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Marketing Data

EasyGates Ltd uses a number of methods to keep previous and potential customers informed about our latest offerings and services.

Email Marketing

EasyGates Ltd maintains several email marketing lists across its various websites.

At the very least, the Marketing Data in these lists consists of your email address, as well as when and to which marketing list you signed up to.

Depending on the email list you opt-in to, additional information such as your name, company name, customer group and industry may be included in our Marketing Data.

When you sign up for an email marketing list, we will always make it clear what information is being added to our marketing list.

This data will not be used in combination with any other information we hold about you without your express permission (see Personalisation section).

Personalisation

In some instances, the information in our Email Marketing Lists may be combined with other information we hold about you (such as your previous Order Details or Cart Contents) in order to provide you with more personalised and relevant product recommendations.

Personalisation is always provided strictly on an opt-in basis, and we will always provide you with concise information about what information is provided for this purpose.

We use the Marketing Data you provide to give you regular updates about our latest products, services and offers via email.

If you opt-in to personalisation, we will provide you with tailored product recommendations, either via email or on our website.

The Marketing Data you provide to us for Email Marketing is stored for as long you stay subscribed to our marketing lists.

The information that is used for personalisation is retained for the periods set out in the Order Details section.

Analytics Data

EasyGates Ltd uses both Google Analytics and SharpSpring to analyse how visitors use our site. Please see the appropriate subsections below to see details for each service.

If you opt-in to Analytics, a cookie is stored on your computer that contains a unique, anonymised ID. This unique ID is a random collection of letters, numbers and symbols, and does not contain any other personally-identifiable information which you may provide to us in another context. The client ID is used to differentiate you from other visitors, as well as determine whether you are a first time or returning visitor.

Google Analytics Data

EasyGates Ltd uses Google Analytics to analyse how visitors use our site.

When Google Analytics is enabled, various details about your computer, browser and visit behaviour are passed on to Google. This information may include, but is not limited to:

• Your IP Address
• An estimate of what browser and operating system you are using to visit our site
• What pages you visit and how long for

Your IP address is collected by the Google Analytics service purely for the purpose of determining the approximate geographic location of visits. Google does not share your IP address with us, and only provides us with an anonymous, approximated geographic location. EasyGates Ltd employs Google Analytics’ optional IP Anonymization feature. This feature removes the final set of digits from your IP address before transmitting it to Google, in order to provide a more anonymised and less accurate estimation of your location.

The techniques that Google employ do not collect personal information such as your name, email address, postal address, or telephone number.

We will not link, or seek to link, any of the above information with any personally identifiable information we hold about you.

SharpSpring Analytics Data

EasyGates Ltd uses SharpSpring to analyse how visitors use our site.

When analytics are enabled, various details about your computer, browser and visit behaviour are passed on to SharpSpring. This information may include, but is not limited to:

• Your IP Address
• Preferences and settings: time zone, language, and character size.
• Technical information: type of device, operating system name and version, device manufacturer, browser information (type, version), screen resolution.
• Traffic Data: What pages you visit, how long for and when; referrer URL

Your IP address is collected by the SharpSpring service purely for the purpose of determining the approximate geographic location of visits. SharpSpring does not share your IP address with us, and only provides us with an anonymous, approximated geographic location.

We cannot link any of the data collected by SharpSpring’s analytics tools to a specific individual.

SharpSpring Analytics Data is retained where SharpSpring "have justifiable business need to do so, and/or for as long as it is needed to fulfill the purposes outlined in [their] Privacy Notice, unless a longer retention period is required by law, such as for tax, legal, or accounting purposes."

Please see SharpSpring’s Privacy Policy for more information.

Raw Access Logs

EasyGates Ltd uses various technologies to log traffic across our websites. The majority of this data is anonymous, and is not linked to any IP addresses or other personally identifiable information.

