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Privacy Policy

Who we are

Our website address is: https://www.watchspecialists.com.

Watch Specialists Ltd, an English limited company, is the Controller of your Personal Data (referred to in this Privacy Policy as either “Watch Specialists”, “we”, “us” or “our”).
Our registered address is: Swift House, Ground Floor, 18 Hoffmanns Way, Chelmsford, Essex CM1 1GU

You can contact us directly with any privacy-related queries or complaints by emailing support@watchspecialists.com.

What personal data we collect and why we collect it

All the Personal Data we collect, both from you and from third parties about you, is outlined in the table below. Before you read that table, it might be useful to explain what “Personal Data” is. The GDPR definition of Personal Data can be found here. Essentially, it means: information about an individual, from which that individual is either directly identified or can be identified. It does not include ‘anonymous data’ (i.e., information where the identity of individual has been permanently removed). However, it does include ‘indirect identifiers’ or ‘pseudonymous data’ (i.e., information which alone doesn’t identify an individual but, when combined with certain additional and reasonably accessible information, could be attributed to a particular person).

Category of Personal Data collected What this means
Identity Data Your full name, your signature (when you sign for an order or to confirm collection of a return)
Contact Data Your home address, shipping address, billing address, email address and telephone numbers.
Financial Data Your bank account and payment card details, including your bank account number, sort code, IBAN, BIC, and bank address. Payment card details will be collected directly by our Payment Processor and we won’t receive them. However, in certain limited cases, we may receive bank account details in the context of administering refunds.
Social Media Data The profile picture, email address and first and last name associated with your social media profile.
Marketing and Communications Data Your preferences concerning receiving marketing from us and your communication preferences.
Behavioural Data Inferred or assumed information relating to your behaviour and interests, based on your online activity. This is typically aggregated and grouped into “segments” (e.g., there may be a segment for men, living in London and aged under 25, who like sports).
Technical Data Internet protocol (IP) address, data about log-ins (e.g., the time when a log-in occurs), browser type and version, time zone setting and city-level location (inferred from your IP address), browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website or use our services.

No Special Categories of Personal Data

We do not collect any “Special Categories of Personal Data” about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

We will only use your Personal Data for the purposes for which we collected it as listed below, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

If we need to use your Personal Data for an unrelated purpose, we will update this Privacy Policy and we will explain the legal basis which allows us to do so.

What is our “legal basis” for processing your Personal Data?

In respect of each of the purposes for which we use your Personal Data, the GDPR requires us to ensure that we have a “legal basis” for that use. Most commonly, we will rely on one of the following legal bases:

  • Where we need to perform a contract we are about to enter into or have entered into with you (“Contractual Necessity”).
  • Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests (“Legitimate Interests”). More detail about the specific legitimate interests pursued in respect of each Purpose we use your Personal Data for is set out in the table below.
  • Where we need to comply with a legal or regulatory obligation (“Compliance with Law”).

We have set out below, in a table format, the legal bases we rely on in respect of the relevant Purposes for which we use your Personal Data.

Processing Purpose Why do we do this Our legal basis for this use of data
To provide the Services This processing is necessary to perform the contract governing our provision of the Watch Specialists services. This includes:

* Managing orders and returns (including processing payments and refunds through our payment processor).

* Passing your information to Boutiques for them to process your order.
* Providing customer support.

*Setting up and managing your account on the Site.

*Providing any other elements of the Watch Specialists services to you.

Contractual Necessity.

Legitimate interests (where you make an order for someone else) – we have a legitimate interest in processing the Personal Data of the recipient of your order for the purposes of performing the agreement we made with you.

Saying sorry If something goes wrong with an order or a product is out of stock, we may want to use one of our partners to send you a cookie to say “sorry”. Legitimate Interests.

We have a legitimate interest in trying to maintain a good relationship with you in the event that something goes wrong with your order.

Insights We record a small percentage of Users’ sessions on the Site to identify issues with the user journeys to ensure the quality of service. Legitimate Interests.

It is in our legitimate interests that we are able to monitor certain user journeys to ensure that we can develop and improve the features and functionalities of our Site.

