Privacy Policy

Our website addresss is portman.wine

Portman Vintners Ltd Privacy Policy

Last Updated: 1/1/2020

  1. Introduction

Portman Vintners Ltd ("we", "our", or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website [www.yourwebsite.co.uk] or purchase our products.

We are the data controller for the personal data we process about you. Our contact details are provided in Section 12 below.

  1. Legal Basis for Processing

We process your personal data under the following legal bases as defined by UK GDPR:

  • Contract Performance: Processing necessary to fulfil our contract with you when you purchase products
  • Legitimate Interests: For business operations, fraud prevention, and improving our services
  • Legal Obligation: To comply with legal requirements such as tax and accounting obligations
  • Consent: Where you have given explicit consent for specific processing activities
  1. Information We Collect

Personal Information You Provide

When you use our website or make a purchase, we may collect:

  • Contact Information: Name, email address, phone number, postal address
  • Account Information: Username, password, account preferences
  • Payment Information: Billing address, payment card details (processed securely by our payment provider)
  • Order Information: Products purchased, delivery preferences, order history
  • Communication Data: Information from your correspondence with us
  • Age Verification: Date of birth or age confirmation (required for alcohol sales)

Information We Collect Automatically

Website Usage Data:

  • IP address and location data
  • Browser type and version
  • Device information
  • Pages visited and time spent on pages
  • Referring websites
  • Click-through data

Cookies and Tracking Technologies: We use various cookies and similar technologies including:

  • Essential cookies for website functionality
  • Analytics cookies (Google Analytics)
  • Performance monitoring (Microsoft Clarity)
  • Marketing and preference cookies
  1. How We Use Your Information

We use your personal data for the following purposes:

Order Processing and Customer Service

  • Processing and fulfilling your orders
  • Managing your customer account
  • Providing customer support
  • Handling returns and refunds
  • Age verification for alcohol purchases

Business Operations

  • Maintaining accurate business records
  • Fraud prevention and security
  • Compliance with legal obligations (tax, accounting, consumer protection)
  • Inventory management and demand forecasting

Marketing and Communications

  • Sending order confirmations and shipping updates
  • Newsletter and promotional emails (with your consent)
  • Personalised product recommendations
  • Market research and customer feedback

Website Improvement

  • Analysing website performance and user behaviour
  • Improving website functionality and user experience
  • Technical maintenance and troubleshooting
  1. Third-Party Services

Google Analytics

We use Google Analytics to understand how visitors interact with our website. This service collects information such as:

  • Pages visited and time spent on each page
  • Geographic location (country/city level)
  • Device and browser information
  • Traffic sources

Google Analytics uses cookies and may collect your IP address. Data is processed in accordance with Google's Privacy Policy. You can opt-out using Google's opt-out browser add-on.

Microsoft Clarity

We use Microsoft Clarity to analyse user behaviour and improve website performance. Clarity may record:

  • Mouse movements and clicks
  • Scroll behaviour
  • Page interactions
  • Session recordings (anonymised)

Data is processed according to Microsoft's Privacy Policy.

WooCommerce and WordPress

Our website is built on WordPress with WooCommerce for e-commerce functionality. These platforms may process:

  • Account and profile information
  • Order and transaction data
  • Website usage logs

Payment Processors

We use secure third-party payment processors to handle transactions. We do not store complete payment card details on our servers. Payment information is processed according to PCI DSS standards.

Delivery Partners

We share necessary delivery information (name, address, contact details) with warehouse operator, courier and delivery services to fulfil your orders. We might share your data with other parties involved in order fulfilment, payment processing or fraud prevention and age verification are necessary to comply with out legal obligations or to enable fulfilment of your order.

  1. Data Sharing and Disclosure

We may share your personal data with:

  • Service Providers: Third parties who provide services on our behalf (payment processing, warehousing, delivery, hosting, analytics)
  • Legal Requirements: When required by law, regulation, or legal process
  • Business Protection: To protect our rights, property, or safety, or that of our customers
  • Business Transfers: In connection with any merger, sale, or transfer of our business

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

  1. International Data Transfers

Some of our service providers may be located outside the UK. When we transfer your data internationally, we ensure appropriate safeguards are in place, such as:

  • Adequacy decisions by the UK government
  • Standard Contractual Clauses
  • Certification schemes like Privacy Shield successors
  1. Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this policy:

  • Account Information: Until you close your account or request deletion
  • Order Information: 7 years for tax and accounting purposes
  • Marketing Data: Until you unsubscribe or withdraw consent
  • Website Analytics: Typically 26 months (Google Analytics default)
  • Customer Support: 3 years after your last interaction
  1. Your Rights

Under UK GDPR, you have the following rights:

Right of Access

You can request copies of your personal data we hold.

Right to Rectification

You can request correction of inaccurate or incomplete data.

Right to Erasure

You can request deletion of your personal data in certain circumstances.

Right to Restrict Processing

You can request limitation of how we process your data.

Right to Data Portability

You can request transfer of your data to another service provider.

Right to Object

You can object to processing based on legitimate interests or for marketing purposes.

Rights Related to Automated Decision Making

You have rights regarding automated decision making and profiling.

Right to Withdraw Consent

Where processing is based on consent, you can withdraw it at any time.

To exercise these rights, please contact us using the details in Section 12.

  1. Cookies Policy

Essential Cookies

These are necessary for the website to function properly, including:

  • Shopping cart functionality
  • User authentication
  • Security features
  • Age verification status

Analytics Cookies

  • Google Analytics: _ga, _gid, _gat cookies for website analytics
  • Microsoft Clarity: _clck, _clsk cookies for user behaviour analysis

Marketing Cookies

These help us deliver relevant advertisements and measure campaign effectiveness.

Cookie Management

You can control cookies through your browser settings. However, disabling certain cookies may affect website functionality.

  1. Security Measures

We implement appropriate technical and organisational measures to protect your personal data:

  • SSL encryption for data transmission
  • Secure hosting infrastructure
  • Regular security updates and patches
  • Access controls and staff training
  • Regular security assessments
  • Secure payment processing (PCI DSS compliant)
  1. Contact Information

Data Controller: Portman Vintners Ltd Address: 23 Temple Road, Croydon, CR0 1HU Email: DPO@portman.wine Company Registration: 14765829

For privacy-related queries or to exercise your rights, please contact our Data Protection Officer at the above email address. Postal requests will be delayed due to redirection of the request to the relevant DPO.

  1. Complaints

If you believe we have not handled your personal data in accordance with this policy or data protection law, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

ICO Website: ico.org.uk ICO Helpline: 0303 123 1113

  1. Age Restrictions

Alcoholic products or other age restricted items are only available to persons aged 18 and over. We do not knowingly collect personal data from individuals under 18. If you believe we have collected data from someone under 18, please contact us immediately.

  1. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by email or through our website. The "Last Updated" date at the top indicates when changes were last made.

  1. Additional Information for Wine Sales

As a wine merchant, we are required to:

  • Verify customer age before completing alcohol sales
  • Maintain records of sales for licensing compliance
  • Ensure delivery only to persons over 18
  • Comply with alcohol licensing regulations

We may retain delivery confirmation and age verification records as required by law.