Our privacy notice
This privacy notice lets you know what happens to any personal data that you give to us, or any that we may collect from or about you. It applies to all products and services, and instances where we collect your personal data. This privacy notice applies to personal information processed by or on behalf of Vanilla Chinchilla Ltd.
Changes to this privacy notice
We may change this privacy notice from time to time by updating this page in order to reflect changes in the law and/or our privacy practices. We encourage you to check this privacy notice for changes whenever you visit our website – https://buttercupbus.com/.
Vanilla Chinchilla Ltd and how to contact us
We are Vanilla Chinchilla Ltd, trading under the name Buttercup Bus Vintage Campers®. We are a data controller of your personal data. You can contact the us by going to our contacts page.
2. What kinds of personal information about you do we process?
Personal information that we’ll process in connection with all of our products and services, if relevant, includes:
- Personal and contact details, such as title, full name and contact details
- Your date of birth, gender and/or age
- Your nationality, if needed for the product or service
- Details of beneficiaries, such as joint policy holders, named drivers, beneficiaries of our products or services
- Family members (if relevant to the product or service)
- Records of your contact with us such as via the phone number of service and, if you get in touch with us online using our online services
- Products and services you hold with us, as well as have been interested in and have held and the associated payment methods used
- The usage of our products and services
- Marketing to you and analysing data, including history of those communications, whether you open them or click on links, and information about products or services we think you may be interested in, and analysing data to help target offers to you that we think are of interest or relevance to you.
- Telematics and driving information about your hired vehicle (including assessing and predicting faults or issues), driving style (including recommending improvements and assessing risk associated with your driving style), location and routes taken.
- DVLA checking code to verify alleged driving offences, for example when processing your car insurance
- Information about your health or if you are a vulnerable customer
- Information about your employment status, if relevant
- Your residency and/or citizenship status, if relevant, such as your nationality, your length of residency in the UK and/or whether you have the permanent right to reside in UK (for insurance purposes)
- Insights about you and our customers gained from analysis or profiling of customers
- Third party transactions; such as where a person other than the account holder uses the service, information about that person and the transaction
- Photobooth images of you and your guests
- Voice recordings through our business telephone line
3. What is the source of your personal information?
We’ll collect personal information from the following general sources:
- From you directly, and any information from family members, associates or beneficiaries of products and services
- Information generated about you when you use our products and services
- Business partners (for example, insurers), account beneficiaries, or others who are a part of providing your products and services or operating our business
- From other sources such as DVLA, publically available directories and information (for example, telephone directory, social media, internet, news articles) and other organisations to assist in prevention and detection of crime, police and law enforcement agencies
4. What do we use your personal data for?
We use your personal data, including any of the personal data listed in section 2 above, for the following purposes:
- Assessing an application for a product or service, including considering whether or not to offer you the product or service, the price, the risk of doing so, availability of payment method and the terms
- Managing products and services relating to that the product or service, or application for one
- Updating your records
- Managing any aspect of the product or service
- To perform and/or test the performance of, our products, services and internal processes
- To improve the operation of our business and that of our business partners
- To follow guidance and best practice under the change to rules of governmental and regulatory bodies
- For management and auditing of our business operations including accounting
- To monitor and to keep records of our communications with you and our staff (see below)
- For market research and analysis and developing statistics
- Assessing and profiling aspects of your hired vehicle (including faults), driving style (including recommending improvements), location and routes taken (if relevant to your product or service)
- For direct marketing communications and related profiling to help us to offer you relevant products and service, including deciding whether or not to offer you certain products and service. We’ll send marketing to you by SMS, email, phone, post, social media and digital channels (for example, using Facebook Custom Audiences and Google Custom Match). Offers may relate to any of our products and services
- To provide personalised content and services to you, such as tailoring our products and services and deciding which offers or promotions to show you on our digital channels
- To develop new products and services and to review and improve current products and services
- To comply with legal and regulatory obligations, requirements and guidance
- To provide insight and analysis of our customers both for ourselves and for the benefit of business partners either as part of providing products or services, helping us improve products or services, or to assess or improve the operating of our businesses
- To share information, as needed, with business partners (for example, insurers), account beneficiaries, service providers or as part of providing and administering our products and services or operating our business
- To facilitate the sale of one or more parts of our business
5. The bases on which we process information about you
The law requires us to determine under which of six defined bases we process different categories of your personal information, and to notify you of the basis for each category. If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data. If the basis changes then if required by law we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.
