Privacy Notice

Ghost Orchid Designs is committed to preserving the privacy of all visitors to the www.ghostorchid.co.uk website ("the Website"). This policy also covers use of the following website address: https://secure16.sitewizard.co.uk/sites/ghostorchid which is our secure server used for account access and online ordering. This policy is provided to inform you how we collect, use and protect the information that you provide to us.

This Privacy Policy applies to all countries and was last modified on 28th December 2008.

1. About Us

1.1  Ghost Orchid Designs are an online retailer offering personalised stationery and accessories for weddings and other special events through our online shop. Our office is based at 42 Juniper Close, Oxted, Surrey, RH8 0RX. We can be contacted by telephone on 01883 730 498. We can also be contacted via email using the contact form on our website.

2. Overview of this Privacy Policy

2.1  Ghost Orchid will ensure that any information it receives will be processed in accordance with the principles contained in the Data Protection Act 1998 and the policy detailed below. This policy only covers the Website and does not cover any third party websites to which links are provided.

2.2  In order to process your orders, respond to your queries and provide you with best possible service we must ask you to provide us information about yourself and your credit or debit card and/or bank account (where applicable). By consenting to, and agreeing the terms of, the Privacy Policy, you also expressly consent and agree to us processing your data in the manner set out in the Privacy Policy. This Privacy Policy describes the information we collect and how we use that information. Ghost Orchid Designs takes the privacy of your personal information very seriously and will use your information only in accordance with the terms of this Privacy Policy. We will not sell or rent your personally identifiable information or a list of our customers to third parties. This Privacy Policy applies to all functions of the Ghost Orchid Designs website.

2.3  By accepting the Privacy Policy and our Terms and Conditions, you expressly consent to our use and disclosure of your personal information and direct us to do so in the manner described in this Privacy Policy. This Privacy Policy is incorporated into and subject to our Terms and Conditions.

2.4  Your privacy is important to us. Please note that by accepting this Privacy Policy, you consent to your personally identifiable information being stored and processed on our behalf by our web developers (Site Wizard) computers in the United Kingdom.
We will hold and transmit your personal information in a manner designed to ensure its security. If you disagree with the terms of Privacy Policy, please do not register for nor use the Ghost Orchid Designs service.

3. Notification of Changes

3.1  This policy may be revised over time as new features are added to the Ghost Orchid Designs service or as we incorporate suggestions from our customers. We may amend this Privacy Policy at any time by posting a revised version on our web site. The revised version will be effective at the time we post it. If you disagree with the terms of this Privacy Policy, you may close your account at any time.

3.2  As stated above, we will post the amended Privacy Policy prominently on our website so that you can always review what information we gather, how we might use that information, and whether we will disclose it to anyone. Please check the Ghost Orchid Designs website at https://www.ghostorchid.co.uk at any time for the most current version of our Privacy Policy.

3.3  Some pages on the Ghost Orchid Designs website include links to third party websites. These sites are governed by their own privacy statements, and Ghost Orchid Designs is not responsible for their operations, including but not limited to their information practices. Users submitting information to or through these third party websites should review the privacy statement of these sites before providing them with personally identifiable information.

4. A Special Note About Children

4.1  Children are not eligible to use our online shop and we ask that minors (under the age of 18) do not submit any personal information to us or use the online shop.

5. Information We Collect

5.1  Personal Information
To open a Ghost Orchid Designs account, you must provide your name, address, phone number, email address and select a password to access your account. In order to make certain payments through Ghost Orchid Designs, you must provide credit card, debit card or bank account information. In addition, you may make an information request and in order to receive a response to your question, you may disclose personal information to Ghost Orchid Designs. Ghost Orchid Designs may also collect information about you from messages you post to the Website and emails or letters you send to us.

5.2  Transaction Information
When you use Ghost Orchid Designs to place an order, we retain this information in order to process your order and to provide you with the order details via email and through ‘your account’ on the website.

5.3  Information About You From Third Parties
In order to protect all our customers against potential fraud, we use Paypal to process all credit/debit card payments. Paypal verify the information you provide with bank processors. In the course of such verification, Paypal receive personally identifiable information about you from such services. In particular, if you register a credit card or debit card with Ghost Orchid Designs, Paypal will use card authorisation and fraud screening services to verify that your card information and address match the information that you supplied to Ghost Orchid Designs, and that the card has not been reported as lost or stolen.

5.4  Website Traffic Information
We collect information on which pages of our website you visit while you are on the Ghost Orchid Designs site, IP addresses, the type of browser you use and the times you access our website. We use this information to try to understand our customers' preferences better, so as to improve our service and your experience with Ghost Orchid Designs.

5.5  Our Use of "Cookies"
"Cookies" are small files of data that reside on your computer and allow us to recognise you as a Ghost Orchid Designs customer if you return to the Ghost Orchid Designs site using the same computer and browser. We send a "session cookie" to your computer if and when you log in to your Ghost Orchid Designs account by entering your email address and password. These cookies allow us to recognise you if you visit multiple pages in our site during the same session, so that you don't need to re-enter your password multiple times. Once you log out or close your browser, these session cookies expire and no longer have any effect.

We also use longer-lasting cookies for other purposes such as to display your email address on our sign-in form, so that you don't have to retype the email address each time when you log in to your Ghost Orchid Designs account We encode our cookies so that only we can interpret the information stored in them. You are free to decline our cookies if your browser permits, but doing so may interfere with your use of our website.