 

Aggregated Data creation We may also create, use and share “Aggregated Data” (such as statistical or demographic data) for any purpose. Aggregated Data may be derived from your Personal Data, but once in aggregated form it will not constitute Personal Data for the purposes of the GDPR as this data does not directly or indirectly reveal your identity. For example, we may aggregate Technical Data and Behavioural Data to calculate the percentage of users accessing a specific Site feature. However, if we combine or connect Aggregated Data with your Personal Data so that it can directly or indirectly identify you, we treat the combined data as Personal Data that will be used in accordance with this Privacy Policy. Legitimate Interests.

We have a legitimate interests in creating Aggregated Data to use and share for our own business purposes.

Compliance, fraud prevention and safety We use your Personal Data as we believe necessary or appropriate to:

* Enforce the terms and conditions that govern the use of the Watch Specialists platform;

* Protect our rights, privacy, safety or property, and/or that of you or others;

*Protect, investigate and deter against fraudulent, harmful, unauthorised, unethical or illegal activity

Compliance with Law – this will be the case where we have to carry out any of these processing activities in order to comply with a legal or regulatory obligation.

Legitimate Interests – it is in our legitimate interests to be able to take appropriate steps to ensure that our services are legally compliant, free of fraud and safe for you, us and our Shops to use.

Trouble shooting To track technical issues that might be occurring on our Site or relating to our services. Legitimate Interests.

It is in our legitimate interests that we are able to monitor and ensure the proper operation of our Site and associated systems and services.

Security To keep our Site, together with associated services and systems, operational and secure. Legitimate Interests.

We have a legitimate interest in ensuring the ongoing security and proper operation of our Site, together with associated IT services and networks. This may include ensuring that we are protected from automated spamming, crawling, scraping, denial-of-service attacks and similar operations.

Marketing We use this information to prepare and send you marketing communications relating to products and shops that we think you might be interested in. Legitimate Interests.

We have a legitimate interest in providing you with updates on our Site and related offers where you have purchased or shown interest in similar services from us

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

If you submit a contact form, we ask for your name, address and email address. We may use this information for marketing purposes.

Cookies

What are cookies?

We may collect information using “cookies”. Cookies are small data files stored on the hard drive of your computer or mobile device by a website. We may use both session cookies (which expire once you close your web browser) and persistent cookies (which stay on your computer or mobile device until you delete them) to provide you with a more personal and interactive experience on our Site.

We use two broad categories of cookies:

  • first party cookies, served directly by us to your computer or mobile device; and
  • third party cookies, which are served by our partners or service providers on our Site.

Cookies we use

Our Site uses the following types of cookies for the purposes set out below:

Type of cookie Purpose
Essential Cookies These cookies are essential to provide you with services available through our Site and to enable you to use some of its features. Without these cookies, the services that you have asked for cannot be provided, and we only use these cookies to provide you with those services.
Functionality Cookies These cookies allow our Site to remember choices you make when you use our Site. The purpose of these cookies is to provide you with a more personal experience and to avoid you having to re-select your preferences every time you visit our Site.
Analytics and Performance Cookies These cookies are used to collect information about traffic to our Site and how users use our Site. The information gathered may include the number of visitors to our Site, the websites that referred them to our Site, the pages they visited on our Site, what time of day they visited our Site, whether they have visited our Site before, and other similar information. We use this information to help operate our Site more efficiently, to gather broad demographic information, monitor the level of activity on our Site, and improve the Site.

We use Google Analytics for this purpose. Google Analytics uses its own cookies. You can find out more information about Google Analytics cookies here and about how Google protects your data here.

Targeted and advertising cookies These cookies track your browsing habits to enable us to show advertising which is more likely to be of interest to you. These cookies use information about your browsing history to group you with other users who have similar interests. Based on that information, third party advertisers can place cookies to enable them to show advertisements which we think will be relevant to your interests while you are on third party websites.
Social Media Cookies These cookies are used when you share information using a social media sharing button or “like” button on our Site or you link your account or engage with our content on or through a social networking website such as Facebook or Twitter. The social network will record that you have done this

Disabling cookies

You can typically remove or reject cookies via your browser settings. In order to do this, follow the instructions provided by your browser (usually located within the “settings”, “help” “tools” or “edit” facility). Many browsers are set to accept cookies until you change your settings.

If you do not accept our cookies, you may experience some inconvenience in your use of our Site. For example, we may not be able to recognise your computer or mobile device and you may need to log in every time you visit our Site.