Information we process because we have a contractual obligation with you
When you create an account on our website, buy a product or service from us, or otherwise agree to our terms and conditions, a contract is formed between you and us. In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal information. We may use it in order to:
- verify your identity for security purposes
- sell products to you
- provide you with our services
- host your photobooth images on a password protected gallery
- provide you with suggestions and advice on products, services and how to obtain the most from using our website
We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract. Additionally, we may aggregate this information in a general way and use it to provide class information, for example to monitor our performance with respect to a particular service we provide. If we use it for this purpose, you as an individual will not be personally identifiable. We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.
Information we process with your consent
Information we process for the purposes of legitimate interests
We may process information on the basis there is a legitimate interest, either to you or to us, of doing so. Where we process your information on this basis, we do after having given careful consideration to:
- whether the same objective could be achieved through other means
- whether processing (or not processing) might cause you harm
- whether you would expect us to process your data, and whether you would, in the round, consider it reasonable to do so
For example, we may process your data on this basis for the purposes of:
- record-keeping for the proper and necessary administration of our Business
- responding to unsolicited communication from you to which we believe you would expect a response
- protecting and asserting the legal rights of any party
- insuring against or obtaining professional advice that is required to manage Business risk
- protecting your interests where we believe we have a duty to do so
Information we process because we have a legal obligation
We are subject to the law like everyone else. Sometimes, we must process your information in order to comply with a statutory obligation. For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order. This may include your personal information.
6. When do we share your personal information with other organisations?
We may share information with the following third parties for the purposes listed above. Business partners (for example, financial services institutions, insurers), account beneficiaries, or others who are a part of providing your products and services or operating our business. Governmental and regulatory bodies such as HMRC, the Financial Conduct Authority, the Prudential Regulation Authority, the Ombudsman, the Information Commissioner’s Office. Other organisations and businesses who provide services to us such as accountants, back up and server hosting providers, IT software and maintenance providers, document storage providers and suppliers of other back office functions
7. How and when can you withdraw your consent?
Where we’re relying upon your consent to process personal data, you can withdraw this at any time by contacting us using the Contacts page.
8. Is your personal information transferred outside the UK or the EEA?
We’re based in the UK but sometimes your personal information may be transferred outside the European Economic Area. For example, some of the software our website uses may have been developed in the United States of America or in Australia. If we do so we’ll make sure that suitable safeguards are in place for example that we are certified under an approved certification mechanism as provided for in the GDPR.
9. What should you do if your personal information changes?
You should tell us so that we can update our records using the details in the Contact Us section of our website. We’ll then update your records if we can.
10. Do you have to provide your personal information to us?
We’re unable to provide you with our products or services if you do not provide certain information to us. In cases where providing some personal information is optional, we’ll make this clear.
11. Do we do any monitoring involving processing of your personal information?
In this section monitoring means any: listening to, recording of, viewing of, intercepting of, or taking and keeping records (as the case may be) of calls, email, text messages, social media messages, in person (face to face) meetings and other communications. We may monitor where permitted by law and we’ll do this where the law requires it, or to comply with regulatory rules, to prevent or detect crime, in the interests of protecting the security of our communications systems and procedures and for quality control and staff training purposes. This information may be shared for the purposes described above.
12. For how long is your personal information retained by us?
Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria: For as long as we have reasonable business needs, such as managing our relationship with you and managing our operations; For as long as we provide goods and/or services to you and then for as long as someone could bring a claim against us; and/or Retention periods in line with legal and regulatory requirements or guidance.
13. What are your rights under data protection laws?
Here is a list of the rights that all individuals have under data protection laws. They don’t apply in all circumstances. If you wish to use any of them, we’ll explain at that time if they are engaged or not. The right of data portability is only relevant from May 2018.
- The right to be informed about the processing of your personal information
- The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed
- The right to object to processing of your personal information
- The right to restrict processing of your personal information
- The right to have your personal information erased (the “right to be forgotten”)
- The right to request access to your personal information and to obtain information about how we process it
- The right to move, copy or transfer your personal information (“data portability”)
- Rights in relation to automated decision making which has a legal effect or otherwise significantly affects you
- You have the right to complain to the Information Commissioner’s Office which enforces data protection laws: https://ico.org.uk/. You can contact us using our contacts page.
14. Your right to object
You have the right to object to certain purposes for processing, in particular to data processed for direct marketing purposes and to data processed for certain reasons based on our legitimate interests. You can contact us by going to the Contact Us section of our website to exercise these rights.
15. What are your marketing preferences and what do they mean?
We may use your home address, phone numbers, email address and social media or digital channels (for example, Facebook, Google and message facilities in other platforms) to contact you according to your marketing preferences. You can stop our marketing at any time by contacting us.
16. Other matters
Which calls does this refer to?
This includes most incoming and outgoing telephone calls that are handled by the Buttercup Bus contact number advertised on the website. Payment information is never taken by this phone number.
