Terms, Conditions and Privacy Policy

Introduction

Inkaholics Limited is committed to protecting your privacy, and takes its responsibilities regarding the security of customer information very seriously. This policy explains how we use customer information and how we protect your privacy.

This Privacy Policy explains in detail the types of personal data we may collect about you when you interact with us. We require certain information to allow us to process your request for our services , this is to protect our customers and enhance your personal security. Inkaholics Limited collects the details provided by you, together with information we learn about you from your use of our facilities and your visits to our web sites and services. We want you to be fully informed about your rights, and how the website and the business uses your personal data.

The policy is written so you are fully informed about practices and to ensure you are fully informed on how Inkaholics Limited use and process your data. We hope the following information will answer any questions you have but if not, please do get in touch with us via email at info@inkaholics.co.uk

It’s likely that we’ll need to update this Privacy Notice from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check it whenever you wish. If we decide to change our Privacy Policy, we will post those changes on this page so that you are always aware of what information we collect, how we use it and in what circumstances we disclose it.

General statement

Inkaholics Limited has never shared or intends to share marketing information with third party organisations. It is necessary to share information regarding financial processing or business transactions i.e. bank payments, credit and debit card transactions. This will be carried out in accordance to current regulation, guidance and best practice and always in a secure and responsible manner DCI PSS.
We also share your information between known members of staff to facilitate our services to you.

We may collect additional information in connection with your participation in any promotions or competitions offered by us and information you provide when giving us feedback. We may contact you by post, e-mail or telephone to ask your opinions.

The information that you provide to us will be held in our systems, which are located on our premises or those of an appointed third party. We may also allow access to your information by other third parties who act for us for the purposes set out in this policy or for other purposes approved by you.

Security to protect your information and data retention. When you book a consultation or session identifying information, your details are transmitted across the internet securely using high-grade encryption (128 bit). Furthermore, as required by the UK Data Protection Acts of 1984 and 1998, we follow strict security procedures in the storage and disclosure of information which you have given us, to prevent unauthorized access.

Website and Social Media

Cookies are small pieces of information that are stored by your browser on your computer’s hard drive. They enable us to provide features such as remembering aspects of your last booking search to make subsequent searches faster. Cookies can be deleted from your hard drive if you wish. Most web browsers automatically accept cookies, but you can change your browser settings to prevent that. Even without a cookie you can use most of the features on the web site. Our cookies do not contain any personally identifying data.

Use of pixels

In order to understand how our customers interact with the emails and the content that we send, we use pixels in the email in order to understand who has opened the message. In order to provide our content in the most interesting way, we may also use pixels to learn whether you can receive emails in text or html form.

The Legal basis we rely on:

Consent

In specific situations, we can collect and process your data with your consent.

Example:

Providing your detail, payment of your registration fee triggers an initial introduction email, within this email is an option to opt out of further newsletter correspondence.
If you tick a box to receive email newsletters.
When collecting your personal data, we’ll always make clear to you which data is necessary in connection with particular services.

Contractual obligations

-once you have received the service of tattooing you must pay the agreed price ,no credit is allowed
-a deposit needs to be paid via the online portal PayPal
-the deposit is refundable if a formal cancellation via mail is made at least 24 hours before the scheduled appointment.
-you can not ask for a refund if you don’t like your tattoo or doesn’t represent you anymore ,so please think carefully if you should get it in the first place and if you won’t regret it after.
-If the law requires us to, we may need to collect and process your data.

Example: We can pass on details of people involved in fraud and other criminal activity

Legitimate interest

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 business and which does not materially impact your rights, freedom or interests.
Also we are required by law to keep written consent forms filed by our customers.

Example: Sending of the introduction email to ensure all members are aware of Terms and conditions.
As part of mailing list you will be receiving, promotions, news or changes in operating times and tattoo artists.

We will also use your address details to send you direct marketing information by post, telling you about offers and activities that we think might interest you.
Vital Interest

In specific situations we may be required to share information to facilitate treatment of preserve life.

Example: If you had an accident within our shop, we may be required to disclose information to the emergency services.

