This Privacy Policy is applicable to this Site and not necessarily to other OK Vape Ltd sites on the World Wide Web. Please read the privacy policy applicable to the site you are visiting. If you do not agree with this Privacy Policy, please do not use this Site. By accessing and using this Site, you hereby agree to the terms of this Privacy Policy.
Please also refer to the Terms & Conditions of sale before purchasing from OK Vape.
OK Vape Ltd
Unit 6 The Threshing Barn
Woodhayes
Honiton
Devon
EX14 4TP
Phone: 0870 609 3379
Email: info@okvape.co.uk / sales@okvape.co.uk
Data Protection Officer: Clare Shobbrook
OK Vape Ltd act as the controller of any data given by a User. Our web developers Blaze Concepts also act as controllers of this data as the managers of this Website.
Privacy Policy Version: April 2018
In terms of a sale, we will collect the following information to fulfil your order and to provide us with contact details, should we need to contact you regarding the order.
FOR INTERNAL BUSINESS ANALYSIS
We may collect the following information, in addition to the above, for our own internal business analysis:
FOR MARKETING PURPOSES
We may collect the following information to send email marketing communications where consent has been given:
We use various third parties for internal analysis, customer services and where marketing communications consent has been given, to tailor marketing materials to our customers’ interests. You can find out more about marketing communications in the next section.
If you are simply browsing this site and do not enter any personal details, only anonymous data to do with how you use the website will be tracked. This is to help us make ongoing improvements to the user experience on our website. Please see our Cookie Policy for more information.
If you are placing an order or creating an account, we may use certain trusted third parties to process your data. This is so that we can analyse customer activity as a whole to make business, service and product improvements and to assist with customer service.
Please see below for a list of the third parties that we may use to process your data and the data that we share with them.
We will never sell your data and will only share your data with third parties that enable us to analyse our business data or deal with communications most effectively.
We do not collect or buy data about you from any outside sources.
No information may be submitted to OK Vape Ltd by persons under the age of 18, nor may persons under the age of 18 make purchases or other legal acts on this Site.
We have an age verification system in place to ensure that purchases cannot be made by anyone under the age of 18. When you pass through the Site’s checkout system your details will be checked by age verification provider, Age Checked (please see Processors section for more information) to verify your identity.
We must verify your age by law so if you are not happy for your details to be used in this way, we regret that you will be unable to place an order with us.
We may use the following third parties to process your data in order for us to provide our services and manage internal processes. These organisations have been audited to ensure compliance with the EU General Data Protection Regulations. Processors located in non-EU states have all been approved by the European Commission as having an adequate level of data protection.
The Data Controller
Data Processed:
Name, address, email, DOB, payment information, purchase history
Reason for processing:
As the owners of this website, we are the main controllers and processors for any data held for our customers/website users. Data is processed in order to carry out the services offered by OK Vape Ltd
Website management & development
Data Processed:
Name, address, email, DOB, payment information, purchase history
Reason for processing:
As our web developers, Blaze Concepts process your data on behalf of OK Vape Ltd in order to order to deliver the services of this Website.
Address lookup
Data Processed:
Address
Reason for processing:
Address lookup to improve user experience when entering address details for an order.
Age Verification
Data Processed:
Email Address, Name, Date of Birth
Reason for processing:
Lawful – by law we must verify that all customers are over the age of 18.
Further Details:
We have an age verification system in place to ensure that purchases cannot be made by anyone under the age of 18. When you pass through this Website’s checkout system for the first time your details will be checked by AgeChecked against electoral roll data to verify your identity.
If you have not been verified by AgeChecked before and they cannot match your details, you will be given the option to enter your drivers licence number, passport number or phone number to verify your identity. Once you’ve been verified, your details will not be checked again. AgeChecked do not hold any personal data other than your email address and all data is made anonymous.
We are required to verify your age by law so if you are not happy for your details to be used in this way, we regret that you will be unable to place an order with us.
Heatmapping & recording
Data Processed:
Anonymous – Clicks on the Website and actions by way of recordings
Reason for processing:
To analyse effectiveness of the website and identify any areas for improvement
Email & segmentation/analysis
Data Processed:
Name, Email Address, Location
Reason for processing:
We use Klaviyo to send out emails to our subscribers. We also use it to segment our customers based on previous purchases so that we can send the most relevant promotional emails. We may also use this to send service emails should there be a disruption in our service or a problem with a customer’s order.
