PRIVACY POLICY AND TERMS & CONDITIONS REGULATING PURCHASES MADE ONLINE FROM THE WFG WEBSITE

PRIVACY POLICY

Following the new GDPR, the White Fox Gallery has updated its Privacy Policy to take into account the requirement for greater transparency. For ease of reference this new policy document is sub-divided into 2 components:

1)    PRIVACY POLICY RELATING TO THE WHITE FOX GALLERY CUSTOMERS / VISITORS

2)    PRIVACY POLICY RELATING TO THE ARTISTS/DESIGNERS AND MAKERS SELLING THEIR WORK THROUGH THE WHITE FOX GALLERY

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PRIVACY POLICY RELATING TO

THE WHITE FOX GALLERY CUSTOMERS / VISITORS

 

Who we are: The White Fox Gallery, located on 51 High Street, Coldstream, TD12 4DL Tel. 01890 254 010 or 07980 402 755. For the purposes of processing your personal data we are the controller.

Remit of this policy: This privacy policy concerns the collection and use of personal data by the White Fox Gallery in the context of the conduct of its business and more specifically of

  • its communication with the customers on its mailing list as well as in
  • the commercial transactions effected on the physical premises of the White Fox, via the Own Art Scheme or via the White Fox Gallery’s online shop.

WHAT DATA DO WE COLLECT AND FOR WHAT USE?

1)    What data do we collect?

MAILING LIST on MAILCHIMP PLATFORM

For marketing purposes, and only with the customers /gallery visitors’ consent, the White Fox Gallery collects the following information: Customers’ names and email address

This information is uploaded on a Mailchimp list on the Mailchimp platform. This list may also sometimes contain telephone numbers when this has been given by the customer.

Mailchimp is a secure site which takes privacy of data seriously as indicated by the lock icon in the address bar and “https” at the beginning of the address of their webpage. This shows that the information is encrypted.

Equally the customers/gallery website visitors can opt, on their own accord, to subscribe to the White Fox Mailchimp mailing list via the gallery website Subscribing link at the bottom of the Home page. As with Mailchimp, the White Fox gallery has taken extra precaution in ensuring that its own website is secure by purchasing an SSL certificate (indicated by the lock icon in the website address bar and “https” at the beginning of the address). As mentioned above, this is a proof that the information is encrypted and therefore safer than on ordinary websites.

2)    What is the information used for?

The mailing list is used only to send the White Fox Gallery newsletters and occasional News Flash to their consenting customers. This amounts to between 4 and 6 or 7 emails per year.

It may also, at time, be necessary, in the context of a commercial transaction for instance, to contact the client via the gallery’s own email address (info@whitefoxgallery.co.uk). This will be done with curtesy and only as and when necessary.

 Right of access to, editing or deleting your personal information on our mailing list
You have the right to view, amend, or request the deletion of the personal information that we hold about you. To do so, please click on either “update your preferences” or “unsubscribe from this list” at the bottom of any of the Mailchimp email you may have received.

Your right of erasure, or to be ‘forgotten’
You may request the deletion of any email we hold on you or from you at any time.
Be aware that requesting deletion, unlike unsubscribing from specific Mailchimp emails, is total and irreversible. This means that we will also lose record of you having ever been on our systems. If you re-join our systems, by voluntarily providing your personal information, you will appear to us as a completely new data subject. This does not affect your other rights in any way.

Sharing or selling of information

All information provided by our clients is treated with absolute confidentiality. The White Fox Gallery will NEVER share your data with any third parties, unless requested by the Inland Revenue.

The White Fox Gallery will NEVER sells any of your data to any third parties.

COMMERCIAL TRANSACTIONS

Payments made by cards at the White Fox Premises

Receipts of customers’ purchases made by cards, are only retained by the White Fox Gallery for its own bookkeeping purposes as proof of transactions made. For safety, these are kept securely, off premises.

Purchases made via our online shop

All purchases made via our online shop can be paid by cards or through Paypal.

