Privacy Policy

PURPOSE OF THIS PRIVACY POLICY

This Privacy Policy aims to give you information on how we collect and process the personal data we obtain about you when you interact with us.

Maintaining the security of your data is a priority at The Wiltshire Caledonian Pipes & Drums band, and we are committed to respecting your privacy rights. We pledge to handle your data fairly and legally at all times. We are also dedicated to being transparent about what data we collect about you and how we use it.

This Privacy Statement, which applies whether you visit our website, use your mobile device or contact us over the telephone, provides you with information about:

• what personal data we collect;
• how we use the data we collect from you;
• whether we will disclose your details to anyone else;
• how we ensure your privacy is maintained;
• your choices and rights regarding the personal data you provide to us; and
• the use of cookies on our website.

We understand that there is a lot of information in this Statement, but we want you to be fully informed about your rights and how The Wiltshire Caledonian Pipes & Drums band uses and looks after your data.

WHAT PERSONAL DATA DO WE COLLECT?

The Wiltshire Caledonian Pipes & Drums band may collect the following information about you:

• your name, age/date of birth and gender;
• your contact details: postal address including billing and delivery addresses, telephone numbers (including mobile numbers) and email address;
• purchases  and orders made by you;
• your on-line browsing activities on the Wiltshire Caledonian Pipes & Drums band website, including information gathered by use of cookies in your web browser;
• your communication preferences; and,
• your correspondence and communications with The Wiltshire Caledonian Pipes  & Drums band.

This list is not exhaustive and, in specific instances, we may need to collect additional data for the purposes set out in this Statement. Some of the above personal data is collected directly, for example when you send an email to us or enter a competition. Other personal data is collected indirectly, for example, from your browsing or shopping activity.

HOW WILL THE WILTSHIRE CALEDONIAN PIPES & DRUMS BAND USE MY PERSONAL DATA?

The Wiltshire Caledonian Pipes & Drums band may use the personal information that you provide or that is obtained by us for a number of purposes including the following:

To make our services available to you:

• to provide our goods and services to you and for associated purposes, including carrying out our obligations arising from any contracts entered into between you and us;
• to  process any orders you make with us, including contacting you if we have  any queries regarding your order;
• to  respond to your queries, refund requests and complaints;

We need to process your personal data so that we can provide you with the goods and services you want to buy and help you with any orders and refunds you may ask for. We do this on the basis of our contractual obligations to you, our legal obligations and our legitimate interests in providing you with the best possible service.

To contact and interact with you:

to contact you in relation to and to administer any prize draws, competitions or other promotions that you have entered or news-letters that you have subscribed to.

To manage and improve our services and operations:

• to  manage and improve our website and mobile apps, and to improve your browsing experience, by developing and improving the design and layout of  our website and mobile apps, through analysis of your usage. We use  cookies to improve your customer experience – for more about Cookies.
• to  help develop and improve our product range, services, information technology systems, know-how and the way we communicate with you. This  allows us to serve you better as a customer.
• to  enable us to comply with any legal or regulatory requirements and in the  detection and prevention of theft, fraud or other crimes.
• to  protect our both you and our organisation from fraud and other illegal activities.
• to  send you communications required by law (for example, a product recall notice or legally required information relating to your order). These  service messages will not include any promotional content and do not      require prior consent. If we do not use your personal data for these purposes, we would be unable to comply with our legal obligations.

EXPLAINING THE LEGAL BASES WHICH WE RELY ON TO PROCESS YOUR PERSONAL DATA

The law on data protection sets out a number of different reasons for which a company may collect and process your personal data. The basis for our processing of your personal information may vary depending on the different purposes set out in the section above. These include:

• Contractual obligations: We will need your personal data to comply with our contractual obligations, which includes selling and supplying goods to our customers. For example, where you have placed an order from our website the basis of our processing your personal information will be to process your order and perform the sales order contract between us. We’ll need to collect your address details to deliver your purchase, and pass them to our supplier or courier.

• Legal compliance: If the law requires us to, we may need to collect and process your data. For example, in the prevention or investigation of fraud, other criminal or anti-social activity affecting our organisation, we may pass on details to law enforcement agencies, or where we are complying with our legal and regulatory obligations.

• Legitimate interests: In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our organisation, and which does not materially impact your rights, freedom or interests. For example, we may use your purchase history to improve and develop our website and/or our services and products made available to you, or in promoting, marketing and advertising our products and services.

• Consent: In specific situations, we can collect and process your data with your consent. For example, where you have registered to receive email notifications and/or promotional information from us the basis of our processing will be subject to your consent, which we will ask for and can be withdrawn by customers at any time.  Where consent is the only legal basis for processing, we will cease to process data after consent is withdrawn.