Segmentation & Analysis
Data Processed:
Name, address(es), email
Reason for processing:
We use this software for internal business analysis. We also use it for customer services purposes to find or check details of an order or to look up any details required based on a customer request.
Search Engine Optimization software
Data Processed:
Anonymous website visits
Reason for Processing:
Internal analysis and website development
Website analysis
Data Processed:
Anonymous website metrics (e.g. clicks, pages visited, website visits, conversions)
Reason for Processing:
Internal analysis and website development
Customer feedback collection/surveys
Data Processed:
Anonymous, unless name and email are provided voluntarily
Reason for Processing
We process data from surveys for website development, customer feedback and product development purposes. Surveys remain anonymous except where contact details are left voluntarily in request for a reply to feedback left.
Customer review capture
Data Processed:
Name and email address
Reason for Processing
Please note that we do not currently use Trustpilot to actively collect reviews.
When you place an order with us, your name and email address will be sent to Trustpilot who may send you an email request to review Our products and/or service. This gives you the opportunity to let us know of any problems you may have experienced or make suggestions to us for how we can improve our service. This also provides a platform for others to view impartial reviews about OK Vape when considering a purchase. You can unsubscribe from Trustpilot emails at any time.
Customer Review capture
Data Processed:
Name and email address
Reason for Processing:
When you place an order with us, your name and email address will be sent to Reviews.co.uk who may send you an email request to review Our products and/or service. This gives you the opportunity to let us know of any problems you may have experienced or make suggestions so us for how we can improve our service. This also provides a platform for others to view impartial reviews about OK Vape when considering a purchase. You can unsubscribe from Reviews.co.uk emails at any time.
Internal database analysis
Data Processed:
Name, email, address(es), DOB
Reason for Processing:
Internal business analysis
Payment processor
Data Processed:
Name, email, addresses, payment card details
Reason for processing:
To process payments of behalf of OK Vape Ltd
Payment processor
Data Processed:
Name, email, addresses, payment card details
Reason for processing:
To process payments of behalf of OK Vape Ltd
Accounting
Data Processed:
Name, billing address
Reason for processing:
Accounting purposes
Email (Customer Services)
Data Processed:
Email (+ name/addresses/any further details provided by the customer)
Reason for Processing:
To process and reply to customer enquiries
Email (Customer Services)
Data Processed:
Email (+ name/addresses/any further details provided by the customer)
Reason for Processing:
To process and reply to customer enquiries
Behaviour-based website popups & email capture.
Data Processed:
Email, name
Reason for Processing:
To provide tailored information to you during your visit to our website and in some cases, to ask for and collect your email address so that we can send you our newsletters.
HOW WE USE YOUR DATA IN RELATION TO A SALE
Any data given to us in relation to a sale will be processed in order to fulfil the requirements of the sale. We may then process this data for the purposes of internal business analysis.
Please note that we must carry out age verification to process a sale as all customers must be over the age of 18. Please see our list of processors for more information on the third party used for ID verification.
Lawful Basis for Processing
Our lawful basis for processing this information is: Contractual
Please note that processing of date of birth information is required by law.
HOW WE USE YOUR DATA IN RELATION TO BUSINESS ANALYSIS
When you agree to our terms & conditions, you agree to us analysing your purchase history and personal data, such as gender and age. This is for the purposes of internal analysis so that we can get to know our customer base in order to develop the Website, our products and services. We may also use this data along with your IP address (where cookies are enabled) to show you personalised product recommendations and to improve your experience of using our Website.
HOW WE USE YOUR DATA IN RELATION TO MARKETING COMMUNICATIONS
We will only send marketing emails where you have given us permission to do so either at the checkout or through dedicated signup forms. You can unsubscribe from these emails at any time either from a link at the bottom of every email or by emailing us directly at info@okvape.co.uk and asking to be removed from our marketing lists.
By signing up to receive our emails you agree to us capturing data through a third party on your email opens, email link clicks and subsequent related purchases. We do this to track and analyse the effectiveness of our campaigns. We may also use this data for profiling so that we can send you emails relevant to your previous purchases or products that you have shown an interest in.