To provide as safe a shopping environment as possible, we have purchased an SSL certificate for our website which allows for data to be encrypted and therefore to be safer. This is denoted by the small lock on the website address bar and by ‘https’ which precedes the website address. Further the WordPress website management system from which the website was built is regularly kept uptodate to ensure the greatest protection possible.

As for Paypal, this has also been recognised as probably the safest way to make an online payment.

Purchases made via the OWN ART scheme

Personal data disclosed and entered by the appointed “Data Controller” at the White Fox Gallery (namely Virginie Renard) on the Hitachi site so as to enable a customer of the said Gallery to access the Own Art Scheme 0% credit facility will only be used to verify the customer’s ability to take on a loan for a said sum. The information will not be used for any other end. The Data Controller will process the customer’s information in full accordance with the instructions provided by Hitachi, the Own Art credit facility provider.

The laptop, on which these credit agreements are arranged, will be kept overnight in a secure place, off the premises.

HOW LONG DO WE KEEP YOUR PERSONAL DATA
We keep your personal data on our mailing list or email provide for no longer than reasonably necessary while we have a business relationship with you.

CONTACTING US

If you have any questions about the above privacy policy or the data we hold about you, you can contact us in the following ways:

  • Email: please send your message to info@whitefoxgallery with the subject line ‘Privacy’.
  • Telephone: you can call us on 01890 254 010 or 07980 402 755 10am – 4pm Tuesday – Saturday (with Wednesday 10 am to 1pm)
  • Post: you can write to us at White Fox Gallery, 51 High Street, Coldstream TD12 4DL

DATA BREACHES

Should your personal data that we control be lost, stolen or otherwise breached, where this constitutes a high risk to your rights and freedoms, we will contact you without delay, explain to you the nature of the breach and the steps we are taking to deal with it.

COMPLAINTS

Should you wish to complain about the way we are processing your personal data, you can contact the ICO via their website: www.ico.oig.uk

 

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PRIVACY POLICY RELATING TO THE ARTISTS/DESIGNERS AND MAKERS SELLING THEIR WORK THROUGH THE WHITE FOX GALLERY

 

Who we are: The White Fox Gallery, located on 51 High Street, Coldstream, TD12 4DL Tel. 01890 254 010 or 07980 402 755. For the purposes of processing your personal data we are the controller.

Remit of the second part of this policy: This Privacy policy second section concerns the collection and use of personal data by the White Fox Gallery in the context of the conduct of its business and more specifically of

  • its communication and business relationships with the artists displaying their work at the gallery, including
  • the payments of artists’ work sold.

If you are an artist selling your work through the White Fox Gallery, we would hold some of your personal information, as we this is an essential prerequisite to be able to enter in a business relationship with you.  However, under the new Data regulations (GDPR), we have to let you know what and how we use your information and inform you of your rights to see the information at any time or to ask for this to be amended or deleted..

WHAT DATA DO WE COLLECT… 

  • Name, address, tel. no., email (as filled in in our exhibition contract with you or given by you over the phone or by email)
  • Information on the work delivered (through delivery notes)
  • Bank details (to pay you when your work is sold)
  • Photographs of your artworks.

… FOR WHAT USE AND WERE  IS THE DATA KEPT?
Name, address, tel. no. and email address are only used for contractual and legitimate business objectives, for instance to inform you about sales of your work, to send you newsletters, to discuss participation in exhibitions or ask further information about your work, including photographs.

These pieces of information are only kept on the paper copy of your contract which are in your individual file in a lockable metal filing cabinet (locked every night, and key taken home for safety). If you have not been issued with a contract yet, then the information would have been noted on either your 1st delivery note or an individual sheet of paper which would be kept in your paper file in the same filing cabinet.

Email addresses are obviously also kept on our White Fox Gallery LCN webmail and on the Mailchimp website, both of these being secure site (https) and aware of the implications of GDPR.