Why are calls recorded?
It has become common practice to record calls due to the growth of business conducted by telephone. Recording customer conversations allows organisations to assess customer satisfaction, train and develop staff, review call quality, and have access to a verbal record of what is said in the event of a subsequent complaint. It also hopefully means employees feel more protected.
How will call recordings be used?
- Quality monitoring – Written records only provide partial information. A call recording provides a more rounded view and allows us to better understand customer experience and assess the processes applied. This can help us identify any improvement areas.
- Training and Development – Listening to a sample number of calls, allows managers to identify training needs. Sample scenarios are based on the recordings but any transcripts are anonymised.
- Gaining a better understanding of our customers – Many calls are verbally resolved without the need to complete any records. Listening to sample calls will help us better understand our customer needs, and gain a more informed view of organisations we signpost to.
- Complaints and disputes – Some calls are verbally resolved. Where information is entered onto an electronic system this becomes the established record. In the event of a complaint or dispute, a call recording (if available), may provide additional information to help us investigate any allegations.
- Employee safety and wellbeing – A recording may become a vital piece of evidence in the event of any threats being made to the organisation or an individual.
How have we informed our customers that we record calls?
This privacy notice is published on the website. It is also pre-announced on the inbound telephone system as a recorded message, before an inbound caller opts to connect.
Customers who ring Buttercup Bus Vintage Camper’s contact number published on the website will hear the following message:
“…. Calls may be recorded for training and monitoring purposes ….”.
Customers will then have the option to select from the menu which option to connect.
Outbound calls are made via a separate mobile number and are not recorded.
Information about the security of information held in call recordings
Our telephony provider, CircleLoop, has provided assurances regarding the security of the recorded data within the Cloud environment, for the period it is held. You can read more about this on theior website here.
Can I request a copy of my call recording?
Call recordings are destroyed after 12 months. If the recording is available, you can request a copy of your conversation by making a request for access in writing / by email. You must rovide the date of the call, and the number form which the call was received. This only applied to inbound calls to Buttercup Bus Vintage Campers via the number advertised on the website. This will be provided to you in accordance with the terms of the Data Protection Act 2018.
Photobooth images and email addresses
We store your photobooth images on a third party, password protected gallery and proofing service: Pixieset Media Inc. The password for the images will either be sent direct to the client that booked the service, or will be printed on the instant prints from the photobooth for all booth users from the specific event to access all images from that event. Once the gallery is published, a cover page for the gallery is generated with one photo from the booth randomly selected for the cover page. This image will be visible by the public – but all other images will only be accessible via the password. When booth users access and download their images, they will need to enter the password and their email address to gain access to Pixieset, with the email address acting as a login. This allows users to create favourite lists, leave comments and also share images effectively. This is also necessary for the ordering of prints. For further information about how Pixieset collects and processes personal data please visit the Pixieset website.
Where you may book a photobooth with enhanced sharing (real time shareing features – a special request add-on service, not included by default), your final prints and (where configured GIFs) are securely uploaded to the DSLR Booth servers, so they can be used in features that are dependent on having the photos online such as SMS, QR Code, and sharing buttons from within e-mails. This also allows our fotoShare app to download these images over the internet.
Information relating to your method of payment
Payment information is never taken by us or transferred to us either through our website or otherwise. Our employees and contractors never have access to it. At the point of payment, you are transferred to a secure page on the website of PayPal / Stripe or some other reputable payment service provider. That page may be branded to look like a page on our website, but it is not controlled by us.
Affiliate and business partner information
This is information given to us by you in your capacity as an affiliate of us or as a business partner. It allows us to recognise visitors that you have referred to us, and to credit to you commission due for such referrals. It also includes information that allows us to transfer commission to you. The information is not used for any other purpose. We undertake to preserve the confidentiality of the information and of the terms of our relationship. We expect any affiliate or partner to agree to reciprocate this policy.
Job application and employment
If you send us information in connection with a job application, we may keep it for up to three years in case we decide to contact you at a later date. If we employ you, we collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for six years before destroying or deleting it.
Use of site by children
- We do not sell products or provide services for purchase by children, nor do we market to children.
- If you are under 18, you may use our website only with consent from a parent or guardian
Encryption of data sent between us
We use Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data you give us. Whenever information is transferred between us, you can check that it is done so using SSL by looking for a closed padlock symbol or other trust mark in your browser’s URL bar or toolbar.
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17. More Information
Hopefully that has clarified things for you and as was previously mentioned if there is something that you aren’t sure whether you need or not it’s usually safer to leave cookies enabled in case it does interact with one of the features you use on our site. However if you are still looking for more information then you can contact us by visiting this link.