arianasoz Privacy Policy

1. Personal Data We Collect & Collection Methods

1.1 Voluntarily Provided Data

• Account & Transaction Data: When creating an account or placing an order (online or in-store), we collect your full name, email address, telephone number, billing address, and delivery address. For invoice requests, we may collect additional details such as your company name (for business customers) or tax identification number, solely to comply with UK accounting laws.
• Communication & Feedback Data: When you contact our customer service (via email, telephone, or in-store), leave product reviews, or submit feedback, we collect your query details, communication history, and any supplementary information you provide to resolve your request or improve our services.
• Marketing Consent Data: If you opt in to receive marketing communications, we collect your consent status, preferred communication channels (email, SMS), and product interests (where voluntarily shared) to tailor content to your preferences.

1.2 Automatically Collected Data

• Device & Technical Data: IP address (anonymized after 30 days), browser type and version, operating system, device model, and screen resolution. This data helps us ensure our website is compatible with different devices and browsers.
• Browsing & Interaction Data: Pages visited on our website, time spent on each page, referral source (how you found our site), search queries entered on our site, and interactions with product pages (e.g., adding items to cart, saving favorites). We do not track your browsing activity outside of arianasoz platforms, and this data is anonymized for aggregate analysis.

1.3 Sensitive Personal Data

2. Lawful Bases for Data Processing

• Contract Performance: To fulfill orders, process payments, arrange delivery, and provide after-sales services (e.g., returns, exchanges). This is the primary basis for processing order and delivery data, as it is essential to completing transactions you initiate.
• Consent: For sending marketing communications, using non-essential cookies (e.g., for personalized product recommendations), and collecting size/fit details for made-to-measure services. You may withdraw your consent at any time through channels, with no impact on your ability to use our core services.
• Legitimate Interests: To improve our website functionality, optimize our product range based on anonymized browsing data, prevent fraud and ensure payment security, and manage our business operations (e.g., stock management, customer service optimization). We conduct regular balancing tests to ensure these interests do not override your privacy rights.
• Legal Obligations: To comply with UK tax, accounting, and consumer protection laws (e.g., retaining order records for 7 years for tax purposes, responding to lawful requests from regulatory authorities).

3. How We Use Your Personal Data

• Transaction Fulfillment: Process and dispatch your orders, communicate delivery updates (via email/SMS, as preferred), resolve order discrepancies, and provide post-purchase support.
• Customer Service Delivery: Respond to your queries, complaints, and feedback in a timely manner; manage returns and exchanges; and provide personalized assistance based on your order history (with your consent).
• Personalized Marketing (With Consent): Send you relevant promotional content, new product announcements, and exclusive offers tailored to your preferences. You can opt out of marketing communications at any time by clicking the "unsubscribe" link in emails or replying "STOP" to SMS messages.
• Service & Product Improvement: Analyze anonymized browsing and purchase data to optimize website navigation, refine our product range, and enhance the overall shopping experience. This analysis is conducted on an aggregate basis, with no individual identification.
• Fraud Prevention & Security: Monitor transactions for suspicious activity (e.g., mismatched billing/shipping addresses, unusual purchase patterns) to protect both you and arianasoz from fraudulent activity. We use AI-powered tools to flag potential risks, with human review of all flagged cases.
• Legal Compliance: Maintain accurate records for tax and accounting purposes, and cooperate with lawful requests from regulatory authorities (e.g., ICO, HMRC) within the scope of UK law.

4. Sharing & Disclosing Your Personal Data

• Payment Service Providers: FCA-authorized providers (e.g., PayPal, Stripe) who process payment transactions on our behalf. They only receive data necessary to complete payments (e.g., transaction amount, last four digits of payment cards) and do not store full payment details.
• Logistics Partners: Courier services (e.g., Royal Mail, DPD) who deliver your orders. We share your name, delivery address, and contact number to facilitate delivery and provide tracking updates.
• Digital Service Providers: Providers who host our website, manage our IT systems, and provide analytics tools (e.g., Google Analytics). These providers only process data to maintain and optimize our digital services, and we ensure all analytics data is anonymized.
• Marketing Platforms: Providers who assist with sending marketing communications (e.g., email marketing tools) – only if you have consented to receive marketing content. These providers are prohibited from sharing your data with other third parties.

