (to develop products that our customers wish to purchase in the future)

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

(a) Identity

(b) Contact

(c) Technical

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

(b) Necessary to comply with a legal obligation

 

To send you transactional e-mails about your attempted purchase and / or to help you complete your purchase at your leisure

(a) Identity

(b) Contact

(c) Technical

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to assist you finalising an order to buy from us)

To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you

 (a) Identity

(b) Contact

(c) Technical

(d) Profile

(e) Usage

(f) Marketing and Communications

Necessary for our legitimate interests (to study how customers use our products, to develop them, to grow our business and to inform our marketing strategy)

To use data analytics to improve our website, products, customer services marketing, customer relationships and experiences

 (a) Technical

(b) Usage

 Necessary for our legitimate interests (to define types of customers for our products, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

To make suggestions and recommendations to you about goods or services that may be of interest to you

(a) Identity

(b) Contact

(c) Transaction

(d) Technical

(e) Profile

(f) Usage

(g) Marketing and Communications

(a) With your consent

(b) Necessary for our legitimate interests (to develop our products and grow our business)

 4.2 COMMUNICATIONS PREFERENCES   

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.   If you would like to inform us of your preferences, please contact us at hello@yorkaromatherapy.co.uk

4.3 OPTING OUT  

If you do not wish to receive marketing communications from us, you can unsubscribe at any time via the link in an e-mail you received, or by logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences or by contacting us at hello@yorkaromatherapy.co.uk at any time.

Where you opt out of receiving these marketing messages, we will still continue to hold your personal data provided to us as a result of a product purchase, warranty registration, product experience or other transactions.

4.4 COOKIES  

We use various analytics tools to log when users visit specific pages or take specific actions on our website; this allows us to provide targeted advertising through Google and third party vendors to display York Aromatherapy products that you may be interested in based on your past browsing history. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. You can also opt out should you not want to receive remarketing ads by visiting Google Ads Settings page or alternatively by visiting the Network Advertising Initiative opt out page. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

4.5 CHANGE OF PURPOSE  

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.  

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. Disclosures of your personal
6. DISCLOSURES OF YOUR PERSONAL DATA

We may share your personal data with the:

• External Third Parties as set out in the Glossary.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. Data security
7. DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

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

If you have any questions about security of our website, please contact us at hello@yorkaromatherapy.co.uk 

7  HOW LONG WILL YORK AROMATHERPY USE MY PERSONAL DATA FOR?   

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. At the end of that retention period, your data will be either deleted or completely anonymised (as discussed further below).

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 requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see section 9, “Request erasure” below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

8. Your legal rights
9. YOUR LEGAL RIGHTS

You have various rights under data protection laws in relation to your personal data. Please see the Glossary (“Your Legal Rights”) and our data subject access request policy for more about these rights: 

• Request access to your personal data.
• Request correction of your personal data.
• Request erasure of your personal data.
• Object to processing of your personal data.
• Request restriction of processing your personal data.
• Request transfer of your personal data.
• Right to withdraw consent.

If you wish to exercise any of the rights set out above, please contact us at hello@yorkaromatherapy.co.uk 

9.1 NO FEE USUALLY REQUIRED  

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

9.2 WHAT WE MAY NEED FROM YOU  

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

9.3 TIME LIMIT TO RESPOND  

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

9.4 DIRECT MARKETING

You have the right to ask us to stop the use of your personal data for direct marketing activity through all channels and we must always comply with your request. If we have shared your details with any third parties, we will also ensure that we advise those third parties of your request.

10. Glossary

10.1 LAWFUL BASIS  

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Consent  means that the data subject’s clear and unambiguous consent; this must be requested in an intelligible and easily accessible form, using clear and plain language and where it is required  in writing, it is clearly distinguishable from any other matters which may also be referred to. Consent can be withdrawn by the data subject at any time.

10.2 THIRD PARTIES  

EXTERNAL THIRD PARTIES  

• Service providers acting as processors who:
• Help us with our IT and our systems administration services (including hosting).
• Direct marketing companies, who help us manage our electronic communications to you and companies that carry out data analysis and survey/research work.
• we may collect personal information when you interact with our digital property, including IP addresses, digital identifiers, information about your web browsing and app usage and how you interact with our properties and ads for a variety of purposes, such as personalization of offers or advertisements, analytics about how you engage with websites or ads and other commercial purposes. For more information about the collection, use and sale of your personal data and your rights, please use the below links.
• Google and Facebook to show you products that might interest you whilst you’re browsing the internet. This is based on either your marketing consent or your acceptance of cookies. See our Cookies Policy for further information.

Please contact us at hello@yorkaromatherapy.co.uk  if you would like an up to date list of all our data processors.   

• Professional advisers (acting as processors where access to personal data is necessary) including lawyers, bankers, auditors and insurers based in the jurisdictions in which we operate who provide consultancy, banking, legal, insurance and accounting services. We take advice in relation to supplying our products to consumers and other corporate customers in all countries in which we operate.  
• HM Revenue & Customs, regulators and other authorities (acting as processors or controllers in their own right) based in the United Kingdom who require reporting of processing activities in certain circumstances.

10.3 YOUR LEGAL RIGHTS  

You have the right to: 

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.