Privacy Policy

This privacy policy sets out how Book Tokens Ltd. uses and protects any information that you give when you use the Record Tokens website.

Book Tokens Ltd. is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using our websites, then you can be assured that it will only be used in accordance with this privacy statement.

We may change this policy by updating this page. You should check this page from time to time to ensure that you are happy with any changes.

What we collect

We may collect the following information (where you have given it to us):

• your name
• your contact information including email address
• your demographic information such as postcode, preferences and interests
• other information relevant to customer surveys and/or offers

What do we do with the information?

We will use the information you provide to:

• fulfil your requests – such as competition entries, participation in campaigns and provision of information
• process sales transactions, handle orders, deliver products and communicate with you about orders
• provide a personalised service to you when you visit our websites – this could include customising the content and/or layout of pages for individual users
• record any contact we have with you
• identify contributors, prevent or detect fraud or abuses of our websites
• to carry out research on the demographics, interests and behaviour of users. This research may be carried out internally by our employees or we may ask another company to do this work for us. We will use this research to inform our marketing and advertising decisions or to create lookalike audiences for advertising purposes, as well as to improve our products and services. We will only send marketing information to you if you have opted in to receive communications from us, or consented to the relevant advertising cookies on our site
• communicate with customers
• if you have agreed to it, provide you with information that we think may be of interest to you, using third parties to process your data in order to send communications

Sharing your information

We will only share your information if:

• we are legally required to do so by a law enforcement agency or if compelled by an order of the Court or we believe it is necessary to protect or defend our rights
• we are working with a specialist partner such as a mailing house, newsletter agency, marketing agency, IT specialist or research firm that is carrying out work on our behalf. We may for instance ask them to send mail, emails, carry out research or analysis and process card payments. We only choose partners we can trust.

Storing your information

Information is stored by us and our selected providers on computers located in the UK and Europe. We may also store information in paper files.

We place a great importance on the security of all personal information and we have security measures in place to attempt to protect against the loss, misuse and alteration of personal data under our control. While we cannot ensure or guarantee that loss of data will not occur while it is under our control or whilst it is being transferred, we use our best efforts to try to prevent this.

What we don’t do with your information

We never sell or share your information to other organisations to use for their own purposes.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites.

Data retention

We will retain your personal information for as long as we deem it necessary for the purposes outlined above. We will keep different types of data for different amounts of time, as detailed below. For the purposes of this policy, ‘interaction’ is defined as any action taken on our website or emails, e.g. entering a competition, opening an email, changing email preferences. All timescales outlined in this policy are effective as of 25th May 2018.

• If you do not have a full account (with password), we will retain your information for 2 years after the date of your last interaction.
• If you have an account with a password, we will retain your data for 8 years after the date of your last interaction.
• We may store customer service and marketing emails for up to 4 years. 

Book Tokens Ltd. do not retain credit card information.

After the above time periods have elapsed without any interaction, we will delete all personal information associated with your account. If you would like your data to be deleted before this time period has elapsed, we are able to do this under your Right to Be Forgotten, providing you have no active orders being processed (if so, we would advise on the earliest date at which such a request could be fulfilled). Please note that once data has been deleted, it cannot be retrieved and you will lose all Caboodle Points, reward claim history, gift card information and other benefits associated with your account.

Controlling your personal information

You can unsubscribe from our marketing emails at any time by following the link at the footer of our emails. If you place an order directly with us, we will send you emails to update you on the status of that order, regardless of your opt-in status; these emails are for information only and will not be used for marketing purposes.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may share your personal information with third parties in order to facilitate the dispatch of competition prizes – if so, this will be clearly stated in the terms and conditions of each relevant competition, and your data will be shared securely.

If you would like to know what personal information we store, please get in touch using our contact form and a member of the team will be in touch to discuss your requirements. Alternatively, please write to us at Book Tokens Ltd., 6 Bell Yard, London WC2A 2JR.

If you would like to know what personal information we store, please get in touch using the contact details below.

If you are resident in the United Kingdom:

Fill in our contact form and a member of the team will be in touch to discuss your requirements. Alternatively, please write to us at:

Book Tokens Ltd.

6 Bell Yard

London

WC2A 2JR

If you are resident in the Republic of Ireland:

Submit a subject data request online, or contact the EU GDPR Representative at:

Adam Brogden

Instant EU GDPR Representative Ltd

Office 2, 12A Lower Main Street

Lucan

Co. Dublin

K78 X5P8

contact@gdprlocal.com

00 353 15 549 700

Your consent

By submitting your information, you consent to the use of that information as set out in this policy. If we change our privacy policy, we will post the changes on this page, and may place notices on other pages of the website, so that you may be aware of the information we collect and how we use it at all times. Continued use of the service will signify that you agree to any such changes.

Cookies

What are cookies?

A cookie is a small file which is placed on your computer's hard drive when you visit a website. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the site owners, such as which pages you find useful or not. A web browser normally deletes session cookies when it quits. A cookie does not give us access to your computer or any information about you, other than the data you choose to share with us.  Cookies are used on this site to maintain functionality as you move between pages.

How we use cookies

Book Tokens Ltd.’s websites use first party cookies, which allow us to distinguish you from other users. They maintain functionality as you move between pages and help us to improve our sites. We also use some widely-used third-party social media plugins as marketing tools, and to provide convenience tools for our visitors, which create cookies.

Can I control my cookie preferences?

There are different types of cookies on our sites. Some of these, used for marketing purposes or to enable third-party plug-ins, are optional. Others are necessary for the functioning of the sites, and as such you can’t turn these off – however, these do not collect personal information about you. You can review your cookie preferences using the links at the bottom of each of our sites.

Please note, if you choose to have your browsers refuse cookies completely by changing your browser settings (rather than those on our sites), this may prevent you from taking full advantage of our sites.

The types of cookie we collect are as follows:

STRICTLY NECESSARY

These cookies cannot be turned off as they are required in order for our website to work.

FUNCTIONAL

These cookies are used to deliver certain functionality, such as the record shop map, advanced website layout, to remember which types of cookies you’re happy for us to collect, and to tell us how our customers use our website by recording anonymous website usage statistics. We use this data to ensure our websites are working well for all our customers, and help us to make improvements. These cookies cannot be turned off.

MARKETING

These cookies are used to help us analyse detailed website use and decide which services are relevant to you. We use this data to tailor marketing and ads that you may see on our or other website and mobile platforms, including social media.

Last updated: November 2021