Privacy & Cookies Policy

PRIVACY AND COOKIES POLICY

This policy was last updated: May 14th 2018

Use of this website constitutes your legal agreement to the terms contained within this Policy. If you do not accept these terms, you are advised not to use the website.

About us

Incandescence provides a professional DJ service for weddings and special occasions. Usually in the Oxford area. We can be contacted by phone on 01865 989588 or 07774 205608, by email to info@incawed.co.uk or by post at 46 Hendred Street, Cowley, Oxford OX4 2ED.

Where we manage personal data, we identify as a Data Controller and recognise and act on our obligations under applicable data protection laws. For any issues relating to data protection please contact Dave Buckett.

Policy Statement

This policy explains how Incandescence will handle the privacy of your information. We are committed to maintaining robust privacy protections for all our users. We will take the necessary steps to ensure that users personal information is safeguarded and kept in accordance with the law and any applicable regulations.

What data do we collect?

Information that you provide to us is retained and processed in accordance with UK legislation.

Information you provide to us

Contact: We have a Contact Form on this website and this is used to collect your name, email and phone number as well as your message, so that we can contact you and provide details of our services to you, make bookings, confirm bookings and deal with general company enquiries. Data is held on the grounds of being legitimate to our business interests.

Emails: We retain copies of emails sent to us on our servers which are hosted on DJ Event Planner in the Cloud. For details of how your data is handled by this third party you should refer to their Privacy Policy at http://www.djeventplanner.com/gdpr.php. Your personal information will be held by us in accordance with this Privacy Policy.

Phone calls: Phone calls to the local (01865) number are handled by a third-party company and subject to their own privacy & data policies. They are instructed to take a name and telephone number along with any message.  These calls may be recorded and any data relating to the call may be retained by us. The data will be held on the basis of it being for our legitimate business needs or in order to fulfil our contractual obligations if you are a client of ours.

Social media: We use social media to engage with users and the Incandescence website links to our Facebook, Twitter and LinkedIn pages. We do not keep any specific data that identifies you as an individual user, but hold details of our followers on these platforms. You should refer to the Privacy Policies of these channels to understand how they treat your data in relation to linking to our site.

Facebook:           https://www.facebook.com/privacy/explanation

Twitter:                https://www.twitter.com/en/privacy

Google+:             https://policies.google.com/privacy

If you send us a direct message via social media, the details may be retained by us only as relevant to any ongoing contract or to further our legitimate business interests or as required for legal purposes. The third party provider may also retain details in accordance with their Privacy Policy.

Testimonials: We may ask you for a testimonial in relation to our services, and you will be contacted by email after an event for suitable comments that may be used on our website or social media. We provide links to 3rd party social media pages and any comments made will be copied in full and added to the Incandescence testimonial page on www.incawed.co.uk. Your full name may be used, where this is supplied to the 3rd party. The websites used are:

Guides for Brides (a web directory of wedding suppliers) –  https://www.guidesforbrides.co.uk/find/wedding-discos/oxfordshire/incandescence/48326
Facebook (Directly to business page) – https://www.facebook.com/incawed/
Google+ (Directly to business page) – https://plus.google.com/b/116919660996378743126/

You have the right to request that this information is not used by us or that it is rectified or amended in accordance with your rights as a data subject. You should also refer to the privacy policies on these sites.

Payment

Incandescence accepts payment by bank transfer, cheque or cash. On request, we can also provide an invoice for payment through PayPal. Incandescence do not receive personal bank details or hold identifying information on an individual’s banking transactions. Bank details may only be requested from clients in order to process any refunds.

Payment information is stored on QuickBooks Pro and uses cloud-based storage. The details held include the customer contact information, invoice details (or estimate) and payment records.  By law, this Information has to be kept for a minimum of 6 years for tax accountancy purposes.

Children

We do not market this website at those under 18 years old. Consistent with the GDPR we will never knowingly request personally identifiable information from anyone under the age of 16 years old.

Information we get from other sources

From time to time, we may need to obtain information from third parties about you. This will only apply where it is necessary to provide our services and as permitted by law.

How we use your personal information

Your information will be used by us to enable us to provide our services to you. We act as a Data Controller (see below) of your information and undertake to protect your personal and sensitive data in a manner that is consistent with the requirements of the General Data Protection Regulation (GDPR). We will take reasonable measures to ensure the secure storage of your data.

