Privacy Policy
1. Introduction
Protecting your personal information is extremely important to us at Shop 21. This is a copy of our privacy notice which sets out how we use and protect your personal information. You can get a copy of the most recent version of this notice by looking on our website. When we talk about personal information we mean information about an individual that can identify them like their name, address, e-mail address, date of birth and telephone number. Any reference to “information” or “data” in this policy is a reference to personal information about a living individual. This privacy notice tells you how we collect and process your personal information when you make direct contact with Shop 21, visit our website at or our associated Facebook and Twitter sites and when your details are referred to us from another organisation. Please take a few minutes to read this policy.
Shop 21 is the data controller and we are responsible for your personal data. By providing us with your data, you are confirming to us that you are over 18 years of age. We say this so that we are only collecting data from people who are mature enough to be able to understand and make decisions about who collects and uses their data. Please note that, unfortunately, sending information via e-mail is not completely secure so anything that you send to us using that method is at your own risk. Once received, we will secure your information in accordance with our security procedures and controls.
Our website uses cookies. Cookies are text files placed on your computer to collect standard internet log and visitor behaviour information. This information can be used to track visitor use of our website and compile statistical reports on website activity. If you use our website we’ll assume that you are happy to receive all cookies on the website. You can set your computer to block cookies and can also remove them from your computer. A search on your browser should show you how to do this. If you block cookies then some aspects of our website may not work properly. Our website may also contain links to third-party websites, plug-ins and applications. Clicking on those links may allow third parties to collect or share data about you. We do not control these third party sites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy statement for any website you visit.
2. Contact Details
shop 21 is the data controller and we are responsible for your personal data. Legal Entity: shop 21 Email address: Postal address: 21 Fettiplace, Witney, Oxford, OX28 5AP. Telephone number: 01993 706 709 If you are not happy with any aspect of how we collect and use your data then we would ask that you contact us first so that we can try and resolve the matter for you. You also have the right to complain to the Information Commissioner’s Office ( This is the UK supervisory authority for data protection issues.

3. Accuracy
It is very important that the information we hold about you is accurate and up to date. Please let us know as soon as possible if any of your information changes by emailing us at
4. What data do we collect about you?
Personal data means any information capable of identifying an individual and so does not include anonymised data. Our systems collect a range of data:
• Profile data. E.g. usernames and passwords, interests, preferences and responses.
• Bookings data. This includes information you have included on forms and applications
• Technical data. This may include login information, internet protocol addresses, browser types and versions, time zone setting and location, operating system and platform and device information
• Usage data. This may include information about how you use our website, Alliance, Twitter, Facebook and any of our other services
• Marketing and communications. This may include your marketing and communication preferences
5. How we collect your personal data?
We collect data about you through a variety of different methods including:
• Direct interactions – You may provide details by filling in forms, whether face to face or on our website or other systems. You may provide it through face to face meetings with us or other staff members, through telephone calls or e-mail including when you are entering surveys, giving us feedback, contacting us for details about our services, requesting resources or marketing materials be sent to you, creating accounts on our site, registering interest and applying for vacancies.
• Automated interactions – We collect data from our website using cookies and server logs. As you use our site we may automatically collect technical data about you, you browsing actions and usage patterns. It is possible that we may also receive data if you visit other websites that use our cookies.
• Third parties or publicly available sources – We may receive personal data about you from various third party sources such as :
– Facebook, Google, Twitter, Alliance
– Technical data from analytics providers such as Google (which is based outside the EU)
– Advertising networks such as Facebook and Google (which may be based outside the EU)
– Search information providers such as Google, Bing etc (which may be based outside the EU)
– Identity and Contact Data from publicly available sources such as Companies House, the Electoral Roll, Local Authorities

6. How do we use your personal data?
Data protection laws require us to meet certain conditions before we’re allowed to use your personal information in the way we describe in this privacy policy. We take these responsibilities extremely seriously. To use your personal information we’ll rely on the following conditions, depending on the activities we’re carrying out:
Providing our contracts and services to you: We’ll process your information to carry out our responsibilities resulting from any agreements you’ve entered into with us and to provide you with the information, products and services you’ve asked from us, which may include online services
Complying with applicable laws: We may process your personal information to comply with any legal obligation we are subject to.
Legitimate interests: To use your personal information for any other purpose described in this privacy policy we’ll rely on a condition known as ‘legitimate interests’. It’s in our legitimate interests to collect your personal information as it provides us with the information that we need to provide our services to you more effectively.
Consent: We may provide you with marketing information about our services where you’ve provided your consent for us to do so. You may opt out of marketing at any time by e-mailing or telephoning 01993 706 709 You can change your marketing preferences at any time as set out above.
We will ask all third parties to whom we transfer your data to respect the security of your personal data in accordance with the law. We may process your data for more than one lawful ground, and if you want to have more details about the specific ground relating to your data then please contact us at
7. Marketing Communications
You will receive marketing communications from us if you have:
– Requested information from us
– Purchased services from us
— Entered a competition or a survey.
And in each case have either opted in to receive that communication or you were in a relationship with us before 25th May 2018 and you have not opted out of receiving that communication. We will get your express consent to opt-in before we share your details with any third party for marketing purposes. You can ask us to stop sending you marketing materials or communications at any time by emailing us at Please note that opting out of marketing communications will not prevent us using personal data that you have supplied for other purposes such as a booking.

8. Change of Purpose
We will only use your personal data for the purpose for which we collected it, unless we reasonably conclude that it can be used for another purpose and that purpose is compatible with the original purpose
9. International Transfers
Countries outside of the European Economic Area (EEA) do not always offer the same levels of data protection as is available within the EEA. Some of our third party service providers (such as Google analytics and certain dictation software) are based outside of the EEA so there may be a transfer of personal data outside the EEA. Whenever we transfer your personal data outside of the EEA we will take reasonable steps to ensure that your data is treated securely and in accordance with this privacy policy.
10. Data Retention
We will only retain your data for as long as necessary to fulfil the purposes we collected it for.
Where do we store your personal data and how is it protected?
We have a mixture of paper records and computerized records. We take reasonable steps to protect your personal data from loss or destruction. In addition, we limit access to your personal data to those in the business (or other third parties) who have a need to know. We have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so. All Shop 21 employees are subject to a duty of confidentiality.
11. Your legal rights
Under certain circumstances you have rights under data protection laws in relation to your personal data to:
• Be informed about the collection and use of your personal data. (This right is the reason for this privacy notice)
• Request access to the personal data we hold about you
• Request correction of your personal data if that data is inaccurate
• Request erasure of your personal data (sometimes referred to as the ‘right to be forgotten’) .Please note that this right will only apply where, for example, we no longer need to use the personal data to achieve the purpose we collected it for, you withdraw your consent if we’re using your personal data based on that consent or where you object to the way we use your data and there is no overriding legitimate interest.
• Object to processing of your personal data
• Request restriction of the processing of your personal data.
• Request transfer of your personal data
• Withdraw consent where we’re relying on it to use your personal data
You can see more information about these rights at: If you want to exercise any of these rights then please email us at You will not have to pay a fee to access your personal data or to exercise any of your other rights set out above and we will provide you with a copy of the information free of charge if you request it. However, if the request is unfounded or excessive (eg you make multiple requests) then we can charge a reasonable fee based on the administrative cost of providing the information. We can also charge for providing further copies of the same information (eg if you lose it and request a further copy) We will try to respond to all legitimate requests within one month of receipt. We are able to extend this timescale by a further two months where requests are complex or numerous and if that is likely to be the case then we will get in touch and explain why.