5. Data Storage & Security

5.1 Storage Periods

• Order & Transaction Data: Retained for 7 years from the order date to comply with tax and accounting laws. After this period, all identifying details are removed, and only anonymized transaction data is retained for business analysis.
• Account Data: Retained for as long as your account is active. If you delete your account, we retain limited data (e.g., order history) for 7 years for legal compliance, then anonymize or delete it. You can request account deletion at any time (see Section 6).
• Marketing Data: Retained for as long as you consent to receive marketing communications. If you withdraw consent, we stop processing data for marketing purposes but retain your consent status for 2 years to avoid re-contacting you, in compliance with ICO guidelines.
• Cookie & Browsing Data: Retained for a maximum of 12 months, unless you adjust your cookie settings to delete data sooner.

5.2 Security Measures

• Technical Security: All data transmissions are encrypted using 256-bit SSL/TLS technology. Sensitive data is stored in encrypted databases, and access is restricted via multi-factor authentication and role-based permissions. We regularly update our security software to address emerging threats.
• Organizational Security: Our staff receive annual UK GDPR and data security training, and only authorized personnel have access to personal data. We maintain a strict access log for all data systems, with regular audits to detect unauthorized access. We also have a formal data breach response plan in place.
• Third-Party Oversight: We conduct regular assessments of our third-party service providers to ensure they maintain equivalent security standards. We reserve the right to terminate contracts with providers who fail to comply with data protection requirements.

6. Your Data Protection Rights

• Right to Access: Request a copy of the personal data we hold about you, along with details of how we process it. We will provide this information in a clear, accessible format within 30 calendar days.
• Right to Rectification: Request correction of inaccurate or incomplete personal data (e.g., updated delivery address, contact number). We will verify and update the data within 14 working days.
• Right to Erasure ("Right to be Forgotten"): Request deletion of your personal data, where we no longer need it for processing purposes, you withdraw consent, or processing is unlawful. We will process deletion requests within 30 calendar days (extensible for complex cases, with notification).
• Right to Restrict Processing: Request that we temporarily stop processing your data (e.g., while verifying the accuracy of data or investigating a complaint). We will confirm the restriction within 7 working days.
• Right to Data Portability: Request your personal data in a structured, machine-readable format, to transfer to another data controller (e.g., another retailer). This applies to data you provided to us based on consent or contract performance.
• Right to Withdraw Consent: Withdraw consent for marketing communications, non-essential cookies, or other consent-based processing at any time. This can be done via the "unsubscribe" link in emails, your account’s privacy settings, or by contacting our customer service team.
• Right to Object: Object to processing based on legitimate interests (e.g., direct marketing). We will stop processing unless we have compelling legitimate grounds that override your rights, or for legal compliance.

7. Cookies & Tracking Technologies

• Essential Cookies: Required for website functionality (e.g., remembering your shopping cart, enabling checkout, maintaining account sessions). These cannot be disabled, as they are necessary for our core services.
• Analytics Cookies: Used to track website usage (e.g., page views, bounce rates) to improve our site. These are non-essential, and you can disable them via your browser settings. Disabling them does not affect core shopping functions.
• Marketing Cookies: Used to deliver personalized promotional content and measure the effectiveness of marketing campaigns. These are non-essential, and only used if you consent. Disabling them means you will still receive marketing communications (if opted in), but they will not be personalized.

8. Children’s Privacy

9. Changes to This Policy

10. Contact Information & Complaints

• General Privacy Inquiries: arianasoz@outlook.com (Subject line: "Privacy Inquiry - [Your Full Name]")
• Data Protection Officer (DPO): dpo@arianasoz.com (for formal data rights requests or complaints)
• Telephone: +44 (0) 20 7436 8912
• Flagship Store Address (In-Person Inquiries): arianasoz Flagship Store, 18 Carnaby Street, London, W1F 9PS, United Kingdom
• Postal Address (Data Protection Team): ArianaSoz Fashion Limited, 18 Carnaby Street, London, W1F 9PS, United Kingdom
• Service Hours (GMT): Monday to Friday: 10:00 AM – 7:00 PM; Saturday: 11:00 AM – 6:00 PM; Sunday & UK Public Holidays: Closed