We respect your privacy and understand that privacy is important to you and that you care about how information about you is used, so this privacy notice sets out details about what data we collect and how we use it.
How to contact us
If you have any questions about how we collect and use your information not covered in this privacy notice, or if you wish to speak to someone about our approach to data protection and privacy, please contact Kofi Ohene-Djan, Whyte Bikes Ltd, Whitworth Rd, St. Leonards-On-Sea, TN37 7PZ, KofiOhene-Djan@whyte.bike
DATA WE COLLECT AND PROCESS
Visitors to our website
Where we collect personal data via our website, we will be upfront about it and it will be obvious to you that you’re providing personal data and how we will be using it (e.g. if you fill out our contact form).
When someone visits our website (https://whyte.bike/) we make use of the Google Analytics service to collect standard information about visitors to the sites and their behaviour (e.g. what pages they viewed). The data provided by Google Analytics is anonymised and in no way enables us to identify individual visitors, however, Google Analytics will place a cookie on your device to enable the service. For more information about how Google Analytics cookies work on websites visit: https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage. You can also opt out of the use of Google Analytics across all websites: http://tools.google.com/dlpage/gaoptout.
Other cookies used, tracking pixels or similar tools
We also make use of other tracking technologies to help us run our business. We may use Facebook pixels for the purposes of measuring the effectiveness of our marketing campaigns.
Before we make use of these technologies via the website you will be prompted to provide consent for their use. If you do not consent to their use, we will not make use of these pixels and will not be able to measure the effectiveness of our marketing messaging. However, if you do consent to the use of these cookies then certain information about you and your web activity will be shared with Facebook for the purposes of their advertising services, and as such this data may be processed outside the UK and EEA.
We also make use of third-party cookies where we embed content from those services onto our website (e.g. a YouTube video).
Hosting - Shopify
Our website is hosted on the Shopify platform. Shopify provide us with the ability to effectively offer our products and take care of the hosting and servicing of our online shop. Shopify also takes payments from customers who purchase our products which means we do not need to handle credit card or billing information.
When someone visits our store, Shopify uses a range of cookies to optimise the use of our store. You can find out about these cookies here (in the “Merchant storefronts” section): https://www.shopify.co.uk/legal/cookies
As a Shopify user we are provided with general aggregated information via a dashboard which summarises various information about visitors to our shop. As this information is aggregated it does not relate to specific customers or visitors to the website.
For more information about Shopify please visit their website: https://www.shopify.co.uk/website
IF YOU CONTACT US
If you fill out one of our website forms (e.g. https://whyte.bike/pages/contact) a notification email is sent to our Customer Services Manager who will deal with the email using our email provider. A copy of the data you submitted will be kept within the back-end of our website whilst your enquiry is dealt with, or for as long as it is lawful for us to keep a copy of the information, otherwise it will be deleted.
As our site uses SSL (https) the data you submit using the contact form will be encrypted once your press the “Submit” button and delivered to us securely.
If you contact us via email
If you contact us via email, your email will be processed via the Customer Service email system, using our email provider (Microsoft). We will process your data for the purposes of dealing with whatever your email relates to. We also use Microsoft’s anti-virus and anti-spam filters which means they will be processed by Microsoft solely for these purposes and for storing the email.
IF YOU PURCHASE ANY OF OUR PRODUCTS
If you become a customer, you will need to provide a certain amount of information so that we can fulfil you order. Typically, we will need your name, email, phone and address. You will also need to provide billing information, but this is managed via our third-party payment provider (Shopify) and we do not have access to this information.
We will use the information you provide to fulfil your order as well as to contact you about your order before, during and after it has been shipped. We may also contact you afterwards to discuss your experience of using our website or, unless you have told us otherwise, to tell you about our other products.
All information you provide is stored within our website and managed by Shopify and within our order and stock management system.
IF YOU OR A DEALER REGISTER FOR A WARRANTY
If you or any third-party you may have bought one of our products from, registers for a warranty, we will collect the minimal amount of information for the warranty, including your name, email address, model of bike, frame number, date of purchase and the supplying dealer. These are stored on our internal systems for the purposes of maintaining a record of the warranty.
Once the warranty has expired, we will maintain a copy of the information for as long as it lawful for us to do so, otherwise it will be deleted.
If you are a dealer
We will record your information (such as details of your business name, contact individual, contact email, business address, financial information and dealer vetting information) in our dealer database for the purposes of managing the dealer relationship. This information will be reviewed each time your Terms of Business are renewed, usually annually.