When we collect your personal Data

When you visit any of our websites, and use your account to buy products and services.
When you make an online purchase.
When you engage with us on social media.
When you contact us by any means with queries, complaints etc.
When you enter prize draws or competitions.
When you choose to complete any surveys we send you.
When you comment on or review our products and services.
What Sort of personal data we collect

When you have your visit to Inkaholics an account will be set with us: your name, gender, date of birth, address, email and telephone number.
We collect notes from our conversations with you, details of any complaints or comments you make, details of purchases you made or booked.
Details of your visits to our websites or apps, and which site you came from to ours.
Information gathered by the use of cookies in your web browser.
Personal details which help us to recommend offers of interest.
Payment card information.
If you are requested to show a photo ID to proof you are over 18 years of age we will take a photo copy and staple it on your consent form.
Your image may be recorded on CCTV when you visit our tattoo shop.
To deliver the best possible web experience, we collect technical information about your internet connection and browser as well as the country and telephone code where your computer is located, the web pages viewed during your visit, the advertisements you clicked on, and any search terms you entered. Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback.

How and why we use your personal data

To send you relevant, personalized communications by post in relation to updates, offers, services and products. We’ll do this on the basis of our legitimate business interest.
You are free to opt out of hearing from us by post at any time.

To send you communications required by law or which are necessary to inform you about our changes to the services we provide you. For example, updates to this Privacy Notice, product recall notices, and legally required information relating to your orders. These service messages will not include any promotional content and do not require prior consent when sent by email or text message. If we do not use your personal data for these purposes, we would be unable to comply with our legal obligations.
To administer any of our prize draws or competitions which you enter based on your consent given at the time of entering.
To develop, test and improve the systems, services and products we provide to you. We’ll do this on the basis of our legitimate business interests.
To comply with our contractual or legal obligations to share data with law enforcement.
For example, when a court order is submitted to share data with law enforcement agencies or a court of law

To send you survey and feedback requests to help improve our services and facilities. These messages will not include any promotional content and do not require prior consent when sent by email or text message. We have a legitimate interest to do so as this helps make our products or services more relevant to you.
Of course, you are free to opt out of receiving these requests from us at any time by updating your preferences in your online account.

How we protect your personal data

We know how much data security matters to all our customers. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.

We secure access to all transnational areas of our websites using ‘https’ technology.
we also use Site Lock which scans and certify the website

Access to your personal data is password-protected, and sensitive data such as payment card information) is secured and tokenised to ensure it is protected.

We are committed to ensuring that your information is secure. To prevent unauthorized access or disclosure, we have put in place suitable physical, electronic and corporate policies to safeguard and secure the information we collect online. Please be assured that we will take all steps reasonably necessary to ensure your data is treated securely and in accordance with this Privacy Policy. Any transactions will be encrypted. We cannot, however, guarantee the security of your transmitted data and you submit such data at your own risk.

How long will we keep your personal data

Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected. When you first visit Inkaholics Limited we will keep you data for 5 years or more from the date of your last visit or transaction with us.
At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.

In the case of an Insurance claim or a claim for damages against the company we will keep relevant data for 21 years.

CCTV policy

This section sets out the appropriate actions and procedures which Inkaholics Limited follows in respect of the use of CCTV (closed circuit television) surveillance systems (“CCTV Systems”) at our premises.

Please note that all premises are monitored by CCTV 24 hours a day. Inkaholics Limited reserves the right for its employees and contractors to review footage as required and by entering onto our sites you consent to your image being recorded and reviewed and waive any and all claims in relation to same. Recorded CCTV footage will be stored securely and retained in compliance with the Data Protection Act 1998.
In drawing up this policy, due account has been taken of the following:

The Act and any other relevant Data Protection legislation;
The CCTV Code of Practice produced by the Information Commissioner (“Code of Practice”); and
The Human Rights Act 1998.
This policy will cover all employees and persons providing a service to Inkaholics Limited, visitors and all other persons whose image(s) may be captured by our CCTV Systems.

