Introduction
Ruby Pepper respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, purchase jewellery or piercing products, book an ear piercing appointment, contact us or otherwise interact with our business.
We handle your personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who We Are
Ruby Pepper is a business based in the United Kingdom.
For the purposes of applicable data protection legislation, Ruby Pepper is the data controller responsible for deciding how and why your personal information is used.
Business name: Ruby Pepper Business owner: Catherine Bennett Business address: C/O Martin Fahy Accountants LLP, 7 Milbank Crescent, Milbank Way, Bracknell RG12 1RP DO NOT SEND MAIL OR RETURN ANY ITEMS TO THIS ADDRESS. Email: customercare@rubypepper.co.uk Telephone: +44 (0)7903 019246
If you have any questions about this Privacy Policy or how we handle your information, please contact us using the details above.
What Personal Information We Collect
The information we collect depends on how you interact with Ruby Pepper.
Information you provide to us
This may include:
- Your name, email address, telephone number and billing or delivery address.
- Order details, items purchased, payment status and transaction references.
- Information you provide when contacting us about an order, return, refund, warranty claim or customer service enquiry.
- Appointment details and relevant information provided when booking an ear piercing service.
- Information you choose to provide through customer feedback, reviews or other communications.
Information relating to ear piercing services
Where necessary for an ear piercing appointment, we may collect information about relevant allergies, skin sensitivities, medical conditions, medication or other health-related matters that could affect the suitability or safety of a piercing.
Health information is particularly sensitive personal information under data protection law. We will only collect and use it where necessary, for an appropriate and lawful purpose, and with the additional safeguards required by law.
Please do not provide health information through general website enquiries unless it is necessary. Where possible, we will collect information relevant to your appointment through an appropriate process.
Information collected through our website
When you visit our website, certain technical information may be collected, such as your IP address, browser type, device information, pages visited and interactions with the website. The information collected will depend on the website features, cookies and other technologies in use.
How and Why We Use Your Information
We use your personal information for the following purposes:
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| Purpose | Why we use your information |
|---|---|
| Processing orders | To manage purchases, payments, delivery and customer accounts where applicable. |
| Customer service | To respond to enquiries, complaints, returns, refunds and warranty claims. |
| Ear piercing appointments | To manage bookings and assess relevant information needed to carry out a piercing safely. |
| Legal and financial obligations | To maintain appropriate business records and comply with applicable legal requirements. |
| Website operation | To maintain website security, process transactions and improve website functionality. |
| Marketing | To send promotional emails or other marketing communications where permitted by law. |
| Business administration | To manage disputes, prevent fraud and protect our legitimate business interests where appropriate. |
We will not use your personal information for purposes that are incompatible with the reasons explained in this policy without providing any additional information or obtaining consent where required.
Our Lawful Bases for Processing
Data protection law requires us to have a lawful basis for using personal information. Depending on the circumstances, Ruby Pepper may rely on the following:
- Contract: Where processing is necessary to fulfil an order, arrange delivery, manage an appointment or take steps requested by you before entering into a contract.
- Legal obligation: Where we need to retain records or provide information to comply with the law.
- Legitimate interests: Where we have a genuine and proportionate business reason to use information, such as managing customer enquiries, protecting our business or preventing fraud, provided your rights do not override those interests.
- Consent: Where you have freely agreed to a specific use of your information, such as certain marketing communications or non-essential cookies.
- Explicit consent or another applicable legal condition: Where we process health information or other special category data, we will identify and satisfy both an appropriate lawful basis and an additional condition required for that type of information.
You may withdraw consent at any time where consent is our lawful basis. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.
Payments and Financial Information
Payments for online purchases are processed through the payment methods made available at checkout.
Depending on the payment service used, your payment information may be collected and processed directly by the relevant payment provider.
Ruby Pepper does not intend to store full payment card details or security codes. We may receive limited payment information, such as a transaction reference, payment status or details needed to manage a refund.
Payment providers process personal information in accordance with their own privacy policies and applicable obligations.
Sharing Your Personal Information
We do not sell your personal information to third parties.
We may share relevant information with trusted service providers where necessary to operate Ruby Pepper, including:
- Delivery providers, such as Royal Mail, to deliver your orders and manage delivery enquiries.
- Payment providers, to process payments, refunds and prevent fraudulent transactions.
- Website and e-commerce providers, to operate our online store and manage orders.
- Booking or appointment providers, where used to arrange ear piercing appointments.
- Email and marketing providers, where used to manage customer communications.
- Professional advisers and authorities, where necessary to obtain advice, establish or defend legal claims, or comply with legal obligations.
We only share information where there is an appropriate reason to do so. Where required, we put suitable contractual and security arrangements in place with service providers.
International Transfers
Some of our website, payment or other service providers may process personal information outside the United Kingdom.
Where personal information is transferred internationally, we will take the steps required by applicable data protection law to ensure that the transfer is lawful and that appropriate safeguards are in place.
