Privacy Policy

Introduction

Embervalley Place Limited ("we", "us", "our") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard information when you interact with our services.

This policy applies to all services offered by Embervalley Place, including consultations, curated collections, events, and rare book sourcing.

Information We Collect

We collect different types of information depending on how you engage with our services:

Information You Provide Directly

When you contact us or use our services, you may provide:

• Name and contact details (email address, postal address)
• Reading preferences and history
• Payment information for service purchases
• Correspondence and communication records
• Event registration details
• Preferences for specific books or genres

Information Collected Automatically

When you visit our website, we may automatically collect:

• Browser type and version
• Operating system
• IP address
• Pages visited and time spent on pages
• Referring website addresses
• Cookie data (see our Cookies Policy for details)

How We Use Your Information

We use the information we collect for the following purposes:

Service Delivery

We use your information to provide the services you request, including personalised book recommendations, curated collections, event coordination, and rare book sourcing. Your reading preferences help us tailor suggestions to your specific interests.

Communication

We use your contact information to respond to enquiries, send service updates, and provide information about events or new offerings that may interest you. You can opt out of marketing communications at any time.

Service Improvement

We analyse how people use our services to identify improvements and develop new offerings that better serve our community.

Legal Compliance

We maintain records as required by UK law, including financial transaction details for accounting and tax purposes.

Legal Basis for Processing

Under UK GDPR, we process your personal data based on:

• Contract performance: Processing necessary to deliver services you have requested
• Legitimate interests: Improving our services, preventing fraud, and maintaining business operations
• Consent: Where you have explicitly agreed to specific processing, such as marketing communications
• Legal obligation: Where required by law, such as financial record-keeping

Data Sharing and Disclosure

We do not sell or rent your personal information to third parties. We share data only in the following limited circumstances:

Service Providers

We work with trusted third parties who assist with specific business functions, including payment processing, email delivery, and website hosting. These providers are contractually obligated to protect your data and use it only for the purposes we specify.

Publishers and Suppliers

When sourcing books on your behalf, we may share relevant details with publishers or dealers. We limit this information to what is necessary to fulfil your request.

Legal Requirements

We may disclose information if required by law, court order, or governmental regulation, or if necessary to protect our rights, property, or safety.

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Encrypted data transmission
• Secure storage systems with access controls
• Regular security assessments
• Staff training on data protection

While we take reasonable precautions, no internet transmission is completely secure. We cannot guarantee absolute security of information transmitted to us online.

Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this policy:

• Active client records are maintained while you use our services and for two years after your last interaction
• Financial records are kept for seven years to comply with UK tax law
• Marketing consent records are maintained until you withdraw consent
• Website analytics data is retained for 26 months

After these periods, we securely delete or anonymise your information.

Your Rights

Under UK data protection law, you have several rights regarding your personal information:

Right to Access

You can request a copy of the personal data we hold about you.

Right to Rectification

You can ask us to correct inaccurate or incomplete information.

Right to Erasure

In certain circumstances, you can request deletion of your personal data.

Right to Restrict Processing

You can ask us to limit how we use your data in specific situations.

Right to Data Portability

You can request your data in a structured, commonly used format to transfer to another provider.

Right to Object

You can object to processing based on legitimate interests or for direct marketing purposes.

Right to Withdraw Consent

Where processing is based on consent, you can withdraw that consent at any time.

To exercise any of these rights, contact us at [email protected]. We will respond within one month.

Children's Privacy

Our services are not directed at children under 16. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately so we can delete it.

International Transfers

Your data is primarily stored and processed within the United Kingdom. If we transfer data outside the UK, we ensure appropriate safeguards are in place to protect your information in accordance with UK data protection law.

Changes to This Policy

We may update this privacy policy periodically to reflect changes in our practices or legal requirements. We will post any revisions on this page with an updated "last modified" date. Significant changes will be communicated directly to active clients.

Contact and Complaints

If you have questions about this privacy policy or our data practices, contact us at:

Email: [email protected]
Post: Data Protection Officer, Embervalley Place Limited, 42 Deansgate Avenue, Manchester, M3 2FE, United Kingdom

If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection matters. Visit embervalley-place.com for details.