Paper delivery notes are kept in your individual paper file (locked every night). Delivery notes sent by email on Excell Spreadsheets are merged with the master stock spreadsheet, saved on a USB stick (taken home every night for safe keeping). Once these individual spreadsheets are merged with the master stock spreadsheet, they are deleted.

Bank details These are only used to pay you for artworks sales. So, once the bank details are confirmed by yourself by email, these are uploaded on the gallery bank website which has double levels of security (username, password and use of a fob) and your email with your bank details deleted. You are obviously entitled to opt out of BAC payments (although these are a quicker method of payment) and revert to being paid by cheque. Just let us know.

Photographs
The photographs of your work which you have consented to supply the gallery with are used for publicity and promotion only on, either:

  • the gallery website, the gallery facebook page and soon on Instagram. These are low resolution images.
  • Printed leaflets, Private view invitations and other promotional printed matters. These are high resolution ( we always seek your consent prior to these)
  • Advertising in a number of publications such as Berwickshire News, Artmag, Homes Interiors Scotland, Living North, Visit Scotland, Coldstream Civic Week programme…These are high resolution ( we always seek your consent prior to these)

Your photographs are kept in an individual folder on our master USB stick which – as mentioned earlier is taken home every night for safe keeping.

WHO WE SHARE YOUR INFORMATION WITH
Your personal data is treated as strictly confidential. The White Fox Gallery will never share nor sell any of your information to any third parties, unless of course we are asked by the Inland Revenue in which case we may have to share your personal info with HMRC and other Government agencies.

Should a client wish to contact you direct, we will not pass on any of your contact details without your permission first. They could of course pick up one of your business cards in our gallery and contact you that way. Should you wish for this not to happen, please ask us to remove your business or info. leaflets from our gallery.

In terms of photographs supplied by you, these may be sent to advertisers, designers or printers with the proviso that they should only be used once for the purpose of a specific advertisement or printed material. We will always remind our printers/designers/magazines and other publications that the copyright of the photograph remains with you.

YOUR RIGHTS AND YOUR PERSONAL DATA
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: to view, amend and/or delete all information.

Where you have provided explicit consent for us to use your data you have a right to withdraw this consent at any time.

HOW LONG DO WE KEEP YOUR PERSONAL DATA
We keep your personal data for no longer than reasonably necessary while we have a business relationship with you.

CONTACTING US

If you have any questions about the above privacy policy or the data we hold about you, you can contact us in the following ways:

  • Email: please send your message to info@whitefoxgallery with the subject line ‘Privacy’.
  • Telephone: you can call us on 01890 254 010 or 07980 402 755 10am – 4pm Tuesday – Saturday (with Wednesday 10 am to 1pm)
  • Post: you can write to us at White Fox Gallery, 51 High Street, Coldstream TD12 4DL

DATA BREACHES

Should your personal data that we control be lost, stolen or otherwise breached, where this constitutes a high risk to your rights and freedoms, we will contact you without delay, explain to you the nature of the breach and the steps we are taking to deal with it.

COMPLAINTS

Should you wish to complain about the way we are processing your personal data, you can contact the ICO via their website: www.ico.oig.uk

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TERMS & CONDITIONS REGULATING PURCHASES MADE ONLINE FROM THE WFG WEBSITE

As indicated above, the WFG takes the protection of your privacy and integrity of your data very seriously. We therefore have purchased an SSL certificate, identified by the lock symbol at the end of the WFG website address in your browser tab, and mention of htpps: in front in the WFG website address. Having a secure HTTPS website is not only a proof that the visited website is authentic, but it also allows for extra protection of the privacy and integrity of the exchanged data. In practice, this provides a reasonable guarantee that one is communicating with precisely the website that one intended to communicate with (as opposed to an impostor), as well as ensuring that the contents of communications between the user and site cannot be read or forged by any third party.