Further information about relevant safeguards may be requested using our contact details.
Marketing Communications
We may send you promotional emails about Ruby Pepper's jewellery, new collections, offers and services where we are legally permitted to do so.
Where consent is required, we will ask you to opt in before sending marketing communications.
In certain circumstances, we may be able to send marketing emails to existing customers about our own similar products or services under the applicable customer marketing rules, provided the legal conditions are satisfied and you are given an appropriate opportunity to opt out.
You can unsubscribe from marketing emails at any time by using the unsubscribe link in the email or contacting us directly.
We will continue to send necessary service communications, such as order confirmations, delivery updates and important information about your appointments, even if you opt out of marketing.
Cookies and Website Technologies
Our website may use cookies and similar technologies to support essential functions, remember preferences, maintain security and, where permitted, understand website usage or support marketing activities.
Some cookies are necessary for the website or the service you have requested to function. Other cookies, including certain analytics and advertising cookies, may require your consent before they can be used.
Where required, we will provide information about the cookies used on our website and allow you to manage your preferences.
You can change your cookie preferences through our cookie settings where available. You may also be able to manage cookies through your browser, although disabling certain cookies may affect website functionality.
Please refer to our Cookie Policy or cookie settings for further information about the specific technologies used on our website.
How We Protect Your Information
We take reasonable technical and organisational measures to protect your personal information against unauthorised access, loss, misuse, alteration or disclosure.
These measures may include restricting access to information, using reputable service providers, protecting accounts and devices, and securely disposing of information when it is no longer required.
However, no method of electronic storage or transmission can be guaranteed to be completely secure.
If a personal data breach occurs, we will take appropriate steps to investigate and respond in accordance with our legal obligations.
How Long We Keep Your Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including any applicable legal, accounting, tax or record-keeping requirements.
Retention periods may vary depending on the type of information and the reason it is held. For example:
- Order and financial records: Retained for the period required to meet applicable tax, accounting and legal obligations.
- Customer enquiries and complaints: Retained for as long as reasonably necessary to resolve the matter and manage any related legal obligations.
- Piercing appointment and relevant health information: Retained only for as long as necessary for the relevant service, safety, record-keeping and legal purposes.
- Marketing information: Retained until you withdraw consent or object, as applicable, subject to any limited records we need to keep to respect your preferences and demonstrate compliance.
- Website information: Retained in accordance with the purposes and retention settings of the relevant website technologies and service providers.
When personal information is no longer needed, we will securely delete it or anonymise it where appropriate.
Your Data Protection Rights
Depending on the circumstances and applicable law, you may have the right to:
- Access the personal information we hold about you.
- Correct inaccurate or incomplete information.
- Request erasure of your personal information where the legal conditions are met.
- Restrict processing in certain circumstances.
- Object to processing based on legitimate interests, including direct marketing.
- Request data portability where the relevant legal requirements are satisfied.
- Withdraw consent where we rely on consent to process your information.
- Complain to the Information Commissioner's Office (ICO) if you are concerned about how your information is handled.
These rights are subject to certain legal conditions and exceptions. For example, we may need to retain some records to comply with legal obligations even if you request their deletion.
To exercise your rights, please contact us at customercare@rubypepper.co.uk. We may need to verify your identity before responding.
We will respond within the timeframe required by applicable data protection law.
Children's Information
Ruby Pepper takes the privacy of children seriously.
Where an ear piercing appointment involves a child or young person, we will collect only the information reasonably necessary for the appointment and applicable safeguarding, consent and record-keeping requirements.
Where required, we will obtain appropriate parent or guardian involvement and any necessary consent in accordance with applicable law and our piercing procedures.
We do not knowingly collect children's personal information for unrelated marketing purposes without the appropriate legal basis and safeguards.
Third-Party Websites
Our website may contain links to third-party websites, social media platforms or payment services.
If you follow a link to another website, that organisation will be responsible for its own privacy practices. We recommend reviewing its privacy policy before providing personal information.
Ruby Pepper is not responsible for the privacy practices of independent third-party websites.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our business, website, services or legal obligations.
Any revised version will be published on our website with an updated revision date. Where required by law, we will provide additional information or seek consent before introducing a new use of your personal information.
Contact and Complaints
If you have any questions, concerns or requests relating to your personal information, please contact:
Ruby Pepper Email: customercare@rubypepper.co.uk Telephone: +44 (0)7903 019246 Business address: C/O Martin Fahy Accountants LLP, 7 Milbank Crescent, Milbank Way, Bracknell RG12 1RP DO NOT SEND MAIL OR RETURN ANY ITEMS TO THIS ADDRESS.
You also have the right to raise a concern with the UK's Information Commissioner's Office.
Website: https://ico.org.uk/
We encourage you to contact us first so that we have an opportunity to address your concerns, although you are not required to do so before contacting the ICO.