If you do not agree to the above then please do not sign up to our newsletter. If you are already subscribed and wish to remove your data, please contact us.
Lawful Basis for Processing
Our lawful basis for processing this data is: Consent
HOW WE USE YOUR DATA IN RELATION TO OTHER EMAIL COMMUNICATIONS
By placing an order with us, you agree for us to send any necessary service emails to update you on the status of your order or to make you aware of any issues with the website or your order. You can also opt out of these emails however you would no longer receive any order confirmations or updates. If you would like to do this, please contact us and we will ensure that you do not receive such updates.
If you use the contact form to email us for support, we will not use any details disclosed in this email for any other purposes than to reply to your query. We may however keep a record of your email(s) for internal analysis of customer feedback/complaints, or to refer to should you need to contact us about a previous issue in future.
Lawful Basis for Processing
Our lawful basis for processing this data is: Contractual
Your data is stored securely with our hosting provider on a VPS server. All data transferred between your browser and the server is encrypted. If you hold an account on this Website, your account password is also encrypted.
Any data held by third parties cannot be accessed by anyone outside of the Company or the third parties themselves. Third party platforms are password protected and can only be accessed by internal staff or staff of the third party in question. These companies have been audited by ourselves for GDPR compliance.
We will retain any data we hold about you whilst you are actively using our services, until the point that you request removal or after a period of 7 years from the last order placed.
User accounts and data records for users that have no associated orders will be removed after 2 years of inactivity.
We respect your privacy rights and provide reasonable access to the Personal Data that you have provided to us through the use of our services.
If you wish to receive a record of data we hold about you, or for us to amend or erase any of your data, please contact us. We will follow company procedure, responding in a timely manner and satisfying the request within 30 days as per the requirements of the GDPR.
We require confirmation of identity in order to process your request. This involves the completion of a data access/modification/erasure request form. An electronic copy of this form will be emailed to you in the first instance. If a reply is not received after 14 days we will send a copy of the form by post, provided we have an address for you.
If we do not receive a completed form, we will be unable to complete your request as this will be deemed insufficient evidence of identity.
At any time, you may access and change your name, phone number, contact email and delivery and billing addresses yourself from within your Account. This will automatically update any records that we hold.
If you wish to unsubscribe from marketing emails you can do so at any time by clicking the link at the bottom of any of our marketing emails. You can also update your email preferences here.
We use cookies for a variety of reasons detailed below. Unfortunately in most cases there are no industry standard options for disabling cookies without completely disabling the functionality and features they add to this site. It is recommended that you do not disable cookies as they are most likely vital to providing services that you use on this Site.
Cookies are small text files that we place in your computer’s browser to store your preferences and are used by many websites for user experience and analysis purposes.
We use cookies to help identify your computer so we can tailor your user experience, track shopping basket contents and remember where you are in the order process.
You can disable any cookies already stored on your computer, but these may stop our website from functioning properly.
What are they used for?
The cookies we set
If you create an account with us, we will use cookies for the management of the signup process and general administration. These cookies will usually be deleted when you log out however in some cases they may remain afterwards to remember your site preferences when logged out.
We use cookies when you are logged in so that we can remember this fact. This prevents you from having to log in every single time you visit a new page. These cookies are typically removed or cleared when you log out to ensure that you can only access restricted features and areas when logged in
This site offers newsletter or email subscription services and cookies may be used to remember if you are already registered and whether to show certain notifications which might only be valid to subscribed/unsubscribed users.
This site offers e-commerce or payment facilities and some cookies are essential to ensure that your order is remembered between pages so that we can process it properly.
When you submit data to through a form such as those found on contact pages or comment forms cookies may be set to remember your user details for future correspondence.
We also use cookies to track the pages you visit via Google Analytics. This helps us to understand and improve the user experience of visitors to this Website.
Third Party Cookies
In some cases, we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site.
This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.
For more information on Google Analytics cookies, see the official Google Analytics page.
Third party analytics are used to track and measure usage of this site so that we can continue to produce engaging content. These cookies may track things such as how long you spend on the site or pages you visit which helps us to understand how we can improve the site for you.
