Private Policy
WHO WE ARE
At Urbanic, we pride ourselves on being a premier online fashion brand based in the United Kingdom. As the data controller responsible for processing your personal data, we prioritise the protection and privacy of your information.
This Privacy Policy outlines how we collect, use, and protect your information when you visit our website or use our mobile application, make a purchase, or interact with our Services. As a UK-based company, we comply with the UK General Data Protection Regulation (GDPR), and other relevant data protection laws. By using our Services, you agree to the collection and use of information in accordance with this policy. If you have any questions or concerns about our privacy practices, please contact us at dataprotection@urbanic.com.
TERMS USED IN THIS POLICY
In this Privacy Policy, the following terms shall have the meanings ascribed to them below:
“Customers” are individuals who have purchased products or Services from our Website or Mobile Application.
“Data Controller” or “Controller” refers to a party that determines the purposes and means of processing Personal data.
“Data Processor” or “Processor” refers to a party that processes Personal data on behalf of the Controller.
“Data Subject” is the individual to whom Personal data relates.
“Mobile Application” shall be the application available for use on mobile phones, under the name of "Urbanic", owned and operated by Urbanic London Limited.
“Personal Data” or "Personal Information" is any data about an individual identifiable by such data - for example, name, contact information, identification numbers, etc.
“Process” or “Processing”, of Personal data, means operation/s performed on personal data, such as collection, recording, organisation, structuring, storage, adaptation, retrieval, use, alignment or combination, indexing, sharing, disclosure by transmission, dissemination or otherwise making available, restriction, erasure or destruction.
“Services” refers to all products, features, applications, information, and other offerings provided by Urbanic through our website, mobile applications, and other platforms, including online shopping, user account management, newsletters, and customer support.
“Service Providers” are businesses, merchants, or service providers who collaborate with us to accept payments, offer services, or participate in our ecosystem.
“Users” who interact with our Website or Mobile Application without necessarily making a purchase. This includes browsing our products, subscribing to newsletters, creating wish lists, or engaging with other features and services provided on our platforms.
“Website” refers to https://uk.urbanic.com/ which may be accessed by you through web browsers.
INFORMATION WE COLLECT
Information you provide to us directly
Account Information: Through the registration process, we may ask for your email address and phone number to create your account. If you create an account through a third-party service (e.g. Apple, Facebook, Google), we may receive personal data that you allow such third-party service to share with us, such as your name and email address. You may also provide us with other optional information while creating your account, such as your birthday, name, gender and clothing preferences.
Customer Support: When you reach out to us for customer support, we may collect essential information such as your name, contact details, and order ID to provide the assistance you need. We ensure that we only request the information strictly necessary to address your support inquiries effectively and efficiently. This enables us to resolve your issues promptly while respecting your privacy.
Size Recommendation: You may voluntarily provide us with your body size and preferences while using your account on our Website and Mobile Application. Based on your input, we may suggest clothes and products to you.
Marketing & Newsletters: You may choose to provide us with your contact details, such as your email address and phone number, to receive marketing communications and our newsletters. With your consent, we may use this information to reach out to you via email or phone to share offers, promotions, product updates, and other news that may interest you.
Information we automatically collect from you
Device Information: When you access our Website or App using a desktop or mobile device, we may be able to identify your device's unique device identifier, operating system, and your mobile device's advertising ID. We collect this data through the use of cookies. To understand how we process cookie data, please refer to our Cookie Policy.
Usage Data: When you use our Website or Mobile Application, we automatically collect data about how you engage with our Services, such as browsing, adding to your wish list, placing orders, etc. This data may include your Internet Protocol (“IP”) address, browser type, domain names, referring and exit URLs, pages viewed and the order of these page views, the date and time you access our servers, and other diagnostic data collected through cookies.
Location Information: When you use our Website and Mobile Application, we may infer your location to enable us to show you our content localised for your area. Specifically, we may use your IP address to infer your general geographic region.
Cookies
We use cookies and similar technologies on our Website and Services to help us collect personal data. These technologies help us to better understand user behaviour including for security and fraud prevention purposes, tell us which parts of our Website people have visited, and facilitate and measure the effectiveness of web functions. For more details on how we process cookie data and your control over it, please refer to our Cookie Policy.
Users under 16 years of age
We do not knowingly collect personal data from users under the age of 16. If you are under the age of 16, you are not permitted to use our Website and Services or to disclose any personal data. If we learn we have collected or received data from a child under 16, we will delete that information. If you believe we might have any information from or about a child under 16, please contact us using the details outlined at the end of this Privacy Policy and we will promptly take measures to delete such information.
OUR LEGAL GROUNDS FOR PROCESSING
We process your personal data based on several legal grounds to ensure our activities are lawful and your rights are protected.