When collecting your personal data, we will make clear to you which data is necessary in connection with a particular service.

WHO MIGHT WE SHARE YOUR PERSONAL INFORMATION WITH?

We will share your personal information with third parties where required by law, where it is necessary to administer our agreement with you or where we have another legitimate interest in doing so.

Service providers and suppliers

We work with carefully selected and trusted service providers who carry out certain functions on our behalf. These include companies that help us with technology services, storing and combining data, taking and processing payments and delivering your orders. For example, we share your name, address and contact details with courier companies to enable them to deliver the goods you have ordered to you. Some of our products are sent to our customers direct from our suppliers, and we will give those suppliers your name, address and contact details so that they can fulfil your order.

When you are using our secure online payment gateway, your purchase is processed by a third-party payment processor, Square, which specialises in the secure online capture and processing of credit/debit card transactions.

Please be assured that:

• We  only share personal data that enables our service providers to provide  their services to us or to facilitate them providing their services to  you.
• All our third-party service providers and suppliers are required to take appropriate security measures to protect your personal information.
• We do not allow our third-party service providers and suppliers to use your      personal data for their own purposes. We only permit them to process your      personal data for specified purposes and in accordance with our instructions.
• If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
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We do not sell or rent your information to third parties.

What about other third parties?

We may share personal data with other organisations in the following circumstances:

• if required to by law, under any code of practice by which we are bound or we are asked to do so by a public or regulatory authority such as the Police;
• if  we need to do so in order to exercise or protect our legal rights, systems and services (this includes providing personal data to others for the purposes of preventing fraud and reducing credit risk);
• for debt collection with a debt collection agency (where appropriate);
• we will share your purchase and contact details when required to do so by a      regulatory authority.
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We may also interact with you through social media sites such as Facebook, Twitter or Pinterest.

COMMUNICATING WITH THE WILTSHIRE CALEDONIAN PIPES & DRUMS BAND

When you email our customer services: Any data you provide to customer services is retained in line with our data and document retention policy. 

When you email us: We will monitor any emails sent to us, including file attachments, for viruses or malicious software. 

When you place an order through our website: We use a third-party provider, GoDaddy, to record all information relevant to that order including name, address, email address and contact number.

When you complain to us: When we receive a complaint from a person we put together a file containing the details of the complaint. This normally contains the identity of the complainant (and any other individuals who may be involved in the complaint). We will only use the personal information we collect to process and resolve the complaint and to check on the level of service we provide. We will keep personal information contained in complaint files in line with our data and document retention policy.

HOW LONG WILL THE WILTSHIRE CALEDONIAN PIPES & DRUMS BAND KEEP MY DATA? 

We will keep your personal information for as long as necessary and consistent with the purpose for which you have given it to us, including for the purposes of satisfying any legal, accounting, or reporting requirements. We will always retain your personal information in accordance with law and regulation and never retain your information for longer than is necessary.

At the end of that retention period, your data will either be deleted or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for organisation planning or statistical analysis. Where we anonymise data, we may use such information without further notice to you.

We will keep the personal data, including details of the product you purchase, which you provide to us when you place an order with us for six years so we can comply with our legal and contractual obligations, including the Consumer Rights Act 2015.

COOKIES

What is a cookie? A cookie is an element of data, which often contains a unique identifier that is sent to your computer, tablet or mobile phone web browser, which may then store it on your device’s hard drive. Cookies are used by us to provide you with a customised visitor experience and to make our services easier for you to use. For example, we use cookies to keep track of what you have in your basket and to remember you when you return to our website. To shop at the Wiltshire Caledonian Pipes & Drums band you will need to have all cookies enabled, though you can still use the Wiltshire Caledonian Pipes & Drums band website for browsing or research purposes without all cookies being enabled.

Our cookies do not contain confidential information such as your home address, telephone number or credit card details. We do not exchange cookies with any third-party websites or external data suppliers.

Your web browser also generates other information, including which language the site is displayed in, and your Internet Protocol address (IP address). An IP address is a set of numbers which is assigned to your computer during a browsing session whenever you log on to the Internet via your internet service provider or your network (if you access the Internet from, for example, a computer at work).

SAFETY AND SECURITY

You can rest assured that shopping online with the Wiltshire Caledonian Pipes & Drums band will be as safe and secure as shopping in a store. We have safeguards in place to prevent your personal information from being lost, stolen or damaged and to prevent cyber-attacks, phishing or other malicious activity.

How does the Wiltshire Caledonian Pipes & Drums band keep my personal information safe?