However, in addition to this anonymous data, EasyGates Ltd keeps raw access logs. These raw access logs store the following information about visitors each time a page is accessed:

• IP Address
• User Agent String
• What resource was accessed
• What time it was accessed

These raw logs do not contain any other information. The data transferred between your computer and our servers is not logged, only the page accessed.

EasyGates Ltd keeps these raw logs in order to:

• Ensure network and information security.
• Ensure we can resist malicious actions that compromise the security of our systems and data, such as brute force entry, DDOS and DOS attacks.

Any data that contains personally identifiable information will be kept for no longer than one month.

However, if we believe an IP Address or range of IP addresses to be behind malicious actions that threaten the security and upkeep of our systems, they will be kept on file as long as we believe they may cause us harm, in order to prevent repeat behaviour.

Order Details

The following information is collected during checkout:

• Your name and title
• Your company name
• Your contact information, including email address and telephone number
• Your geographic information (shipping and billing addresses)
• How you found us (optional)
• Order comments (optional)
• Items purchased
• Quantity of items purchased
• Prices paid for items, delivery and VAT

If you reach one of our payment gateway providers (WorldPay or PayPal) but do not complete payment (either by choice or due to an issue) the details above will be logged in our ordering system as an incomplete order.

If you would like this information removed from our system, please see the “Your Data and Your Rights” section.

The Order Details we collect at checkout are used in order to:

• ensure your items reach you in a timely fashion; and
• allow us to contact you regarding any issues with your order.

Your Order Details are stored with RomanCart (our Shopping Cart provider) for 3 years after the date or purchase.

If you would like this information removed from RomanCart, please see the “Your Data and Your Rights” section.

In order to comply with the Companies Act 2006, EasyGates Ltd keeps accounting records for 6 years from the end of the last company financial year they relate to, or longer if:

• they show a transaction that covers more than one of the company’s accounting periods; or
• we are otherwise required to by HMRC (for example for compliance check purposes).

• Consent: By completing the checkout process, you have given clear consent for us to process your personal data for a specific purpose.
• Contract: processing this data is necessary to fulfil our contractual obligations to you

• Your Order Details are held and processed by RomanCart Limited (Company registration number 03895705)
• When attempting to pay for your goods, your Order Details are passed onto one of our Payment Providers (WORLDPAY (UK) LIMITED (Company registration number 07316500) or PayPal (Europe) S.à r.l. & Cie, S.C.A.)
• If you opt-in to Personalisation, your Order Details may be combined with other Marketing Data we hold about you and passed on to our email marketing provider Mailchimp in order to provide you with more relevant product recommendations. See Marketing Data section for more details. Mailchimp is operated by The Rocket Science Group LLC.

Testimonial or Review Details

When adding a testimonial to our guestbook or reviewing a product, the following information is collected:

• Your comments
• Items or services purchased
• Invoice number
• Your name
• Your location
• Email address

This information will be displayed on our site in accordance with the policies set out in the “What we use this data for” column.

Your Testimonial or Review Details are initially used to ensure your review or testimonial is associated with a genuine order or interaction with EasyGates Ltd.

Subsequently, If we decide to display your comment on our website, the following information will be displayed publicly:

• Your name (with either your last or first name as only an initial)
• Your comment
• Items or services purchased (if deemed relevant to the review)
• Your location (if the location you give is very specific, we will change this to your town or city)

The following information will not be displayed publicly:

• Items or services purchased (if not deemed relevant to the review)
• Invoice number
• Email address

Product reviews will be retained on our website for as long as we sell the product in question, and as long as we feel the review reflects our current product offering (for example, we may remove a review if it mentions a product kit or service that we no longer offer).

Testimonials will be retained on our website indefinitely. They may be removed if we feel they no longer accurately reflect the services we offer.

If you would like a product review or testimonial you have written to be removed, please see the please see the “Your Data and Your Rights” section.

The information which is not published (as laid out in the “What we use this data for” column) will never be passed onto a third party unless:

• we have your express permission beforehand; or
• are required to do so by law (see Introduction section).