Esher Mail Order (trading as AeroBoard) is registered as a data controller on the UK Data Protection Register. Our registration number is Z459600X.
We collect personal information about you as soon as you access our website www.aero-board.co.uk using a smartphone or computer and also when you call our customer service team. The specific information we collect depends on whether you are a customer or a website visitor. If you buy a product from our website or catalogue, you become a customer of AeroBoard. The specific information we collect is detailed below in the What personal information we collect section of this document.
The personal information we collect from you when you access our website comes in two parts: the information you give us when you complete our website forms, and the information we automatically gather from the device you use to access our website.
Information you give AeroBoard: this includes the following data items (although you can visit and use our website without giving us this information, if you do not place a transaction or an enquiry during your web visit to us):
Information from your device: when you access a website using a smartphone, TV (browser enabled), tablet, laptop or desktop computer, your device will exchange information with www.aero-board.co.uk to maximise the speed of the site and provide the optimum navigation for your device. Without this information, AeroBoard cannot ensure the optimum browsing experience and ease-of-use when buying products. To do this, our website may acquire the following information:
Preferences on our website: you can change how we stay in touch with you, and what we inform you about by contacting us. If you have not placed an order with us, please call our customer service team on 0871 911 7027. Calls cost 13p per minute plus your phone company's access charge.
Information you give AeroBoard: if you order via the catalogue order form or phone our call centre we collect the following information about you;
Preferences by catalogue and by phone: you can change how we stay in touch with you, and what we inform you about by contacting us. If you do not want to do this, you can change your preferences on the order form in the catalogue or by phoning our customer service team on 0871 911 7027. Calls cost 13p per minute plus your phone company's access charge.
There are three main purposes for gathering your personal information: for marketing activities, for deliveries, and for transaction processing.
Transaction processing: when you purchase a product from our website or catalogue, you become a customer of AeroBoard, so we retain personal information on you whilst you remain an active customer of ours and also for a short time when you no longer order from us. When you make an enquiry about a product of ours, we also retain the personal information you give us in your enquiry for a limited period of time. Our Data Retention policy below explains how long we keep your personal information. In all cases for transaction processing, our legal basis for processing your personal data is contract.
Deliveries: We will need to print your name and address on delivery notes and despatch labels, in order to deliver any goods you order from us. Please note that in order to resolve delivery queries once goods are on their way to you, that we may print your phone number on the despatch label to aid the courier in the event of a query about your delivery. Our couriers destroy any personal data provided by us once your goods have been delivered.
Marketing activities: we have separated out each marketing activity that your personal data is used for below. Note that any customers or website visitors who don't want to receive marketing communications from us can use the contact us form to manage their preferences. AeroBoard will never send you a marketing message that doesn't have a method of opting out from our marketing communications contained within it.
• Inserts: Aeroboard will sometimes include inserts from carefully selected and reputable organisations into your deliveries. Please note that at the time of writing, it is not possible to opt out of these inserts. The legal basis for processing is legitimate interest.
The personal information we collect about you is stored within our secure UK IT Data Centre. No identifiable personal information is stored or shipped to non-UK/EU locations. Your personal information is stored in databases which are encrypted at rest, providing the highest level of security. All personal information is moved to and from our website www.aero-board.co.uk via an HTTPS connection, which means that the transfer of data is also encrypted. Access to your personal data held on databases managed by AeroBoard or its' authorised subcontractors, is granted only when there is a need to use the data, no permanent access exists.
AeroBoard is amending our IT policies to further protect your personal information by adopting 'Privacy by Design', an information management standard that seeks to anonymise personal data held in commercial databases to further protect that information. You can find out more about this anonymization process by following this link.
AeroBoard will only use your personal information for as long as you remain a customer, and for a short time after your last order. The maximum amount of time that AeroBoard will retain your personal information in a data archive, is seven years, except in the event of a legal dispute. This seven-year limit is based on the legal requirement to maintain details of transactions as described in the Companies Act 2006. We have listed below how long we store your personal information for, which depends on your relationship with AeroBoard.
