Data Protection and GDPR Policy
Last Amended 02/10/2025
1. Introduction
This Data Protection and GDPR Policy ("Policy") outlines how we HSP Art and Publications LTD Trading as Toadstools Bookshop, a company incorporated in the United Kingdom, with its registered office at 66 St Whites Road, Cinderford, GL14 3DH, and company registration number 16639983, collect, process, and protect your personal data in compliance with the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679).
We are committed to protecting your privacy and ensuring that your personal data is handled securely and transparently.
2. Registration with the Information Commissioner's Office
Our Data Protection Officer can be contacted at: Holly Palmer 07353777441 or toadstool.bookshop@gmail.com. ICO registration number ZB997664.
3. Data We Collect
We may collect and process the following types of personal data:
Applications for Core Stock/Rent a shelf agreements:
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Your name, address and contact number. This is to contact you regarding your stock agreement.
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Your bank details. This is collected only to be used for manual payments which are agreed beforehand through a contract or consent form signed by both parties
From Website Subscriptions/ Online Sales:
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Personal identification information: Name, email address, phone number, and any other information you voluntarily provide through our website subscription forms.
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Technical data: IP address, browser type, operating system, and other technical information collected automatically through cookies and similar technologies.
Requested images as part of your application:
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Marketing images: Images of individuals captured at events or for promotional purposes, with their explicit consent.
Bank Details:
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Financial information: Bank account number, sort code, and other payment details necessary for processing payments for our products or services.
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Billing information: Your billing address and other details required for invoicing.
4. How We Use Your Data (Purposes and Legal Basis)
We use your personal data for the following purposes, based on the following legal grounds:
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To provide our services: We process your data to fulfil our contractual obligations with you, such as ordering books directly from the independent author, providing access to our services i.e. rent-a-shelf, or processing your orders.
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To manage website subscriptions: We use your data to send you newsletters, updates, and promotional materials that you have consented to receive.
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Legal Basis: Consent. You can withdraw your consent at any time.
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To improve our services: We analyse technical data and other information to understand how our website and services are used, and to improve their functionality and user experience.
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Legal Basis: Legitimate interests. We have a legitimate interest in improving our services for the benefit of our users.
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To process payments: We use your bank details to process payments for our products or services.
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Legal Basis: Performance of a contract.
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For marketing and communication: We may use images and other personal data for marketing purposes, with your explicit consent.
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Legal Basis: Consent.
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To comply with legal obligations: We may process your data to comply with legal or regulatory requirements, such as tax laws or anti-money laundering regulations.
5. Data Retention
We will retain your personal data for as long as necessary to fulfil the purposes for which it was collected, or as required by law. The retention periods vary depending on the type of data and the purpose of processing:
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Website subscription data: We will retain this data until you unsubscribe or withdraw your consent.
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Bank details: We will retain this data for the period required by relevant financial regulations.
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Images: Images used for marketing purposes will be retained for the period of the campaign, or as agreed upon with you.
6. Your Rights
Under GDPR, you have the following rights regarding your personal data:
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Right to access: You have the right to request a copy of the personal data we hold about you.
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Right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data.
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Right to erasure (the "right to be forgotten"): You have the right to request that we delete your personal data in certain circumstances.
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Right to restrict processing: You have the right to request that we restrict the processing of your personal data in certain circumstances.
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Right to data portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit that data to another controller.
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Right to object: You have the right to object to the processing of your personal data in certain circumstances, particularly where the processing is based on legitimate interests.
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Right to withdraw consent: Where we rely on your consent to process your data, you have the right to withdraw that consent at any time.
To exercise any of these rights, please contact our Data Protection Officer at Holly Palmer 07353777441 or toadstools.bookshop@gmail.com.
7. Data Security
We have implemented appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or alteration.
8. Sharing Your Data
We may share your personal data with the following third parties:
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Service providers: We may share your data with third-party service providers who assist us in providing our services, such as payment processors. At present, this is limited to Wix Payments and Monzo Bank (from direct bank transfers). These third parties are contractually obligated to process your data only on our instructions and to maintain its confidentiality and security.
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Legal and regulatory authorities: We may disclose your data to legal and regulatory authorities if required to do so by law.
9. Complaints
If you have a complaint about how we have handled your personal data, you have the right to lodge a complaint with the relevant supervisory authority, which in the UK is the Information Commissioner's Office (ICO).
10. Changes to this Policy
We may update this Policy from time to time to reflect changes in our data processing practices or legal requirements. The updated Policy will be posted on our website.
11. Contact Information
If you have any questions about this Policy or our data processing practices, please contact us at:
HSP Art and Publications
Toadstools Bookshop
07353777441.
Effective Date: 12/09/2025