Privacy Policy

The owner and operator, i.e. AthenaFashion Trading Limited, of this website (awesomepens.co.uk) understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website (“OurSite”) and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Definitions and Interpretation

In this Policy the following terms shall have the following meanings: 

  • “Account”: means an account required to access and/or use certain areas and features of Our Site;
  • “Cookie”: means a small text file placed on your computer or device by Our Site when you visit certain parts of OurSite and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in our Cookie Notice;
  • “Cookie Law”: means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003 and of EU Regulation 2016/679 General Data Protection Regulation (“GDPR”); and
  • “We/Us/Our”: means the owner and operator of this website i.e. AthenaFashion Trading Limited, a limited company registered in England under company number 8088288.

What Does This Policy Cover?

This Privacy Policy applies only to your use of OurSite. OurSite may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

What Is Personal Data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

What Are My Rights?

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

  • The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions.
  • The right to access the personal data we hold about you.
  • The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete.
  • The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold.
  • The right to restrict (i.e. prevent) the processing of your personal data.
  • The right to object to us using your personal data for a particular purpose or purposes.
  • The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
  • The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
  • Rights relating to automated decision-making and profiling.

It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data. Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau. If you have any cause for complaint about our use of your personal data, we would welcome the opportunity to resolve your concerns ourselves, so please contact us first. You also have the right to lodge a complaint with the Information Commissioner’s Office.

What Do We Collect?

We may collect the following information:

  • Name and job title
  • Contact information including email address
  • Demographic information such as postcode, preferences and interests
  • Other information relevant to customer surveys and/or offers

What We Do With the Information We Gather?

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

  • Internal record keeping.
  • We may use the information to improve our products and services.
  • We may periodically send promotional emailsabout new products, special offers or other information which we think you may find interesting using the email address which you have provided. 
  • From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.

The Legal Bases

The Data Protection Legislation sets outs a number of reasons for which a company may collect and process your personal data including:

  • Legal compliance: e.g., we need to comply whatever the law requires.
  • Consent: e.g., when you have ticked a check box to receive emails newsletters.
  • Contractual obligations: e.g., we need your data to fulfil your order.
  • Legitimate interest: e.g. we require your personal data to for our legitimate interests (commercial or contractual), which does not impact your rights or interests.

What Data Do You Collect and Why?

Depending upon your use of Our Site, we may collect and hold some or all of the personal data set out below. Please also see our Cookie Notice for more information about our use of Cookies and similar technologies.

  • Identity Information including e.g. name, date
    of birth, title, gender etc. We need this information to create account for you
    as well as carry out contact with you.
  • Contact information including e.g. address,
    email address, telephone number social media account etc. We need this information
    to carry out contact with you including delivering your order, update you with your
    order status, send you offers and other promotion related information which you
    can opt-out anytime you want.
  • Business information including e.g. business
    name, job title, profession. We need this information to better understand you so
    that we can provide you with more relevant product information and better services.
  • Payment information including e.g. card details.
    We need this information to take payment, give refunds and fraud detection and
    prevention. However, we do not keep this information ourselves. All the payment
    information we collect will be passed onto trusty third-party payment gateway
    service providers. Your payment information remains confidential even to us. Only
    the payment gateway service provider keeps it. We use Strip as our payment
    gateway, which is one of the most secure and widely used payment system on the
    market.
  • Profile information including e.g. preferences,
    interests, login details, purchase history. We need this information so that we
    can understand you more and provide you with tailored service, product recommendation
    and make the advertisement more relevant to you. You purchase history will also
    help us improve our products and services.
  • Technical information including e.g. IP address,
    browser type and version, operating system. We need this information to improve
    your shopping experience, prevent fraud and monitor the use of Our Site.

How Do You Use My Personal Data?

Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following section describes how we may use your personal data, and our lawful bases for doing so:

