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The Oxford Gun Company Privacy Policy

10th May 2018

This document covers:

  • The types of information we collect about you
  • How we collect and use it
  • Who we might share it with
  • The steps we`ll take to make sure it stays private and secure
  • Your rights to your information

More information

For more details about anything covered in this overview, please do contact us by phone or email.

Who we are

When we say "we", we mean The Oxford Gun Company, which is a registered company in England & Wales, of Jericho Farm, Oxford Road, Oakley, Buckinghamshire, HP18 9RG, who is the "data controller" for the information in this overview.

The information we collect

We collect information about you from different places, including:

  • Directly from you.
  • From publicly available sources e.g. public Facebook pages where you`ve Liked one of our pages.
  • From website cookies (see separate Cookie`s policy)

We`ll only collect your information in line with relevant regulations and laws, and this may relate to any of our products or services you ask us to supply, or any data we may have held in the past.

You`re responsible for making sure you give us accurate and up-to-date information. If you provide information for another person, you`ll need to tell them how to find this Privacy Notice and make sure they agree to us using their information for the purposes set out within it.

Why we`ll keep your information

We will retain your details for two specific reasons:-

  • Where we legally have to keep your details: we have a legal obligation to keep invoice records for our business, to comply with HMRC`s VAT and Tax requirements. This requires that we keep copies of invoices and receipts. We will only keep the details you see on your invoice for these purposes, along with a record of transactions within our finance and accounting software. We also have a legal requirement to retain details about individuals who buy or sell guns, including shotgun and firearms certificate details, in order to comply with Firearms legislation. For planning permission and insurance purposes, we keep information about who was shooting and when, to ensure compliance with planning legislation for running a shooting school.
  • For legitimate interests: this is where it will help us to identify you when you contact us again. This data will include any phone numbers, email addresses and postal addresses you have provided us with.

How we`ll use your information

We`ll use this information to comply with relevant legislation, and to provide any products and services you`ve requested, which may include contacting you on occasion about any specific new product or service which we feel you would directly benefit from.

We`ll only use your information where we`re allowed to by law e.g. carrying out an agreement we have with you, fulfilling a legal obligation, because we have a legitimate business interest or where you specifically agree to it.

Who we can share your information with

We will never share your information with other companies or individuals without your explicit permission to do so. We will share your information where we have a legal obligation to do so e.g. with the police and other legal authorities, or with HMRC where we have a legal compliance obligation to do so, and with any legal regulatory or insurance provider should the need arise. As part of entry to competitions, we may share your information with the sponsors of the competition, and this may be a condition of taking part - we will obtain your permission to do so, as part of you entering the competitions.

How long we`ll keep your information

We`ll keep your information for as long as you have a relationship with us, and then indefinitely in order to help us to provide a better service to you were you to contact us in the future. For example, keeping records of what work we have done for you, to enable to provide you a better service in the future. You can of course request us to remove your data from our systems, with the exclusion of data which we are required to keep for legal purposes (e.g. invoices, receipts etc. for HRMC regulatory purposes, or details which are required in order to comply with firearms legislation.)

How we`ll store your information

The information we keep is stored on industry-leading 3rd party cloud-based storage and systems, all of which comply with ISO27001 or similar security standards, and will never be shared with any company other than as part of storing our data for us in the most secure and safe manner. We will never share or sell your data to any other company, for any other purpose, including for marketing.

We may also keep local copies of your information on local devices (phone, laptop, computer etc.) All of these are secured with complex password and/or biometric authentication systems, as provided by Microsoft Windows, Apple OS, or Apple iOS.

Where paperwork has been completed, this information will be retained as paper copies, in order to comply with legal and planning requirements.

The only rare exception to the above is where we`ve specifically gained your permission to share your information with a 3rd party, for a specific purpose, or have a legal obligation to share your details with relevant authorities.

Transferring your information overseas

Your information will never be directly transferred overseas, however it may potentially be stored on third-party servers which are hosted in overseas territories, over which we do not have direct control. These third-party companies will always hold ISO27001, CyberEssentials or other leading industry leading security certifications for their systems and processes, to ensure appropriate security for your data.

Your rights

You have a number of rights relating to your information e.g. to see what we hold, to ask us to share it with another party, ask us to update incorrect or incomplete details, to object to or restrict processing of it, to make a complaint etc.

Should you wish us to remove any of your information, or have any other issues, simply contact us by phone, email or post and we will be happy to remove them (other than where we have a legal obligation to keep them) within 15 working days, and we`ll confirm with you directly once it`s been done, and provide details of any data we have a legal obligation to keep. If you have a concern about how we are handling your information, please do contact us in the first instance. You also have the right to raise your concerns with the Information Commissioners Office (ICO), by following their procedures, which can be found at www.ico.org.uk.

Changes to our Privacy Policy

We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 10th May 2018.

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