We use a specialist third party organisation, ‘Square’ to process and protect all payment information. Square’s approach to security is designed to protect both the Wiltshire Caledonian Pipes & Drums band and our customers. They monitor every transaction and continuously innovate in fraud prevention.  They adhere to industry-leading standards to manage their network, secure their web and client applications. Square’s card-processing systems adhere to the PCI Data Security Standard (PCI-DSS).

How secure is my payment information?

Square is committed to stopping fraud via live monitoring programmes that analyse transactions as they happen. This is known as risk visualisation. The approach helps Square detect and investigate suspicious activity before a fraudulent charge takes place. This method is not only a pioneering way for Square to protect merchants and their clients, it is also a better way to build an automated system to detect criminals.

For further information about Square visit www.squareup.com/gb 

We may occasionally send you emails, but we would never send an email asking for your personal information, security information or log in details, or direct you to a web page that asks for this information. If you receive an email that appears to be from the Wiltshire Caledonian Pipes & Drums band that you suspect is fraudulent, do not click on any links contained within the email or provide any credit card or log in details, but do let us know about it.

If you have any further concerns about security, please contact us.

LINKS TO OTHER WEBSITES

Our website may contain links to and from the websites of social media networks. If you follow a link to any of these websites, please note that they have their own privacy policies and are also likely to use cookies, and we therefore suggest you check these before you submit any personal information to these websites. They will govern the use of personal information you submit when visiting these websites, which may also be collected by cookies. We do not accept any responsibility or liability for the privacy practices of such third-party websites, even if you access them from our website, and your use of such websites is at your own risk.

WHAT ARE YOUR RIGHTS OVER YOUR PERSONAL DATA? 

You have the right to:

1. have      access to the personal information we hold about you (commonly known as a      “data subject access request”). This enables you to receive a copy of the      personal data we hold about you and to check that we are lawfully      processing it.
2. have      rectified any incomplete, inaccurate or out-of-date personal information      that we hold about you;
3. have      personal information we hold about you erased from our systems;
4. object      to processing of your personal data;
5. have      the processing of your personal information restricted; and,
6. request      the transfer of the personal information we hold about you to you or to      another party.

Please note that these rights may only apply in certain circumstances. You may only request details about yourself and no other person.

You also have the right to withdraw consent at any time where we are relying on consent to process your personal data.

If you wish to exercise any of the rights set out above, please contact us.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

If you do contact us to exercise any of these rights we will require you to verify your identity and to provide other details to help us to respond to your request. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We will only use this information in order to verify your identity.

Where you believe the Wiltshire Caledonian Pipes & Drums band have not taken their responsibilities seriously with regard to your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. Further information, including contact details, is available at https://ico.org.uk.

CHANGES TO THE WILTSHIRE CALEDONIAN PIPES & DRUMS BAND PRIVACY STATEMENT AND COOKIES POLICY

We may need to update this Privacy Statement from time to time so you may wish to check occasionally to ensure you’re happy with any changes. We will mark each with the date of the most recent updates. If you do not agree to these changes, please do not continue to use this website or submit personal information to the Wiltshire Caledonian Pipes & Drums band. If material changes are made to this Privacy Statement, for instance affecting how we would like to use your personal information, we will provide a more prominent notice.

WHO ARE WE?

The Wiltshire Caledonian Pipes & Drums band is a not for profit organisation governed by constitution: The WCP&D. The address for our secretary and for all correspondence is The Old Dairy, Parsonage Farm, Mill Drove, Collingbourne Kingston Wiltshire SN8 3SD. Email: secretary@thewcpd.co.uk 

CONTACT INFORMATION AND UPDATING YOUR ACCOUNT

We hope that you have found this Privacy Statement helpful in setting out the way we look after and handle your personal data. If you have any questions about how the Wiltshire Caledonian Pipes & Drums band uses your personal data that are not answered here, or if you want to exercise your rights regarding your personal data, please contact us by any of the following means:

• e-mail us at: secretary@thewcpd.co.uk;  or
• write to us at: The Data Protection Officer, The Old Dairy, Parsonage Farm, Mill      Drove, Collingbourne Kingston Wiltshire SN8 3SD.
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How can I get my name removed from the  Wiltshire Caledonian Pipes & Drums band mailing list?

If you have registered to receive information from us, you can remove your contact details from our list by clicking the 'Unsubscribe' link on one of the emails, or by e-mailing the customer services team at: secretary@thewcpd.co.uk.

This Privacy Policy was most recently updated and unanimously readopted at the Annual General Meeting of the Wiltshire Caledonian Pipes & Drums on the 14th of January 2025 under Minute Reference 12.J.