Further information about cookies, including how to see what cookies have been set on your computer or mobile device and how to manage and delete them, visit www.allaboutcookies.org and www.youronlinechoices.com.uk.

In particular, you can disable cookies which remember your browsing habits and target advertising at you by visiting http://www.youronlinechoices.com/uk/your-ad-choices. If you choose to remove targeted or advertising cookies, you will still see adverts but they may not be relevant to you. Even if you do choose to remove cookies by the companies listed at the above link, not all companies that serve online behavioral advertising are included in this list, and so you may still receive some cookies and tailored adverts from companies that are not listed.

You can prevent the use of Google Analytics relating to your use of our Site by downloading and installing the browser plugin available here.

Flash Technology

We may use Flash cookies (which are also known as Flash Local Shared Object (“LSOs”)) on our Site to collect and store information about your use of our Site. Unlike other cookies, Flash cookies cannot be removed or rejected via your browser settings. If you do not want Flash cookies stored on your computer or mobile device, you can adjust the settings of your Flash player to block Flash LSO storage using the tools contained in the Website Storage Settings Panel at this website. You can also control Flash LSOs by going to the Global Storage Settings Panel at this website and following the instructions. Please note that setting the Flash Player to restrict or limit acceptance of Flash LSOs may reduce or impede the functionality of some Flash applications, including, potentially, Flash applications used in connection with our Site

Pixel tags

We may also use pixel tags (which are also known as web beacons and clear GIFs) on our Site to track the actions of users on our Site. Unlike cookies, which are stored on the hard drive of your computer or mobile device by a website, pixel tags are embedded invisibly on webpages. Pixel tags measure the success of our marketing campaigns and compile statistics about usage of the Site, so that we can manage our content more effectively.

Do Not Track Signals

Some Internet browsers may be configured to send “Do Not Track” signals to the online services that you visit. We currently do not currently respond to do not track signals. To find out more about “Do Not Track,” please visit http://www.allaboutdnt.com.

Comments

If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

The table below describes who we share your Personal Data with, what we share and why we share it.

We may share your Personal Data with other Controllers (i.e., people who can use the relevant data for their own purposes), as well as Processors (i.e., people who use the relevant data only on our behalf and under our instruction).

Recipients Why we share it
Shops (as our Processors) So that they can fulfill your order, we need to give your delivery information to shops whose products you purchase.
Advertising technology providers (as independent Controllers) Advertising technology and analytics providers collect this Personal Data via this Site so that they can make sure that you see the most relevant content based on how you browse the Site and other pages on the internet.
Our payment processors (as independent Controllers) We engage third parties to process your payments for products purchased via the Site.
Our delivery management platforms (as our Processors) These third parties prepare the labelling and packaging information that we get our shops to use to send you your orders
Our other Service Providers (as our Processor) We engage certain other third parties to provide elements of the Watch Specialists services or to improve your experience on the Site. Here are a few examples of the types of things these third parties might be engaged to help us with:

* Providing customer support services.

* Helping confirm your delivery address.

* Helping us send out marketing messages.

Our Hosting Provider (as our Processor) We outsource the hosting of the Site. This means that all categories of Personal Data that we process will be held and stored on the servers of our hosted service provider
HM Revenue & Customs, regulators and other authorities (as independent Controllers) Authorities may require reporting of processing activities in certain circumstances.
Partners in corporate transactions (as independent Controllers) We may disclose Personal Data to third parties to whom we may choose to sell, transfer, or merge all or any parts of our business or our assets. If we undergo a change like this to our business, then the new owners may use your Personal Data in the same way as set out in this Privacy Policy.

How long we retain your data

We are committed to only keeping your Personal Data for so long as we reasonably need to use it for the purposes set out above. This general rule applies unless a longer retention period is required by law (for example for regulatory purposes).

In respect of the Personal Data we process to provide you with the Watch Specialists platform and associated services, we will only keep this Personal Data for so long as you have an open account on the Site. When you close your account, we will delete or irreversibly anonymise your Personal Data within thirty (30) days.

As noted above:

  • in respect of any Personal Data we process based on our, or a third party’s, legitimate interests, you have the right to object to processing of your Personal Data for this purpose at any time; and
  • you also have a general right to request erasure of your Personal Data where there is no good reason for us continuing to process it.

If you want to exercise either of these rights, please contact us at support@watchspecialists.com.

