Privacy, Cookies and GDPR

MindMachine Associates Ltd will be what’s known as the ‘Controller’ of the personal data you provide to us.

Who we are

Our website address is: https://mindmachine.co.uk

MindMachine Associates Ltd is a company registered in England and Wales, registered number: 02720275.

The registered office and address for correspondence is:

36 Washington Terrace,
North Shields,
Tyne & Wear
NE30 2HJ
United Kingdom

Email: admin@mindmachine.co.uk
Phone: +44 191 417 9295

What personal data we collect and why we collect it

We need to know your basic personal data (name, address, email, phone number, but not debit or credit card details, except for the last 4 digits of the 16 digit card number) in order to provide you with goods and services in line with this overall contract. Your IP address is recorded to assist with anti-fraud measures. We will not collect any personal data from you we do not need in order to provide and oversee this service to you.

While you visit our site, we’ll track:

Products you’ve viewed: we’ll use this to, for example, show you products you’ve recently viewed.
Location, IP address and browser type: we’ll use this for purposes like estimating taxes and shipping.
Shipping address: we’ll ask you to enter this so we can, for instance, estimate shipping before you place an order, and send you the order!
We’ll also use cookies to keep track of cart contents while you’re browsing our site.

When you purchase from us, we’ll ask you to provide information including your name, invoicing address, shipping address, email address, phone number, credit card/payment details and optional account information like username and password. We’ll use this information for purposes, such as, to:

Send you information about your account and order.
Respond to your requests, including refunds and complaints.
Process payments and prevent fraud.
Set up your account for our store.
Comply with any legal obligations we have, such as calculating taxes.
Improve our store offerings.
If you create an account, we will store your name, address, email and phone number, which will be used to populate the checkout for future orders.

We generally store information about you for as long as we need the information for the purposes for which we collect and use it, and we are not legally required to continue to keep it. For example, we will store order information for 7 years for tax and accounting purposes. This includes your name, email address and billing and shipping addresses.

Contact form

This sends an email to us, containing your email address so we can reply to your query. We do not use this information for marketing purposes.

Cookies

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

Cookies are used on this shopping site to keep track of the contents of your shopping basket. You can turn off cookies within your browser by going to ‘Tools | Internet Options | Privacy’ (in Internet Explorer) and selecting to block cookies. If you turn off cookies, you will be unable to place orders or benefit from the other features that use cookies.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

Like many other websites, we also use Google Analytics which uses ‘analytical’ cookies to allow us to recognise and count the number of visitors and see how they navigate around our site. This helps us to improve the way our website works.

What does Google Analytics record?

  • What website you came from to get here.
  • How long you stay for.
  • What kind of computer you’re using.
  • And quite a bit more.

However no personally identifying data is included in this type of reporting.

DoubleClick DART cookies
We also may use DART cookies for ad serving through Google’s DoubleClick, which places a cookie on your computer when you are browsing the web and visit a site using DoubleClick advertising (including some Google AdSense advertisements). This cookie is used to serve ads specific to you and your interests (“interest based targeting”). The ads served will be targeted based on your previous browsing history (For example, if you have been viewing sites about visiting Cornwall, you may see Cornwall hotel advertisements when viewing a non-related site, such as on a site about fishing). DART uses “non personally identifiable information”. It does NOT track personal information about you, such as your name, email address, physical address, telephone number, social security numbers, bank account numbers or credit card numbers. You can opt-out of this ad serving on all sites using this advertising by visiting http://www.doubleclick.com/privacy/dart_adserving.aspx

Users may also opt out of personalised advertising by visiting https://www.google.co.uk/settings/ads.

Log Files

As with most other websites, we collect and use the data contained in log files.  The information in the log files include your IP (internet protocol) address, your ISP (internet service provider, such as Virgin Media or Sky), the browser you used to visit our site (such as Chrome, Microsoft Edge, Safari or Firefox), the time you visited our site and which pages you visited throughout our site.

Who on our team has access

Members of our team have access to the information you provide us. For example, both Administrators and Shop Managers can access:

Order information like what was purchased, when it was purchased and where it should be sent, and
Customer information like your name, email address, and billing and shipping information.
Our team members have access to this information to help fulfil orders, process refunds and support you.

Who we share your data with

We will not use your data for marketing purposes, nor will we pass or sell any of your data to any third party, other than our suppliers (and even then, solely for the purposes of fulfilling any orders you may place with us).

We accept payments through Opayo. When processing payments, some of your data will be passed to Opayo, including information required to process or support the payment, such as the purchase total and billing information.

How long we retain your data

For users that register on our website, we also store the personal information they provide in their user profile. All users can see, edit, or delete their own personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 7 years, after which time it will be destroyed. 

(If you register for an account, but do not subsequently place any orders, you may request that we delete your account details.)

What rights you have over your data

If you have an account on this site, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

If at any point you believe the information we process on you is incorrect, you can request to see this information and have it corrected or deleted. If you wish to raise a complaint on how we have handled your personal data, or have any privacy-specific concerns regarding how we process your data, please  contact us by emailing admin@mindmachine.co.uk

If you are not satisfied with our response, or believe we are processing your personal data not in accordance with the law, you can complain to the Information Commissioner’s Office https://ico.org.uk

Where we send your data

All the personal data we process is processed by our staff in the UK, however for the purposes of IT hosting and maintenance this information is located on servers within the European Union. No 3rd parties have access to your personal data unless the law allows them to do so.

We have a Data Protection regime in place to oversee the effective and secure processing of your personal data.

Additional information

How we protect your data

Password policies, encrypted backups, firewalls, Payment Card Industry Data Security Standard (PCI DSS)…

What data breach procedures we have in place

    • We have in place a process to assess the likely risk to individuals as a result of a breach.
    • We know who is the relevant supervisory authority (ico.org.uk) for our processing activities.
    • We have a process to notify the ICO of a breach within 72 hours of becoming aware of it, even if we do not have all the details yet.
    • We know what information we must give the ICO about a breach.
  • We have a process to inform affected individuals about a breach when it is likely to result in a high risk to their rights and freedoms.
  • We know we must inform affected individuals without undue delay.
  • We know what information about a breach we must provide to individuals, and that we should provide advice to help them protect themselves from its effects.
  • We document all breaches, even if they don’t all need to be reported.