From time to time we test new features and make subtle changes to the way that the site is delivered. When we are still testing new features these cookies may be used to ensure that you receive a consistent experience whilst on the site whilst ensuring we understand which optimisations our users appreciate the most
As we sell products it’s important for us to understand statistics about how many of the visitors to our site make a purchase and as such, this is the kind of data that these cookies will track. This is important to you as it means that we can accurately make business predictions that allow us to monitor our advertising and product costs to ensure the best possible price.
How to disable cookies
You can accept or block all cookies from websites you visit by default or receive an alert whenever a cookie is offered by a website’s server by adjusting the settings on your browser (see your browser Help for how to do this).
Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of the this site, therefore we do not recommend disabling cookies.
Halco Products Ltd is committed to the protection of the privacy of its web site visitors. Please note that we may provide aggregate statistics about our customers, sales, traffic patterns, and related site information to reputable third-parties for analysis purposes. If you have not created an account and/or are not logged in, this data will remain anonymous and include no personally identifying information. By accepting the cookie policy you agree for this information to be collected. More details on ‘cookies’ can be viewed under ‘Visitor Identification’. We use HotJar to collect anonymous data relating to clicks and the flow of our website users, to allow us to improve our website. This data is completely anonymised however you can still opt out of tracking here: https://www.hotjar.com/opt-out.
In addition to any personal information that you may provide us, this Site may use technology that lets us collect certain technical information like your Internet protocol address, your computer’s operating system, your browser type, traffic patterns and the address of any referring websites.
You can view more information about the third parties that we may use to process data by clicking the button above.
In order to respond to your questions, fulfil your requests or manage interactive customer programs, it may be necessary to ask for personal information such as your name, address, e-mail address and telephone number. We may use this information to respond to your requests or to contact you via mail, phone or email, unless you unsubscribe from this service, to inform you of new products, services or promotions we may offer. If you place an order for a product, request a service or submit content to this site, we may need to contact you for additional information required to process or fulfil your order and/or request. However, unless compelled by applicable legislation, we will not provide this information to a third party without your permission, except as necessary to process your order, fulfil your requests or manage interactive customer programs. You also hereby grant to Halco Products Ltd the right to exchange any information provided by you between Halco Products Ltd affiliates for the purposes mentioned above.
If you have created an account with us, when you browse the site we will collect data relating to your activities ONLY on this site and ONLY to improve your shopping experience, our website and product offering. If you do not wish to make this data available, you can opt out by clicking this link. Please note that this link works via cookies and therefore will only apply when viewing our site on the device and browser you are currently using. This will stop the site collecting information until 2099 or until you clear the cookies on your browser & re-visit this site.
From time to time, information may be placed on your computer to allow us to identify you. This information is commonly known as “cookies”. By showing how and when our visitors use this Site, this information can help us to continue to improve our Site. We will only use cookies to view information on your hard drive that was put there by a cookie from this Site. The use of cookies is an industry standard and many web sites use them. Cookies are stored on your computer and not on this Site. If you do not wish to receive cookies, or want to be notified of when they are placed, you may set your web browser to do so, if your browser so permits.
Please note that while there are always risks associated with providing personal data, whether in person, by phone or over the Internet, and no system of technology is completely safe, “tamper” or “hacker- proof”, Halco Products Ltd has endeavoured to take appropriate measures to prevent and minimise risks of unauthorised access to, improper use and the inaccuracy of your personal information. For example, we use encryption technology when collecting or transferring sensitive data such as credit card information.
If you provide payment information it will be securely processed and stored (when you, the customer, choose to do so) by our payment gateways PayPal & Sage Pay.
Halco Products Ltd will on its own initiative, or at your request, replenish, rectify or erase any incomplete, inaccurate or outdated personal data retained by Halco Products Ltd in connection with the operation of this Site.
No information may be submitted to Halco Products Ltd by persons under the age of 18, nor may persons under the age of 18 make purchases or other legal acts on this Site.
We have an age verification system in place to ensure that purchases cannot be made by anyone under the age of 18. When you pass through the Site’s checkout system your details will be checked by a third party application against various data sources such as postal address, credit information & utility data to verify your identity. We must verify your age by law so if you are not happy for your details to be used in this way, we regret that you will be unable to place an order with us.
We may change this Privacy Policy, or change, modify or withdraw access to this Site or the content of these pages at any time with or without notice.