Please note that this data retention framework does not apply to Aggregated Data, which we may store for a longer period of time.

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

Contact information

Contact us at: watch Specialists Ltd, Swift House, Ground Floor, 18 Hoffmanns Way, Chelmsford, Essex CM1 1GU

support@watchspecialists.com

Additional information

How we protect your data

We limit access to your Personal Data to those employees and other staff who have a business need to have such access. All such people are subject to a contractual duty of confidentiality.

What data breach procedures we have in place

We have put in place procedures to deal with any actual or suspected Personal Data breach. In the event of any such breach, we have systems in place to work with applicable regulators. In addition, in certain circumstances (e.g., where we are legally required to do so) we may notify you of breaches affecting your Personal Data.

Industry regulatory disclosure requirements

We collect information about you during the checkout process on our store.

What we collect and store

While you visit our site, we’ll track:

  • Products you’ve viewed: we’ll use this to, for example, show you products you’ve recently viewed
  • Location, IP address and browser type: we’ll use this for purposes like estimating taxes and shipping
  • Shipping address: we’ll ask you to enter this so we can, for instance, estimate shipping before you place an order, and send you the order!

We’ll also use cookies to keep track of basket contents while you’re browsing our site.

When you purchase from us, we’ll ask you to provide information including your name, billing address, shipping address, email address, phone number, credit card/payment details and optional account information like username and password. We’ll use this information for purposes, such as, to:

  • Send you information about your account and order
  • Respond to your requests, including refunds and complaints
  • Process payments and prevent fraud
  • Set up your account for our store
  • Comply with any legal obligations we have, such as calculating taxes
  • Improve our store offerings
  • Send you marketing messages, if you choose to receive them

If you create an account, we will store your name, address, email and phone number, which will be used to populate the checkout for future orders.

We generally store information about you for as long as we need the information for the purposes for which we collect and use it, and we are not legally required to continue to keep it. For example, we will store order information for 7 years for tax and accounting purposes. This includes your name, email address and billing and shipping addresses.

We will also store comments or reviews, if you choose to leave them.

Who on our team has access

Members of our team have access to the information you provide us. For example, both Administrators and Shop Managers can access:

  • Order information like what was purchased, when it was purchased and where it should be sent, and
  • Customer information like your name, email address, and billing and shipping information.

Our team members have access to this information to help fulfill orders, process refunds and support you.

What we share with others

We share information with third parties who help us provide our orders and store services to you; for example —

Payments

We accept payments through PayPal, Klarna and Stripe.

PayPal: When processing payments, some of your data will be passed to PayPal, including information required to process or support the payment, such as the purchase total and billing information. Please see the PayPal Privacy Policy for more details.

Klarna: When you place an order in the webstore with Klarna Payments as the choosen payment method, information about the products in the order (name, price, quantity, SKU) is sent to Klarna together with your billing and shipping address. Klarna then responds with a unique transaction ID. This ID is stored in the order in WooCommerce for future reference. Please see the Klarna Privacy Policy.

Stripe: We accept payments through Stripe. When processing payments, some of your data will be passed to Stripe, including information required to process or support the payment, such as the purchase total and billing information. Please see the Stripe Privacy Policy for more details.

Watch Specialists Ltd, Updated October 2020

WATCH CONCIERGE
Seen a watch elsewhere?
Please submit details of the watch or accessory you are looking for using our watch finder form. We will liaise with our Watch Specialists to source the watch or accessory you are looking for and will advise you of the price and availability.
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TRADE IN YOUR OLD WATCH
Time for an upgrade?
Do you have a broken or unloved watch? Why not upcycle it to a shiny new watch with full manufacturer's warranty? Email us details of your watch today and the watch you would like to trade it in for. We will liaise with our Watch Specialists to find you the best deal.
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Why Buy From Watch Specialists?
"Watch Specialists offers the convenience of buying online with all the support of an independent business that really cares about it's customers."

- Dan Pearson, Hertfordshire

"My wife loves the Oris watch I bought her. Phillips of Ilkley dispatched it promptly, beautifully gift wrapped and with the bracelet sized to fit her wrist. I couldn't ask for more! Five star service."

- Mark Green, Saffron Walden, Essex

"Watch Specialists champions vibrant, Independent watch sellers and offers an unrivalled handpicked selection of fine watches."

- Suzie Brooks, Co-Founder, Watch Specialists