5.6  Customer Service Correspondence
If you send us correspondence, including emails and faxes, we retain such information in the records of your account. We will also retain customer service correspondence and other correspondence from Ghost Orchid Designs to you. We retain these records in order to keep records of our relationship, to measure and improve our customer service. We may, over time, delete these records if permitted by law.

5.7  Questionnaires, Surveys and Profile Data
From time to time, we may offer optional questionnaires and surveys to our users for such purposes as collecting demographic information or assessing users' interests and needs. The use of the information collected will be explained in detail in the survey itself. If we collect personally identifiable information from our users in these questionnaires and surveys, the users will be given notice of how the information will be used prior to their participation in the survey or questionnaire.

6. Our Use and Disclosure of Information

6.1  Internal Uses

We collect, store and process your personal information on servers located in the United Kingdom and operated by our web developer, Site Wizard. Our primary purpose in collecting personal information is to provide you with a safe, smooth, efficient, and customised experience. You agree that we may use your personal information to:

  • Provide the services and customer support you request.
  • Enable us to bill you and contact you where necessary regarding any order.
  • Contact you regarding a request for information or to follow up any feedback forms or questionnaires you may have completed and returned.
  • Resolve disputes and troubleshoot problems.
  • Customise, measure, and improve our services and the content and layout of our website.
  • Tell you about new products, and promotional offers if you have subscribed to our newsletters. You can choose whether to receive the newsletter when you complete the registration process, or at any time even if you do not have an account by entering your email address in the ‘newsletter subscription’ box on the left navigation pane of the website. You can unsubscribe from the newsletter at any time by clicking the link in the email.

6.2  If Ghost Orchid Designs wishes to use your personal information for a purpose other than the one for which you provided the information, it will ask for your consent first.

6.3  Disclosure to Third Parties

Ghost Orchid Designs will not sell or rent any of your personally identifiable information to third parties, except: in the following circumstances:

  • Disclose information in response to requirements of civil or criminal legal process.
  • Disclose information to your agent or legal representative (such as the holder of a power of attorney that you grant, or a guardian appointed for you).
  • Disclose aggregated statistical data with our business partners or for public relations. For example, we may disclose that a specific percentage of our users live in Manchester. However, this aggregated information is not tied to personal information.
  • If you have ordered goods or services, Ghost Orchid may have to give information to agents or subcontractors in order to process and deliver your order. If this was necessary, Ghost Orchid would ensure that agents or subcontractors are aware of the obligations in the Data Protection Act 1998 and this Privacy Policy.
  • As with any other business, it is possible that Ghost Orchid Designs in the future could merge with or be acquired by another company. If such an acquisition occurs, the successor company would have access to the information maintained by Ghost Orchid Designs, including customer account information, but would continue to be bound by the Data Protection Act 1998 and this Privacy Policy unless and until it is amended.
  • In connection with independent audits of our financial statements and operations, the auditors may seek to contact a sample of our customers to confirm that our records are accurate. However, these auditors cannot use personally identifiable information for any secondary purposes.

7. Information Security

7.1  Ghost Orchid Designs is committed to handling your customer information with high standards of information security. We use a secure server to process and store your account information. 

7.2  The checkout system within the Website is a secure area and is certified as secure for financial transactions. All credit/debit card transactions are processed through a secure server. We do not hold your credit/debit card information on our web-server.

7.3  Ghost Orchid Designs has ensured that any members of staff or agents processing personal information on behalf of Ghost Orchid are aware of their obligations under the Data Protection Act 1998 and this Privacy Policy.

7.4  The security of your Ghost Orchid Designs account also relies on your protection of your Ghost Orchid Designs password. You may not share your Ghost Orchid Designs password with anyone. Ghost Orchid Designs representatives will never ask you for your password, so any email or other communication requesting your password should be treated as unauthorised and suspicious and should be deleted. If you do share your Ghost Orchid Designs password with a third party for any reason, including because the third party has promised to provide you additional services such as account aggregation, the third party will have access to your account and your personal information, and you may be responsible for actions taken using your password. If you believe someone else has obtained access to your password, please change it immediately by logging in to your account and clicking on ‘change my account password’.

8. Accessing and Changing Your Information

8.1  You can review the personal information you provided us and make any desired changes to such information, or to the settings for your Ghost Orchid Designs account, at any time by logging in to your account on the Ghost Orchid Designs website and changing your preferences by clicking on the "My Account" tab.

9. Offensive Material and Crime Prevention

9.1  In accordance with the Terms and Conditions of the Website, you are not permitted to post or send any offensive or inappropriate material or information to the Website or to us via email. In the event that you breach this term, Ghost Orchid Designs may use your personal information to take action against you to prevent further breaches of this term.

9.2  Ghost Orchid Designs has systems in place to protect itself, the community and users of its Website against fraud and other crimes. Ghost Orchid Designs may use your personal information to detect and prevent crime and may disclose your information to the police and fraud prevention agencies, where it suspects that you have or are going to commit a crime.

10. Accountability

10.1  If you have any questions about this privacy statement, or your dealings with Ghost Orchid Designs, you can contact us by using the form on our Contact page, or by calling us on 01883 730 498, or by writing to us at Ghost Orchid Designs, 42 Juniper Close, Oxted, Surrey, RH8 0RX.

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