under our hat

Our Privacy Notice

Whenever you shop online, companies collect your personal information. We’re no different – we need to collect and use information about you to process your order and sort out any problems. We also like to occasionally send you information and offers similar to things you’ve bought from us before.

Since you’re sharing your details with us, you need our details too. The Cotswold Hat Club is a company incorporated in England with the company number 11396755. Want to ask us something? Get in touch:

Rachel Hawkins
The Cotswold Hat Club3 Fountain Court
Stow on the Wold
GL54 1BN

Or email rachel@thecotswoldhatclub.co.uk
What we need to know

Your name and address
So we can post your order, as well as verify your payment details.

Your email address
So we can send you an order confirmation, and we’ll also email you occasionally about news or offers similar to things you’ve bought from us before. If you don’t fancy hearing from us about offers and news, you can unsubscribe at any time – just email us: rachel@thecotswoldhatclub.co.uk and write ‘Remove me from your mailing list’ in the subject box. We’ll take you off our list but it might take up to seven days to get it all sorted.

Details of your payment card
So we can take the payment for your order, membership or deposit. We need to know you’re over 18 so that you can legally enter a contract to buy something. If you need to pay us by bank transfer, we’ll need your bank account number and sort code so we can refund your deposit when you safely return the hat.

Your phone number
So we can call or text about your orders. It’s also useful if the delivery person can’t find your address.

legal basis for processing your information

Legal contract
When you order from us or join as a member, you’re entering a contract so this is a legal basis for processing your data. We need your details to process your payment, send your order and make sure we look after you. 

If you’re paying by credit or debit card, we’ll talk to you – either face-to-face or over the phone. We’ll process your card payment there and then, and store your details only long enough to refund your deposit when you safely return the hat.

If you need to pay by bank transfer instead, we’ll let you know how to do this and again we only store your details only long enough to refund your deposit. We store card and bank details in password-encrypted files on our system, which is also password-protected.

Legitimate business interest
We’ll email you occasionally about offers or news we think might interest you. This is fine under data protection law because it’s in our legitimate business interest. If you don’t fancy hearing from us like this, you can unsubscribe at any time – just email us: rachel@cotswoldhatclub.co.uk We’ll take you off our list but it might take up to seven days to get it all sorted.

how long we keep your information

As well as your personal information, we keep records of your membership and/or what you hire from us. We also need to keep your information for some important legal purposes. If you haven’t been in touch with us in five years, we’ll delete your information from our systems.

sharing your information with others

We never may share your data with others. In the unlikely event that we sell our business, our data records would be sold too as part of our business.

Your rights

We never may share your data with others. In the unlikely event that we sell our business, our data records would be sold too as part of our businessYou have a right to access any data we hold about you. You can ask to see all the information we hold about you by asking us via a ‘subject access request’. We’ll reply within 30 days. To ask us, email rachel@thecotswoldhatclub.co.uk or write to Rachel Hawkins, The Cotswold Hat Club, 3 Fountain Court, Stow on the Wold GL54 1BN. Make your email subject line (or write on the envelope): “Subject access request”.  And tell us your name, address and email address so we can find your details quickly.

You have the right to ask us to stop processing your data. Let us know if you want us to erase, stop or change something we’re doing with your details. We’ll then do this, if our legal obligations allow it.

If you have a complaint, let us know and we’ll do our best to sort it out straightaway. If, after contacting us, your complaint hasn’t been dealt with to your satisfaction, you can contact the ICO (Information Commissioner’s Office), the supervisory authority for data protection in the UK. Call them on 0303 123 1113 or online at ico.org.uk

You have the right of ‘portability’ over your data – this means you can ask us to give the information we hold about you to another organisation or person in digital format. If you want us to do this, tell us by email: rachel@thecotswoldhatclub.co.uk

get in touch

Got a question about how we collect, use or look after your information?

Contact us:
Rachel Hawkins
The Cotswold Hat Club
3 Fountain Court
Stow on the Wold
GL54 1BN

Or email rachel@thecotswoldhatclub.co.uk