  • Registering you on OurSite. An online account will enable us to provide to with better services and improve your experience. While you can use Our Site without registering an account, some advanced functions and features, however, are only available to registered users.
    • Data used: identity information, contact information, business information, profiling information.
    • Lawful basis: Legitimate interest – contract
  • Login with social media account. You can choose to link your online account on Our Site with your social media account such as Facebook, tweeter, etc. This will simply the register process and make it easier for you to remember an access later, whereby your overall shopping experience will be improved.
    • Data used: Contact information – social media account information
    • Lawful basis:  Legitimate interest – contract.
  • Completing orders on Our site. We need to collect certain information from you to fulfil your order, including customer services support and process returns.
    • Data used: identity information, contact information.
    • Lawful basis: Legitimate interest – contract
  • Managing payment. We collect your payment information such as bank card information to take payment, give refunds and fraud detection and prevention. However, we do not keep this information ourselves. All the payment information we collect will be passed onto trusty third-party payment gateway service providers. Your payment information remains confidential even to us. Only the payment gateway service provider keeps it. We use Strip as our payment gateway, which is one of the most secure and widely used payment system on the market.
    • Data used: Payment information, identity information, contact information.
    • Lawful basis:  Legitimate interest – contract
  • Signing up for marketing communications including email newsletters as part of online account creation, or as separate function on certain web pages on Our Site. With your permission we can send news, products update, promotions and other marketing material to you by email, SMS or post, depending on your preference. You always have the right to opt-out at any time.
    • Data used: contact information
    • Lawful basis: Legitimate interest – commercial and Consent – gained through opt-in at point of sign up or as a separate opt-in option such as a tick box or a sign-up button etc.
  • Personalising and tailoring our products and services for you. With your consent and the information you provided, we may be able to better understand what you like and improve our products and services. From time to time we may ask you to review your product or experience to help us improve.
    • Data used: profiling information, identify information.
    • Lawful basis: Legitimate interest – commercial, Consent.
  • Performing analytical study on customers shopping behaviour in order to improve our products and services for you.
    • Data used: profiling information e.g. interests, purchase history, reviews etc., identity information e.g. age group, gender, business information, e.g. profession, job title.
    • Lawful basis: Legitimate interest – commercial, Consent.
  • Improving the performance and security of our website.
    • Data use: technical information e.g. IP address, browser type and version, operating system.
    • Lawful basis: Legitimate interest – commercial

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone text message or post with information, news, and offers on our products and services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the Data Protection Legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out. We will always obtain your express opt-in consent before sharing your personal data with third parties for marketing purposes and you will be able to opt-out at any time.

Third Parties (including advertising, marketing, analytical services and payment gateway services) whose content appears on Our Site may use third-party Cookies, as detailed in our Cookie Notice. Please note that we do not control the activities of such third parties, nor the data that they collect and use themselves, and we advise you to check the privacy policies of any such third parties.

We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us with details set out below.

If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.

In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.

How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. We only hold your personal data for as long as is necessary for the purpose for which it was collected or as is required to meet legal or regulatory requirements, enforce our terms and conditions, resolve disputes, or prevent fraud and abuse. At the end of the retention period your personal data will either be deleted completely or anonymised e.g. by removing the identity sensitive part of the data or aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and planning. Below are some examples of typical personal data retention periods:

Orders

When you place an order, we keep the personal data you provide us for two years so that we can comply with our legal, financial and contractual obligations.

Inactive accounts

If you’ve not used your account for more than two years, it will be flagged as inactive. This means some of the features and functions for registered users will be restricted, unless we are told by the account holder to re-activate his or her account.

Do You Share My Personal Data?

We will not share any of your personal data with any third parties for any purposes, subject to the following exceptions.

If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Policy.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law.

If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Policy.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

We do not sell , distribute or lease any personal information to any third parties. However, we do share your data with the following types of companies so that we can provide our services to you:

  • Fraud detection and prevention agencies
  • Companies that help fulfil your orders e.g., order fulfilment companies, delivery companies, warehouses and payment service providers.
  • Web hosting companies.
  • Marketing agencies who help with things we are not able to do ourselves, such email or mail marketing agency who helps us deliver email or mail marketing materials to you.
  • Other Companies approved by you e.g., social media sites when you choose to register or login with you social media accounts or use your social media account when you place an order.

How Can I Control My Personal Data?

In addition to your rights under the Data Protection Legislation, when you submit personal data via Our Site, you may be given options to restrict our use of your personal data. In particular, we aim to give you strong controls on our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails, or, at the point of providing your details).

You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.

Can I Withhold Information?

You may access Our Site without providing any personal data at all. However, to use all features and functions available on Our Site you may be required to submit or allow for the collection of certain data.

You may restrict our use of Cookies. For more information, see Cookie Notice.

How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”. All subject access requests should be made in writing and sent to the email or postal addresses shown below.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the relevant option on our contact form for the attention of Data Protection Officer (DPO)

Changes to this Privacy Policy

We may change this Privacy Policy from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.