In processing CCTV surveillance data, our staff will consider carefully the type of personal data being processed and in particular whether there is any personal data which falls within the definition of “sensitive personal data” or “special category personal data” as defined in the Act. Such data includes:

Ethnic origin or race;
Political opinion;
Religious and philosophical beliefs;
Trade Union membership;
Health – mental or physical;
Sexual life or sexual orientation
Genetic data; and
Biometric data for the purpose of uniquely identifying a natural person.
We will also ensure that the personal data is only processed in accordance with the following requirements:

It will be processed fairly, lawfully and in a transparent manner;
It will only be collected for specified, explicit and legitimate purposes and not further processed in any manner incompatible with those purposes;
It will be adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
It will be accurate and, where necessary, kept up to date;
It will not be kept for longer than is necessary for the purposes for which the personal data are processed; and
It will be processed in a manner that ensures appropriate security of the personal data.
Initial Assessment Procedures

The purpose of the use of the CCTV Systems and the collection and processing of CCTV images is for the prevention or detection of crime or disorder, apprehension and prosecution of offenders (including use of images as evidence in criminal proceedings), interest of public and employee Health and Safety, protection of public health and the protection of the Our property and assets.

Location of the Cameras

The location of the equipment is carefully considered, because the way in which images are captured needs to comply with the Act.

All cameras are located in prominent positions within public and staff view and do not infringe on sensitive areas. All CCTV surveillance is automatically recorded and any breach of this location policy will be detected via controlled access to the CCTV System and auditing of the CCTV System.

Quality of the Images

The images produced by the equipment will as far as possible be of a quality that is effective for the purpose(s) for which they are intended. Upon installation, all equipment is tested to ensure that only the designated areas are monitored and suitable quality pictures are available in live and play back mode. All CCTV equipment is maintained under contract.

Processing the images

Images which are not required for the purpose(s) for which the equipment is being used will not be retained for longer than is necessary. While images are retained, it is essential that their integrity be maintained, whether it is to ensure their evidential value or to protect the rights of people whose images may have been recorded. Access to and security of the images is controlled in accordance with the requirements of the Act.

All images are digitally recorded and stored securely within the system’s hard drives. Images are stored for a minimum of 14 days, and stored for no more than 1 year.

Where the images are required for evidential purposes or disciplinary proceedings, a copy file will be moved to an access controlled confidential location on the network and held until completion of the investigation. Viewing of images within the system is controlled by a person nominated to act on behalf of Inkaholics Limited. Only persons trained in the use of the equipment and authorised can access data.

Access to and disclosure of images to third parties

Access to, and disclosure of, the images recorded by our CCTV System and similar surveillance equipment is restricted and carefully controlled. This ensures that the rights of individuals are preserved and the continuity of evidence remains intact should the images be required for evidential purposes e.g. a police enquiry or an investigation being undertaken as part of an internal procedure.

Access to the medium on which the images are displayed and recorded is restricted to authorized staff and third parties as authorized from time to time for specific purposes. Access to and disclosure of images is permitted only if it supports the purpose for which such images were collected.

Access to images by individuals

The Act gives any individual the right to request access to CCTV images which contain their personal data.

Individuals who request access to images must submit this formally in writing, with sufficient details to identify the section of footage with which they are concerned and to enable Inkaholics Limited to satisfy itself that the person making the request is the data subject of that specific recording. Upon receipt of the request the management of Inkaholics Limited will determine whether disclosure is appropriate and whether there is a duty of care to protect the images of any third parties. If the duty of care cannot be discharged then the request can be refused.

A written response will be made to the individual, giving the decision (and if the request has been refused, giving reasons) within 21 days of receipt of the request.

Enforcement

The Information Commissioner’s Office has the power to bring enforcement actions against companies where it considers that there’s been a breach of one or more of the Data Protection principles.

If you have any complaints relating to this CCTV policy or our use of your personal data, please contact us: The Data Protection Officer – DPO@Inkaholics.co.uk

What are your rights over your personal data?

An overview of your different rights

You have the right to request:

Access to the personal data we hold about you, free of charge in most cases.
The correction of your personal data when incorrect, out of date or incomplete.
For example, when you withdraw consent, or object and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end.
That we stop using your personal data for direct marketing (either through specific channels, or all channels).
That we stop any consent-based processing of your personal data after you withdraw that consent.
Review by a team member of any decision made based solely on automatic processing of your data (i.e. where no human has yet reviewed the outcome and criteria for the decision).
You have the right to request a copy of any information about you that Inkaholics Limited holds at any time, and also to have that information corrected if it is inaccurate. To ask for your information, please contact info@inkaholics.co.uk or by post at 8 Cavell street, London, E1 2HP, U.K.

If we choose not to action your request we will explain to you the reasons for our refusal.
authorized a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.

Signed and dated by Stefan Dinu ( Managing Director ) 18.05.2020

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