Consent: When you provide consent for us to use your data for specific purposes, such as subscribing to our newsletter or opting in to receive marketing communications from us. You can withdraw your consent at any time by contacting us or using the unsubscribe options provided in our emails and newsletters.
Contractual Necessity: To fulfil our contractual obligations to you, such as processing and delivering your orders, managing your account, and providing customer support.
Legal Compliance: To comply with legal obligations, such as retaining transaction records for tax and accounting purposes, or responding to lawful requests from public authorities.
Legitimate Interest: We may process your personal information when necessary for our legitimate interests and when these interests do not outweigh your own rights and interests. This covers processing for purposes such as our customer service support, improving or developing our products and services; and security purposes including fraud prevention.
In rare instances, we may need to process your data to protect your vital interests or those of another person, such as in cases of emergency.
We ensure that we have a valid legal basis for processing your data and that your rights are protected throughout our processing activities. If you have any questions about the legal grounds on which we process your data, you may reach out to us using the information provided below in the Contact Us section of this Policy.
HOW WE USE YOUR DATA
Urbanic uses personal data to power our Services, communicate with you, improve our service, personalise your experience, detect and prevent fraud and security risks, and comply with the law. The usage of your personal data will depend on the Services you use. In each case, we process such information only in so far as is necessary or appropriate to fulfil the purpose of the interaction with our Services or products.
To Provide our Services: When you place an order on our Website or through our Mobile Application, we collect and process the necessary information to fulfil your order, such as your name, address, and contact details. This information is used to ship your order and provide you with order-related communications.
To Manage your Account: If you create an account on our Website or Mobile Application, we collect and process the information you provide to manage your account, including maintaining your profile and tracking your order history. If you have enrolled in our membership program, we may process any information that you share with us to provide you with our services.
To send emails and other communications: We may use your contact information to communicate with you about your orders, account status, and important updates regarding our Services, such as changes to our terms or policies. These communications are considered a crucial part of our ongoing Services and you may not opt out of them without terminating the Service you have requested.
Customer Support: If you send us a request (for example via a support email or one of our feedback mechanisms), we respond to your request to assist you. We may also gain access to any data stored within our application by you to help with your inquiries.
Payment Information: We do not collect any payment-related information from you when you place an order through our Website or Mobile Application. We rely on a trusted third-party payment gateway that collects and processes your payment information.
Marketing and Personalization: With your consent, we may use your personal data to send you marketing communications about our products, services, and promotions that may be of interest to you. We may also use your data to personalise your shopping experience, such as recommending products based on your browsing and purchase history. We may also send you our newsletters, or promotional information if you have opted-in to receive them.
Reviews and User-Generated Content: Further, with your consent, we may use any reviews you share through text, photos, or videos to improve our products and services, and for marketing purposes.
Job Applicants: If you apply for a job with us, we collect and process the information you provide in your application, such as your resume, cover letter, and contact details. We use this information to assess your suitability for the position you have applied for and to communicate with you about the recruitment process.
Analytics and Improvements: We may collect and analyse data about how you interact with our Website or Mobile Application, such as the pages you visit, the products you view, and your shopping behaviour. This information helps us understand your preferences and improve our Website, Mobile Application, products, and Services.
Legal Compliance and Protection: We may process your data to comply with legal obligations, such as tax and accounting requirements, or to protect our rights, property, or safety, as well as those of our customers and others.
We only process your personal data for the purposes described above and ensure that the processing is necessary, proportionate, and limited to what is necessary for the purposes for which it was collected.
YOUR INFORMATION SHARED WITH OTHERS
Respecting your privacy is at the core of our values, and we are committed to safeguarding your personal information. To provide you with our services and improve your experience, we may need to share your data with trusted third parties. This section outlines how and why we share your data, ensuring that it is done responsibly and securely.
Data Sharing & Cross-border Data Transfer
We may engage third-party companies and individuals ("Processors") to facilitate our services, provide services on our behalf, or assist us in analysing how our services are used. These Processors may have access to your personal information only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose. We ensure that we enter into binding confidentiality agreements with such Processors and that they are GDPR compliant or adhere to similar data protection standards if located in other jurisdictions.
The personal data we collect from you is primarily processed in the United Kingdom and Singapore, where our website and application are hosted. Sometimes, we may need to transfer personal data to a third country that has not been approved by the relevant supervisory authority as a safe destination for such transfers. These countries may have different data protection laws that may not be as protective as those in your country. In such cases, we ensure the use of Standard Contractual Clauses approved by the European Commission. These are a set of contractual terms and conditions that both the sender and receiver of the personal data agree to uphold, guaranteeing that the rights and freedoms of individuals are protected.
Additionally, we implement added safeguards such as encryption, pseudonymisation, and strict access controls to enhance the security of your data.
