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Vincent House London Ltd.

PRIVACY POLICY

Welcome to the Privacy Notice of Vincent House London Ltd.

We consider the protection of your privacy to be extremely important. We are bound by and use your personal data in accordance with the Data Protection Act 2018 (the “DPA”) and the General Data Protection Regulation 2016/679 of April 27th 2016 (the “GDPR”).

We want to inform you as much as possible, respect you and give you control over what happens to your personal data and what you share with us.

Our Privacy Notice is designed to make you aware of what data we are collecting, how and why we collect it.

Please take time to read through our Privacy Notice to understand your rights and do not hesitate to contact us for further clarifications.

1.1 About us - Our contact details

Name: Vincent House London Ltd

Address: Vincent House, 5 Pembridge Square, London W2 4EG

Phone Number: 020 7229 1133

E-mail: reception@vincenthouse.london

Representative name and e-mail: Richard Tomkins, richardtomkins@vincenthouse.co.uk

1.2 What personal data do we collect?

We currently collect and process the following information:

  • Personal identifiers (for example, name, surname, e-mail address, postal address, telephone number, date of birth and age)
  • Payment-related information (for example credit/debit card details, billing address, social security number)
  • Cookies ( https://vincenthouselondon.com/terms-of-use)
  • Usage data including intended purchases, your marketing preferences, wish lists, and order history.
  • Your parent’s details if you are under 18

1.3 How do we collect your personal data?

We will collect your personal data directly from you when you:

  • sign up to apply for our services on our website;
  • subscribe to our newsletters or to mailing lists;
  • participate in promotional activities;
  • send an email, phone or online request to our customer service team or our social media channels;
  • visit our website.

1.4 Other information we collect about you from third-party sources

We also receive personal information indirectly, from the following sources:

  • Our third party service providers such as booking.com and Airbnb;
  • From our service providers to deliver the goods and services requested;
  • Government, tax or law enforcement agencies.

2. Why do we use your data and on what legal grounds?

Contract

We will use your data to perform a contract we have entered into with you or in order to take steps prior to entering into a contract with you.

We collect and use your data only for the following purposes:

  • To provide you with, services and information that you have requested from us, by processing your transactional information for purchases and payments;
  • To provide you customer service and support, deal with enquiries or update you on changes to your order ,or other services;
  • To communicate with you and get in contact with you about your purchases and orders;

Legitimate Interest

We also use your data:

  • To personalize communications and to contact you, either via e-mail, telephone, social media, text messages or postal mail in order to inform you of account activity, delivery fulfilment and marketing-related activity;
  • To customise, measure and improve our services;
  • To customize, measure and improve our products and services;
  • To contact you directly for marketing and promotional purposes in connection with our business;
  • For research and development.

In these cases, the legal basis on which we rely to lawfully process your data is the pursuit of our legitimate interest when your interests and fundamental rights do not override those interests.

You can unsubscribe from our newsletter and mailing list at any time by e-mailing reception@vincenthouse.co.uk

We will share data with third parties for their own marketing and promotional purposes only after you have given us your consent. If you opt-in to any third-party communications, you can opt out at any time by e-mailing reception@vincenthouse.co.uk

Legal Obligation

We may use your information also to:

  • enable us to enforce our legal rights, and/or to protect the rights, property or safety of our employees and/or other third parties;
  • prevent, detect, mitigate and investigate frauds or illegal activities;
  • comply with legal obligations and requirements, for example tax purposes.

3. Who will your data be shared with?

In order to fulfil the purposes stated above, it might be necessary for Vincent House London Ltd to share your data with suitable third parties. In particular, your data might be shared with:

  • selected third-party providers that we work with, so that we are able to provide you with our goods and services;
  • any other third-party outside the UK that you have given your consent to share your information with for marketing purposes;
  • any other third parties and governmental institutions to comply with our legal obligations and enforce our legal rights (i.e. tax obligations).

Before sharing any of your personal data with external providers, we require our providers to sign an agreement confirming that your data will be kept secured.

4. How do we protect your personal data?

We take all reasonable and appropriate technical and organisational measures to protect the security of your personal information throughout the course of our business.

In case we transfer your information to a country which is outside the UK or the EEA we have put in place contractual agreements or other measures with any recipients of your information to ensure your personal data will be equally protected.

5. How long will we keep your personal data for?

Your information is securely stored in the mycloud hospitality programme and on our own in house server

We keep personal details for five years or only for as long this is necessary for the purpose, we collected it. We will then dispose of your information by removing all files and back-ups from all personal computers, one drive and hard drive. Any hard copies will be professionally shredded by an outside contractor.

6. What are your rights?

Under data protection law, you can exercise the following rights free of charge:

  • withdraw consent - You can withdraw your consent at any given time by contacting our General Manager at richardtomkins@vincenthouse.co.uk
  • access - You have the right to ask us for copies of your personal information.
  • rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • erasure - You have the right to ask us to erase your personal information in certain circumstances i.e. if your personal data are no longer necessary for the purpose they were collected for or if you withdraw your consent.
  • restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances i.e. if you think that the information we process is inaccurate or unlawful.
  • object to processing - You have the right to object to the processing of your personal information only if we process the relevant information on legitimate or public interest grounds.
  • data portability - You have the right to ask that we transfer the personal information you directly gave us to another organisation, or to you, if we process the relevant information on consent or contract grounds**.**
  • lodge a complaint – You have the right to lodge a complaintto the supervisory authority if you think our processing of data is unlawful.

If you make a request to exercise your rights, we have one month to respond to you before you can complain to the relevant Supervisory Authority. You can also lodge a complaint if you are unsatisfied with our reply.

For UK the Supervisory Authority is ICO. The ICO’s contact details are:

Information Commissioner’s Office

Wycliffe House, Water Lane, Wilmslow

Cheshire SK9 5AF

ICO website: https://www.ico.org.uk

If you are based or the issue you would like to complain about took place in the European Economic Area (EEA), please click here for a list of local data protection authorities in the EEA countries.

7. How to contact us

Please contact us at: Vincent House

Address: Vincent House, 5 Pembridge Square, London W2 4EG

Phone Number: 020 7229 1133

E-mail: reception@vincenthouse.london

Representative name and e-mail: Richard Tomkins, richardtomkins@vincenthouse.co.uk

if you wish to make a request or complain or have any questions on how we use your personal data.

9. How do we keep this privacy notice up to date?

We will keep this privacy notice up to date to reflect changes in our products and services. This notice was last updated on 29th August 2023. Should this notice change in any fundamental way, a notice will be displayed for 30 days. We recommend checking this page on our website from time to time.