All products displayed on this website are sold subject to our Terms and Conditions set out below:

General notes:

  1. Except for our Giclee photography fine art prints, which are limited editions running to 100 or 150 items, the artworks listed for sale on our website are one-off pieces.
  2. All the work listed for sale would have been photographed professionally, as best as possible. However, The WFG cannot be held responsible for variations of colour between the actual object and the photograph displayed on the online shop. Colours may not be reproduced entirely accurately and may vary from one computer to another depending on each screen calibration.
  3. Given the unique nature of most of the work sold online, there may be occurrences when an artwork sells in the gallery at the same time as in the online shop. The WFG cannot be held responsible of these eventualities. In this very unlikely event, the item will be sold to the customer who bought it in the WFG gallery premises. We would then notify the online customer of the situation who would be refunded through Paypal, as soon as the WFG becomes aware of the double purchase.
  4. We make every attempt to ensure that all prices on our website are accurate, however discrepancies may occur. If we discover an error in the price of goods already ordered we will inform you as soon as possible and ask that you reconfirm your order at the correct price, whilst also giving you the option to cancel it. If we are unsuccessful in contacting you we will consider the order cancelled. If we cancel your order, you will receive a full refund.

A)   Acknowledgement of your Order

For each order you make, an email confirming your order will automatically be sent to your email address by Paypal. It will state what the item(s) on order and post & package charges are, together with delivery and invoice details.

You warrant that the information given in your order is complete and accurate. If for any reason your order cannot be processed, the gallery will contact you to explain the nature of the difficulty.

B)    Processing of payments made when purchasing online

Online credit and debit card payments are processed through Paypal, one of the safest, if not safest method for processing financial transactions online.

The WFG website is also an htpps website which means that the information is further encrypted, thus offering another layer of protection to the customer’s financial information.

All payments need to be made in pounds Sterling.

C)    Alternative payment methods

We are happy to take any payments with credit/debit cards over the telephone if the customer wishes. We take all major credit cards apart from American Express and Amex. All payments need to be made in pounds Sterling. Please contact us on +44 (0)7980 402 755.

 D)   Refunds

Any refund of payments made online, using Paypal, will be made through Paypal.

When a payment has been made using a credit/debit card, the customer requesting a refund would need to contact the gallery on the above number to effect a refund to the account of the card used.

Refund will only be given in the following circumstances:

–          The wrong item was sent to the customer

–          The item was damaged (see “J) To Cancel your order”)

–          The wrong price was quoted on the website (see above, 4.)

E)    Shipping

Most items will carry a price for p&p based upon its weight, size and worth. If the work is too large, heavy or fragile for standard posting methods, there will be no ‘add to cart’ option. In this case, please contact the gallery so that we can endeavour to find the best way of shipping an item to you. In some cases it may not be possible for us to arrange a suitable means of shipping, so although we will try to come up with a solution, we cannot be held responsible should this not be possible.

Once the work has been delivered to the customer, it, then, becomes the customer’s full responsibility.

F)    International Shipping

The postage and packaging costs quoted on the website is for dispatching items to UK addresses only. In the eventuality that an item is to be sent to an address out with the UK, it would be recommended that:

  • the customer asks the WFG to confirm the cost of shipping the item to the country selected by the customer (using the Contact form available under the “Contact Us” page of the website)

On receipt of this request, the WFG will confirm the total cost of the artwork (including P&P) and will process the order, as soon as the payment including the p&p is received by the WFG. We endeavour to ensure that all orders are received by the customer within 15 days of the confirmation and payment of the order, although this timing may vary depending on the country where the delivery is to be made.

You may want to bear in mind that you may be subject to import duties and taxes. These additional charges for customs clearance remains the responsibility of the customer. For further information, please contact your local customs office. International, cross-border, shipments may be opened for inspection by customs authorities. The WFG is not responsible for any damages caused by mishandling of the package by either the customs authorities or the carrier. Once the work has been delivered to the customer, it, then, becomes the customer’s full responsibility

G)    Buying online and picking up from the WFG

This extra option will negate the cost of delivery.