Personal data submitted on this website will be used for the purposes specified in this Privacy Policy, to include the following:

  • administer the website;
  • improve your browsing experience by personalising the website;
  • follow up with email enquires;
  • send you general (non-marketing) communications;
  • send you email notifications which you have specifically requested;
  • send to you marketing communications, where expressly agreed;
  • provide third parties with statistical information about our users – but this information will not be used to identify any individual user;
  • ask for feedback and reviews;
  • photographs representative of our services for promotional purposes [Note: Photographs of crowds are not classified as personal data, providing no Individual person is the focus of the photograph];
  • deal with enquiries and complaints made by or about you relating to the website.

Users of this website do so at their own discretion and provide any such personal details at their own risk.

Sharing Information

Disclosure

We don’t share, sell, or distribute your data to third parties, except as contractually agreed with you or as provided in this Privacy Policy.

We may disclose your personal information if we are required to do so by law, in connection with any legal proceedings, and in order to establish, exercise or defend our legal rights, or if otherwise legally permitted.

Data Processors

We may use Data Processors who act on our instruction in relation to the management of your data and they must adhere to all data protection laws and regulations. We will ensure that any Data Processors used only operate on our written instructions and comply with their obligations under the GDPR.

You will be informed of any other Data Controllers who have access to your data and who may determine processing activities separately to us, or as a Joint Data Controller.

Marketing

We will only send you emails about our services, i.e. direct marketing, with your express consent. You have the option not to give consent and to withdraw consent at any time. You may withdraw your consent for us to contact you by contacting us at info@incawed.co.uk.

Non-personally identifiable visitor information may be provided to third parties for marketing, advertising or other uses.

External links

Users of the Incandescence website are advised to adopt a policy of caution before clicking on any external web links. Clicking an external link will take the user away from our website. Once you leave our website or are redirected to a third-party website or application, you are no longer governed by this Privacy Policy or our website’s terms and conditions.

Incandescence cannot guarantee or verify the contents of any externally linked website and users click on external links at their own risk. Incandescence and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Social media platforms

Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are subject to our terms and conditions as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate and/or engage with them with due care and caution in regard to their own privacy and personal details. This website nor its owners will not ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.

Incandescence uses social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised that before using such social sharing buttons, that they do so at their own discretion, and should consider that the social media platform may track and save requests to share a web page, through the users’ social media platform account.

Retaining your data

We keep your personal information in accordance with our Data Retention Policy which reflects our needs to provide services to you as contracted and also as required to meet legal, statutory and regulatory obligations. The need to hold information is regularly reviewed and information/data will be disposed of when no longer required.

Data Storage

Our website is hosted by hosting.co.uk. Any information that you supply to us may be stored and processed by our servers located in the US. Your data maybe transferred in accordance with the relevant data protection laws.

Data Subject Rights

Subject Access Requests

The General Data Protection Regulation (GDPR) gives individuals, known as ‘data subjects’, the right to access personal data that is held by organisations by a subject access request (SAR). We will endeavour to respond quickly to any such requests, which legally require us to respond within one month of receiving the request and necessary information. To make a SAR request email us at info@incawed.co.uk

Right to Rectification

Data subjects have the right to request that we amend or change personal information that we hold about you, that is inaccurate or incorrect.

Right to erasure

Data subjects have the right to ask us to delete personal information from our systems without giving any reason and at any time. We will act on any request without delay.

Right to restrict processing

Data subjects have the right to rectification or erasure of personal data in the following circumstances:

  • Personal data is not accurate;
  • The processing of data is unlawful – data subjects may request that processing is restricted;
  • Data is required to exercise legal rights or defend legal claims;
  • Data is unlawful but there may be lawful grounds for processing, which override this right.

Right to data portability

Data subjects have the right to obtain and transfer their data to different service providers.

Right to object

Data subjects have the right to object to the processing of data at any time based on their particular situation. This includes objecting to profiling unless it is in the ‘public interest’ or exercised lawfully by an official authority. We will only process data under lawful grounds.

Right not to be subject to decisions based on automated processing

We do not use any automated processing that results in any automated decision based on a data subject’s personal information.

Using your rights

If you wish to invoke any of these rights, you can email us at info@incawed.co.uk

Data Breaches

We will report any unlawful breach of data as required by the GDPR within 72 hours of the breach occurring, if it is considered that there is an actual, or possibility, that data within our control including the control of our data processors, has been compromised. If the breach is classified as ‘high risk’ we will notify all data subjects concerned using an appropriate means of communication. We will report any relevant breaches to the ICO, see below.

