Your privacy is important to us
At Phase Eight we take your privacy very seriously and are committed to protecting the privacy and security of our customers. We fully appreciate and respect the importance of data protection and online security.
Please contact our Customer Services team if you would like to discuss this with us or have any questions, comments or suggestions relating to this Policy.
This Site is run by Phase Eight (Fashion & Designs) Limited (“Phase Eight”/”we”/”us"/”our”). For the purposes of applicable data protection laws, including the EU General Data Protection Regulation (“GDPR”) (as amended or superseded) Phase Eight is the “controller” of the personal information collected through the Site, by phone, e-mail or other communication, with our Customer Services team, or in any Phase Eight store. This means that Phase Eight decides why and how your personal information is processed.
How do we collect information from you?
Information we collect when you visit our Site
We will collect personal information that you provide to us when you:
Any personal information you provide to us in the ways listed above is voluntary. However, if you do not provide this information to us, we may be unable to provide products and services to you or interact or communicate with you effectively.
We will also collect certain information automatically when you visit our Site, in particular:
Information we collect in our stores
We will collect personal information that you provide to us in our stores when you:
Information we collect when you contact us
We will collect personal information about you when you contact us by telephone, e-mail, online chat function or via social media. We may monitor, record and store such communication with you as needed and, in particular, for training and/or quality purposes.
Information we collect if you apply for a job with us
You may be able to apply for a job with us through our Site, in-store or through third party websites such as LinkedIn. The personal information we collect about you may include your name, contact details, employment history, and any information set out in your CV.
How we use your information
Data protection laws require us to have a specific legal reason (also known as a ‘lawful basis’) and purpose to use your personal information.
The ways we use your personal information and the legal reasons which we have for doing so are as follows:
For the performance of a contract between you and us:
Where we have a legitimate interest in using your personal information:
Processing necessary for us to promote our business, brands and products and services
Processing necessary for us to respond to changing market conditions and the needs of our visitors and customers
Processing necessary to conduct recruitment activities and staff our business
Where you have provided your consent:
Where the processing is required for us to comply with our legal obligations:
How we share your information
We also use services offered by Google, Facebook, Instagram and other similar social media platforms to better tailor our marketing communications and for targeted advertising. As part of this process, some personal information, such as your e-mail address, is provided to the relevant third party, however for security purposes this data is “hashed” prior to being shared. Hashing is a process of identity masking or “pseudonymisation” which means we do not disclose your e-mail but still enables linking between your social media presence and our Site. Your personal information will be transmitted to countries outside of the EEA, including the United States. If you would like more information about how your personal information may be transmitted, and the safeguards applied, please contact email@example.com. You may have the right to object to your personal information being used in this way (see “Rights you may have” below).
We receive insights from Facebook about the effectiveness of our advertising campaigns which you experience on our Site and social channels. This helps to better target our advertising.
Every external company we work with has a contract with us which clearly sets out our expectations and requirements in handling personal information and obligates them to meet these standards and those contained in the GDPR.
How long we keep your information
We retain the information you provide for the following periods:
Our Data Retention Period has been determined to cover contractual and legal requirements, credit risk, fraud detection and customer service periods, as well as to cover regulatory requirements, and the resolution of disputes or fraud prevention.
How we store your information
Your information may be processed by our staff or by the staff of our suppliers to the extent necessary to fulfil your order. By submitting your personal information to us, you agree to the transfer of your personal information, its storage and processing.
We will keep the data which we collect from you on a secure server. Any information you give us relating to credit card details is handled by a PCI DSS compliant third party and encrypted using secure server technology. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access and require our suppliers to do the same.
Where we have given you a password (or where you have chosen one) to access certain parts of this Site, you are responsible for keeping this password confidential. We ask that you do not share a password with anyone.
Sensitive personal information
We do not seek to collect sensitive personal information (i.e. information relating to race or ethnic origin, political opinions, religious or other beliefs, trade union membership, physical or mental health, sexual orientation or criminal records). We ask that you do not provide such information to us.
Rights you may have
You may have certain rights in relation to personal information that we hold about you. These include the right to request access to your personal information, to request that it is erased, that its processing is restricted, or that any inaccurate personal information is rectified. You may also have the right to object to the processing of your personal information, or in some circumstances to obtain a copy of the personal information in a machine readable format and will always have a right at any time to withdraw any consent you have given to us.
In particular, you have the right to object or withdraw your consent (as applicable) to any use we make of your personal information for direct marketing purposes. You have the option to unsubscribe from our e-mails through a link at the bottom of every e-mail we send to you. You have the option to unsubscribe from our text or WhatsApp messages by following the instructions in the text or WhatsApp message or contacting the Customer Services team.
If you want to change the details that you have registered with us, or would like to amend your marketing preferences or unsubscribe altogether, this can be changed in the “My Account” section of our Site or by contacting our Customer Services team.
You also have the right to complain about the use of your personal information to the Information Commissioner’s Office.
Changes to this Policy
We may change this Policy from time to time. If we make changes, we will notify you by revising the date at the top of this Policy, and if the changes are significant, we may provide you with additional notice such as adding a statement to the homepage of the Site or sending you an e-mail with the update.
Please check this Policy regularly to stay informed about our information practices and the ways you can help protect your privacy.