The table below provides an overview of the categories of personal data we may share and the types of third parties with whom we share this data.
DATA RETENTION
We retain your Personal data for varying durations based on its category and our relationship with you. We aim for data to be retained only for as long as is strictly necessary to fulfil the purposes as outlined in this Privacy Policy or as required by law. Once data is no longer needed, it is securely deleted or anonymised.
When you choose to close your account with us, we delete your personal data immediately upon the closure of your account. We may only keep your personal data for a longer period of time if there are any legal requirements, if there is an ongoing dispute or if we have a pending transaction with you. For the data we process based on your consent, if you withdraw your consent at any time, we delete your information as soon as your request is verified.
Some information that is necessary for statutory obligations such as records of payment processing and invoicing data may be retained as required under applicable laws.
SECURITY MEASURES TO PROTECT YOUR DATA
We prioritise the security of your personal data through a robust approach. We implement security controls to prevent breaches and unauthorised access. Our data collection and processing are limited to only the necessary personal data for the intended purposes, minimising the risk of unauthorised access.
To protect your data from loss, misuse, and unauthorised access, we maintain a range of reasonable and appropriate security measures. These measures include physical access controls, HTTPS, restricted data access, and ongoing monitoring for threats and vulnerabilities. We also use industry-standard encryption protocols to secure your data during transmission and at rest, ensuring its confidentiality and protection against unauthorised access. Regular audits of our security measures and systems are conducted to identify and address potential vulnerabilities.
We provide regular training to our employees on data protection and security best practices to ensure they understand their responsibilities in safeguarding your data. In the rare event of a data breach, we have a response plan ready to quickly assess the situation, mitigate any harm, and notify the necessary authorities and affected individuals.
YOUR DATA SUBJECT RIGHTS
Ensuring the protection and privacy of your personal information is fundamental to our commitment. Under data protection laws, you have specific rights regarding your data. This section details these rights and explains how you can exercise them.
KNOW YOUR RIGHTS
Right to be Informed: You have the right to be informed about the collection and use of your personal data. This includes information about the purposes for processing your data, the retention periods for that data, and who it will be shared with.
Right to Access: You have the right to request access to the personal data we hold about you and to receive a copy of that data.
Right to Rectification: If you believe that the personal data we hold about you is inaccurate or incomplete, you have the right to request that we correct or complete it.
Right to Erasure:You have the right to request that we delete your personal data in certain circumstances, such as when it is no longer necessary for the purposes for which it was collected. We may not be able to delete all your information if any of your orders are pending delivery or are in the refund/return stage.
Right to Restriction of Processing: You have the right to request that we restrict the processing of your personal data in certain circumstances, such as when you contest the accuracy of the data.
Right to Data Portability: Whenever we process your personal data, by automated means based on your consent or based on an agreement, you have the right to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format, and to transmit that data to another controller.
Right to Object: You have the right to object to the processing of your personal data in certain circumstances, such as when we are processing your data for direct marketing purposes.
Right to Withdraw Consent: If we are processing your personal data based on your consent, you have the right to withdraw your consent at any time.
Right to Lodge a Complaint: You have the right to lodge a complaint with the Information Commissioner's Office if you believe that we have infringed your rights under data protection laws. You may also reach out to the relevant authorities depending on the data protection law applicable to you.
EXERCISING YOUR DATA SUBJECT RIGHTS
Depending on the applicable laws, you may have multiple rights available to you. If you have an account with us, you can manage certain rights, such as rectification and erasure of your data, directly through the "Account Management" section. To unsubscribe from our marketing communications, simply click on the "Unsubscribe" link provided in any of the marketing emails you receive from us.
You can also reach out to us anytime if you have any questions or wish to exercise your rights using the information in the "Contact Us" section below or through email at [dataprotection@urbanic.com]. If you, as a data subject, are unable to reach out to us to exercise any of your rights as listed above, you may nominate a representative who may contact us on your behalf. We may require such a representative to provide adequate proof to confirm the request.
To confirm your identity and ensure the security of your personal information, we may ask you to verify the details we already have on file or provide additional documentation. If we are unable to verify your identity based on the available information, we may request additional details which will be used solely for identity verification and to maintain the security and integrity of our services, as well as to prevent fraud.
CHANGES TO THIS PRIVACY POLICY
We may update our Privacy Policy from time to time. If we make material changes to how we treat our users' personal information, we will notify you through a notice on the Website's homepage. This Privacy Policy was last updated on: [24/07/2024]
CONTACT US
If you have questions or complaints regarding this Policy or the use of our services, you may contact us via email at dataprotection@urbanic.com. You may also contact us at our mailing address as provided below. Please mention "Data Privacy" as the Subject in your mail for convenience.
Urbanic London,
119 Marylebone Road,
NW1 5PU, London, UK
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