Cookies

Cookies are small files saved to the user’s computer hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server, to provide the user with a tailored experience when navigating the website. Session cookies may be used to validate your access to different parts of the website.

Disabling Cookies

If you are uncomfortable with the use of cookies, you can disable cookies on your device by changing the settings in the preferences or options menu in your browser.  You can set your browser to reject or block cookies or to tell you when a website tries to put a cookie on your device. You can also delete any cookies that are already stored on your device.  However, please be aware that if you do delete and block all cookies from our website, parts of the site my not fully function.

How we use Cookies

The Incandescence website uses cookies to help us identify and track visitors, their usage of the website, and their website access preferences. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer or device. This complies with UK legislation which requires that explicit consent is given by users before reading files are left, or applied, on a user’s computer or device.

We do not use cookies to collect any information that identifies you personally.

Cookies we use

The Cookies we use are shown in this table below.

COOKIE PROVIDER TYPE USE RETENTION PERIOD
_cfduid cloudflare.com HTTP Identify trusted web traffic 1 year
_cfduid incawed.co.uk HTTP Identify trusted web traffic 1 year
ASPSESSIONID# incatools.co.uk HTTP Preserves users states across page requests Session
_ga incawed.co.uk HTTP Statistical data on how user uses the website 2 years
_gat incawed.co.uk HTTP Google Analytics use to throttle request rate Session
_gid incawed.co.uk HTTP Registers unique ID for statistics on website use Session
mf_# incawed.co.uk HTTP Data on navigation & interaction for personalising purchasing info 3 months
ads/ga-audience Google.com Pixel Google Ad words to re-engage visitors likely to convert to customers based on online behaviour Session
collect Google-analytics.com Pixel Information about users device & behaviour. Tracks across devices & marketing channels Session
CLOUDFLARE::# incawed.co.uk HTML Unclassified Persistent
mf_initialDomQueue incawed.co.uk HTML Unclassified Session

 

Analytics

Incandescence uses tracking software provided by Google Analytics to monitor its visitors, and to better understand how they use the site. See above table. The software will save a cookie to the user’s hard drive in order to track and monitor engagement and usage of the website. The cookie will not store, save or collect personal information.

Google’s privacy policy is available at http://www.google.com/privacy.html. Users may opt-out from having their data collected by disabling the tracking.

 

Consent

If you accept the use of Cookies on this website, you consent to the processing of data about you by us and any third parties as identified above in accordance with this policy and our Privacy Policy. You have the right to withdraw your consent at any time by emailing us at info@incawed.co.uk

 

Further information

Guidelines for the processing and handling of data is available from the Information Commissioner’s Office, the UK supervisory authority on data protection, see ico.org.uk.

 

Information is also available at www.ec.europa.eu/ipg/basics/legal/cookies/index_en.html.

Important Information

Questions and queries

If you have any concerns about how we handle your data, you can contact the Data Controller by email to info@incawed.co.uk or write to Incandescence, 46 Hendred Street, Cowley, Oxford OX4 2ED.

Changes to this policy

We reserve the right to change this Privacy Policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. You will be deemed to have accepted any changes to the terms of the privacy policy on your next visit of the website following the amendment.

Complaints

If you want to raise a concern about the use of your data, you can contact us by email to info@incawed.co.uk. Alternatively, you can formally raise a concern or complaint to the Information Commissioner’s Office (ICO) directly on 0303 123 1113, or see the options for reporting issues on https://ico.org.uk/concerns/

No Waiver

No failure or delay by us in exercising any of our rights in accordance with this Privacy Policy or our terms and conditions shall be deemed to be a waiver of that right, and no waiver of a breach of any provision of the Agreement shall be deemed to be a waiver of any subsequent breach of the same or any other provision.

Severance

If one or more of the provisions of this Privacy Policy or our terms and conditions is found to be unlawful, invalid or otherwise unenforceable, those provision(s) shall be deemed severed from the remainder of these terms and conditions and shall remain enforceable.

Third Party Rights

The terms of this Privacy Policy shall not confer rights on any third parties.

Jurisdiction and Governing Law

The terms of this Privacy Policy and all disputes, whether contractual or otherwise, arising out of or in connection with the policy are governed by and shall be construed in accordance with the laws of England and Wales and each party submits to the exclusive jurisdiction of these courts.

© 2018 Incandescence | Privacy and Cookies Policy v1