Work purchased in this way must be picked up within 2 weeks from when the payment has been received by the WFG (The WFG will send a notification to that effect to the customer). The full ownership of the artwork will transfer to the customer once the payment has been received by the WFG and the item has been collected from the WFG premises within the above set time. Once collected, the artwork becomes the full responsibility of the customer.

The ownership of any work purchased under the option of “Collect in person” which remains uncollected within the 2 weeks deadline will revert back to the WFG, unless a new date for pickup has been arranged. In the case when an item is not picked up, the WFG will refund 75% of the value of the artwork to the customer, the remaining 25% covering administration costs incurred and potential loss of income.

H)    Delivery Times

We aim to process all online orders within 24 to 48hours of receipt by the WFG. Items will then be packaged, ready for shipping, and delivery times, from posting, will be as follows:

5-7 working days for UK
7-10 working days for Europe
10-15 working days for Rest of the world.

Any delay incurred along the line will be notified to the customer immediately. Deliveries organised via a courier service (eg. for large items) may be slightly quicker.

I)       Gift Vouchers

WFG Gallery Gift Vouchers are not currently accepted as method of payment for items bought on the WFG online shop. Vouchers are currently only redeemable for artworks and/or workshops bought at the White Fox Gallery in Coldstream, or over the telephone.

The value of (a) voucher(s) can be used as part payment for an item of a higher value, purchased at the WFG premises in Coldstream.

The WFG will not exchange Gift vouchers for cash.

In the instance of a purchase of an artwork of a lesser value than the gift voucher(s), change will not be given.

Gift Vouchers must be redeemed from the gallery within a 12 month period from when purchased.

If the voucher code has already been used the voucher will be void. If your gift vouchers become accidentally damaged, please contact the gallery.

J)    To cancel your order

We want you to be totally satisfied with your purchase. If for any reason you are not entirely happy with your order – whether you have changed your mind or we have made a mistake – then please contact us by email at info@whitefoxgallery.co.uk or by phone on +44 (0)7980 402 755.

Any item(s) that need to be returned to us must be authorised in advance by the gallery. We need to be notified of any returns or exchanges within 7 days following receipt of the item(s), and the item must be returned within 10 days following receipt.

Artworks must be returned in the same condition as at the time of purchase.

Refunds will take place as follows:

  • If the customer has changed his/her mind and simply wishes to return the item, he/she will be refunded 75% of the value of the item only, 25% being retained for loss of potential business (from another customer who may have bought the item during that week).
  • However, in the case where the customer has changed his/her mind and wishes to swap one item for another, 100% of the value of the returned artwork will be refunded if the art pieces swapped are of similar value. The customer will simply be reimbursed the original price and then charged the price of the new artwork. However, should the value of the alternative artwork be less than that of the original artwork by 10% or more, then 25% will be retained from the value of the original artwork (as above).

The gallery will only refund the postage & packaging costs of returned goods if they were faulty or damaged on delivery, the gallery will also not be responsible for outgoing postage of the new item, should the customer wish to exchange one item for another.

Please note that, for health and safety reasons, we are not able to accept returns or exchanges of earrings, unless damaged in transit.

If an item has been damaged during transit, a claim will be made with the relevant courier against the insurance paid for when shipping the work. Please check all items upon delivery, and report any damage to us immediately. Contact us for more information on +44 (0)7980 402755 or info@whitefoxgallery.co.uk.

Should you wish to cancel your order prior to the artworks being dispatched, we will refund the full cost of the items.

If a refund is required, we will issue this using the same payment details that were used to purchase the items. We aim to process all returns within 1-2 weeks but the refund could take up to an additional 10 working days to show in your account.

By ordering a product online, you agree to accept these terms and conditions. As these are subject to change from time to time, we would therefore recommend that you check these T&Cs prior to placing any new order. Thank you for your custom.

 

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