If you made a purchase from us: we will keep the information you gave us and details of what you bought for up to seven years from the date of the last transaction with us. After that time your personal data will be anonymised, but we will keep your purchase and marketing history.
If you enquired about a product, but did not make a purchase: we will keep the information we have on you as an enquirer for up to three years. After that time your personal data will be anonymised, but we will keep your enquiry and marketing history.
If you wrote to us: we will keep any correspondence with you for six years, although we do keep this information longer if your correspondence is a complaint.
Subcontractors: AeroBoard use carefully selected subcontractors to assist in the management and structure of business information for its' own marketing purposes. The information these subcontractors process includes the personal information we gather about you and your transaction and web history with us. By 'marketing' we mean the specific purposes outlined in the Marketing Activities section of this document. Details on these subcontractors are as follows:
Feefo, whose registered office is Feefo Barn Heath Farm, Heath Road East, Petersfield, Hampshire, England, GU31 4HT, for the purposes of conducting customer satisfaction surveys on our products and overall service delivery. Feefo is registered as a data controller Z2323576.
BVG Group companies: periodically AeroBoard will share its' customer information with other BVG Group companies who have products and services that are relevant to AeroBoard's market. Those companies will then send you marketing information by your preferred method (SMS, post or email), on products that are directly related to your purchases with AeroBoard. You can opt out of these communications at any time, by changing your preferences by contacting us or by calling our customer service team on 0871 911 7027. Calls cost 13p per minute plus your phone company's access charge.
You can contact AeroBoard using the information below, to request a copy of the personal information we hold on you. If you request this information, you will need to provide proof of your identity. We will return the information to you electronically in a text file. You are legally entitled to request this information under the General Data Protection Regulation, there is no charge for this service.
To create an online request for a copy of your personal information, please visit our Subject Access Request portal at https://sar.aero-board.co.uk.
We will supply you the following information:
To request a copy of your personal information via post, please write to: Data Protection Officer, AeroBoard, Units 5 & 6, Ffrwdgrech Industrial Estate, Brecon, Powys, LD3 8LA.
If you do not want to receive communications from AeroBoard, you can change your preferences by contacting us. You can also opt-out directly from emails and SMS messages that we may send you and you can use the opt-out section of the order form in our catalogues. Lastly, you can phone our customer service team on 0871 911 7027. Calls cost 13p per minute plus your phone company's access charge.
This privacy statement reflects the rights that you have under the General Data Protection Regulation, which specifically charges AeroBoard with providing you access to your personal information, and to ensure that your data is used appropriately & securely with specific reference to the rights of you, the data subject. Those rights regarding your personal data are as follows:
The right to access a copy of your personal information that we hold
The right to object to our processing of your personal data, if doing so causes you distress
The right to prevent AeroBoard processing your data for direct marketing purposes
The right to object to decisions being taken using automated means that includes your personal data
The right to have inaccurate personal data rectified, or destroyed
The right to have your data erased from our IT infrastructure
The right to data portability
The right to be informed about the collection and use of your data
You can find out more about your rights regarding your personal data in the UK from the Office of the Information Commissioner www.ico.org.uk.
Data Controller: under the General Data Protection Regulation (GDPR), organisations that collect, process and store your personal information are defined as Data Controllers, which makes AeroBoard the Data Controller for your personal data collected from our website.
Data Subject: GDPR classifies individuals as data subjects. So you, the customer or enquirer of AeroBoard are a data subject under GDPR if you purchase or enquire about our products.
Data Processor: a data processor is an organisation other than the data controller, who processes your personal data on behalf of the data controller. A good example of this is PayPal, who are one of the payment processing options for any products that you buy online. The data processors who handle your personal information gathered by our website have the same duty of care in handling your personal information.