If you sign up to our email list
We use a third-party service to manage our newsletter subscriptions. So, if you sign up for our mailing list we will store your name and email address for the purposes of signing you up to our newsletter and for sending you our newsletter.
You can unsubscribe from the list at any time by contacting us or using the unsubscribe link in the emails.
Our use of social media
We may use a range of social media channels to promote our business and shop. We will only interact with social media users directly if they contact us via one of these channels. We do not store any data collected via social media.
We may also use your data (usually just your email address) to identify “lookalike” audiences. A lookalike/similar audience is an audience created by the platform (e.g. Facebook). From time to time, we share with the platforms, a list of existing users. The platform profiles this list to find and create lookalikes – i.e. other platform users who have similar characteristics to the existing users – to which it shows our adverts. You can opt out if this on Facebook: https://www.facebook.com/ads/preferences/edit/ but we will only make use of your data in this way, if you are consented to the use of your data for this specific use.
Supplier or contractor data
If you are one of our suppliers, we will collect the minimal information about you and your services as required to make use of your services and deal with invoices and payments for your services. Such information will be stored within our accounting package for the purposes of our accounts and will be retained accordingly.
Individual employees within our business may also retain your contact details within their email application or via business cards that you may provide to us.
Retention of personal data
Unless stated elsewhere in this document or in our terms of services we only store the data necessary to provide the services we provide to you. We will keep this data for as long as it is lawful for us to do so (this may be for as long as you are a customer or because of a legal obligation to retain the information, whichever is the longest).
Third party processors
We use a number of third-party cloud-based services for the purposes of effectively running our business and providing our services to you. We also use a number of third-party organisations, e.g. accountants, HR support, etc.
In all cases where we are using a third-party service or company, we will only provide the minimal amount of information for the purposes of delivering the service to us and to meet our requirements.
We always carry out due diligence against all our third-party suppliers for the purposes of ensuring their compliance with data protection, maintaining adequate security of your data and ensuring they apply adequate data protection principles to the processing of the data we supply. We also make sure a legally binding contract (sometimes called a Data Processing Agreement or DPA) is also in place to protect your data.
Under current data protection legislation in the UK, you have rights as an individual which you can exercise in relation to the data we store and process about you. You can find more information about your rights on the Information Commissioner’s website: https://ico.org.uk/for-the-public/
If you would like to exercise your rights, or if you have any questions, please use the contact details set out above.
How to withdraw consent and object to processing
Where we are processing your data and needed to ask your permission to do so, you are able to withdraw your consent at any time. If you wish to stop receiving our marketing emails you can do so, by clicking on the “unsubscribe” link at the bottom or the email or by contacting us.
You should also contact us, if you wish to raise concerns about the way we are processing your data or would like to raise an objection to the processing.
Keeping your data up to date
It is important that any of your data that we process is kept up to date. We will from time to time ask you to verify your contact details but if you wish to update any information we hold about you, please contact us with your updated details.
Erasure of your data (the “right to be forgotten”)
Under some circumstances you may request us to delete your data from our systems. Where this is possible (e.g. we don’t have any legal purpose for continuing to process your data) we will erase it from our systems. If it’s not possible for us to delete your data, we will explain the reasons why.
Your right to portability allows you to request a machine-readable format of the data you supplied to us and associated service logs (where we store them). If you wish to exercise your portability right, please contact so we can provide the data in a suitable format (usually a CSV file).
Access to your data (a so-called Data Subject Access Request)
You have the right to ask us about what data we hold about you, how we process it and to ask us to provide you with a copy of the information, free of charge and within one calendar month of your request.
To make a request for any personal information we hold and process about you, we would prefer it if you could put it in writing or in an email to the addresses above. We will need to verify your identity before providing the information and where necessary may contact you further to ensure we understand what data you are requesting.
Sharing your information
We do not share any personal data with any third parties unless it is lawful for us to do so, if required by law to do so or if you provide us with permission to do so.
If you feel this privacy notice does not go far enough in explaining how we have used your personal data, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to us using the contact details set out above.
If you want to make a complaint about the way we have processed your personal information, we’d rather you brought it to us in the first instance, but of course you can contact the Information Commissioner’s Office in their capacity as the statutory body that oversees data protection law in the UK – https://ico.org.uk/make-a-complaint/
For more information about your data rights and privacy or data protection in general visit the Information Commissioner’s Office website: https://ico.org.uk
Changes to our privacy notice
We may change or update elements of this privacy notice from time to time or as required by law. The most current version of our privacy notice is available on our website at www.whyte.bike/privacy-notice