Privacy Policy | Data Protection

This Privacy Policy describes how www.victusemporium.co.uk (the “Site” or “we”) collects, uses, and discloses your Personal Information when you visit or make a purchase from the Site. It is important that you read this Privacy Policy together with our Terms and Conditions of Supply [https://www.victusemporium.co.uk/pages/terms-and-conditions], and any other privacy policy or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements the other notices and is not intended to override them.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

By accessing and continuing to use the Victus Emporium website, you accept the terms of this privacy policy.

About us

This site is operated by Victus Emporium (“we“, “our“, “us“). We are registered in England and Wales under company number 13210168. We are a supplier of continental food and drink products.

We are the data controller and responsible for your personal data.

How we use your personal data – legal basis

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal obligation.

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

See ‘Collecting personal data’ below to find out more about the types of lawful basis that we will rely on to process your personal data.

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

Collecting Personal Data

When you visit the Site, we collect certain information about your device, your interaction with the Site, and information necessary to process your purchases. We may also collect additional information if you contact us for customer support. In this Privacy Policy, we refer to any information that can uniquely identify an individual (including the information below) as “Personal Information”. See the list below for more information about what Personal Information we collect, why and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out below.

Device and technical data

Examples of Personal Information collected: version of web browser, IP address, operating system and platform, time zone, cookie information, what sites or products you view, search terms, and how you interact with the Site (including identifying information such as your name, address, email address, username).
Purpose of collection: to load the Site accurately for you, to perform analytics on Site usage to optimise our Site so that we can deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you, to improve our website, products, marketing, customer relationships and experiences, to make suggestions and recommendations to you about goods or services that may be of interest to you and to administer and protect our business and this website (including troubleshooting, data analysis, testing, maintenance).
Source of collection: Collected automatically by Squarespace (based outside of the UK), on our behalf, when you access our Site using cookies, log files, web beacons, tags, or pixels. Please see the ‘Cookie’ section below for more detail.
Lawful basis for processing: Necessary for our legitimate interests ((1) for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation; (2) to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy, (3) to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy, and (4) to develop our products/services and grow our business),
Disclosure for a business purpose: shared with our processor Squarespace. Squarespace is based outside of the UK. Please see our section on ‘International Transfers’ for more information.

Order information

Examples of Personal Information collected: name, billing address, shipping address, payment information (including credit card numbers), email address,and phone number.
Purpose of collection: to register you as a new customer, to provide products to you, to process your payment information, arrange for shipping, and provide you with invoices and/or order confirmations, communicate with you in relation to your order.
Source of collection: collected directly from you by Squarespace (based outside of the UK), on our behalf, for example: if you fill in a form, correspond with us by post, email, phone or otherwise, create an account on our website, order products from us, request marketing to be sent to you, or give us feedback or otherwise contact us.
Lawful basis for processing: Performance of a contract with you
Disclosure for a business purpose: shared with our processor Squarespace and Amazon FBA. Squarespace and Amazon are based outside of the UK. Please see our section on ‘International Transfers’ for more information.

Customer support information

Examples of Personal Information collected: name, billing address, shipping address, order details, email address, and phone number
Purpose of collection: to provide customer support, to notify you about changes to our terms and conditions or privacy policy, to give you the opportunity to write reviews about our products and your experience purchasing from us.
Source of collection: collected directly from you.
Lawful basis for processing: Performance of a contract with you, necessary to comply with a legal obligation, necessary for our legitimate interests (to improve our products and customer service)
Disclosure for a business purpose: Amazon

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

Children personal data

The Site is not intended for children. We do not intentionally collect Personal Information from children. If you are the parent or guardian and believe your child has provided us with Personal Information, please contact us at the address below to request deletion.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

Sharing Personal Information

We may share your Personal Information with third parties. For example:

We use Squarespace to power our online store. You can read more about how Squarespace uses your Personal Information here: https://www.squarespace.com/privacy.
Service providers and developers based in (and outside) the UK who provide IT and system administration (including email, payment software and hosting) services.
Amazon for the dispatch and delivery of our products.
Professional advisers including lawyers, bankers, auditors and insurers based in the UK who provide consultancy, legal, banking, accounting insurance and services.
HM Revenue & Customs, regulators, law enforcement bodies, police and other authorities based in the UK who require reporting of processing activities in certain circumstances (such as criminal activity, suspected or actual fraud or tax evasion).
Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

International transfers

Some of our external third parties are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.

Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

Advertising and marketing

As described above, we use your Personal Information to provide you with targeted advertisements or marketing communications we believe may be of interest to you. For example:

We use Google Analytics to help us understand how our customers use the Site. You can read more about how Google uses your Personal Information here: https://policies.google.com/privacy?hl=en.You can also opt-out of Google Analytics here: https://tools.google.com/dlpage/gaoptout.

To find out how you can opt out of targeted advertising, visit the following pages:

FACEBOOK/INSTAGRAM – https://www.facebook.com/settings/?tab=ads
GOOGLE – https://www.google.com/settings/ads/anonymous

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

We may use information such as your name, username, contact information, how you use and interact with our website to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us or purchased goods from us and you have not opted out of receiving that marketing.

Third-party marketing

We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

Opting out

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product purchase, product/service experience or other transactions.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data Retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

We will generally retain our clients’ data for a period of 7 (seven) years after a contract has ended, to ensure that we are able to assist you should you have any questions or feedback in relation to our products or services or to protect, or defend our legal rights, or for tax purposes.

We have processed your personal data to provide you with marketing communications with consent, we may contact you at least every 12 (twelve) months to ensure you are happy to continue receiving such communications. If you tell us that you no longer wish to receive such communications, your personal data will be removed from our marketing lists (but will be added to a “do not contact” list).

In some circumstances you can ask us to delete your data: see Your Legal Rights below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Automatic decision-making

If you are a resident of the EEA, you have the right to object to processing based solely on automated decision-making (which includes profiling), when that decision-making has a legal effect on you or otherwise significantly affects you.

We do not engage in fully automated decision-making that has a legal or otherwise significant effect using customer data.

Our processor Squarespace uses limited automated decision-making, only as authorised by law, to prevent fraud that does not have a legal or otherwise significant effect on you.

Services that include elements of automated decision-making include:

Temporary denylist of IP addresses associated with repeated failed transactions. This denylist persists for a small number of hours.
Temporary denylist of credit cards associated with denylisted IP addresses. This denylist persists for a small number of days.

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data.

You have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
If you want us to establish the data’s accuracy.

Where our use of the data is unlawful but you do not want us to erase it.

Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.

You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you would like to exercise these rights, please contact us through the contact information below.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Cookies

A cookie is a small amount of information that’s downloaded to your computer or device when you visit our Site. We use a number of different cookies, including functional, performance, advertising, and social media or content cookies. Cookies make your browsing experience better by allowing the website to remember your actions and preferences (such as login and region selection). This means you don’t have to re-enter this information each time you return to the site or browse from one page to another. Cookies also provide information on how people use the website, for instance whether it’s their first time visiting or if they are a frequent visitor.

We use the following cookies to optimize your experience on our Site and to provide our services.

Cookies Necessary for the Functioning of the Store

Name

Function

_acloggedin

Supports login by Scheduling client if the client has an account.
Cookie
January 1, 2025

_client_acloggedin

Supports login by Scheduling client if the client has an account.
Cookie
January 1, 2025

algoliasearch-client-js

Adds auto-populated suggestions to address fields in Scheduling to help clients complete forms faster.
localstorage
Persistent

CART

Shows when a visitor adds a product to their cart
Cookie
2 weeks

CHECKOUT_WEBSITE

Identifies the correct site for checkout when Checkout on Your Domain is disabled.
Cookie
Session

client_username

Remembers a logged in Scheduling client’s username between visits
Cookie
1 year

Commerce-checkout-state

Stores state of checkout while the visitor is completing their order in PayPal
sessionstorage
Session

Crumb

Prevents cross-site request forgery (CSRF).
Cookie
Session

hasCart

Tells Squarespace that the visitor has a cart
Cookie
2 weeks

Locked

Prevents the password-protected screen from displaying if a visitor enters the correct site-wide password.
Cookie
Session

PHPSESSID

Securely authenticates a visitor during their checkout in Scheduling.
Cookie
1 month

RecentRedirect

Prevents redirect loops if a site has custom URL redirects. Redirect loops are bad for SEO.
Cookie
30 minutes

remember_client

Remembers Scheduling client’s login details if they have an account.
Cookie
365 days

siteUserCrumb

Prevents cross-site request forgery (CSRF) for logged in site users.
Cookie
3 years

SiteUserInfo

Identifies a visitor who logs into a customer account
Cookie
3 years

SiteUserSecureAuthToken

Authenticates a visitor who logs into a customer account
Cookie
3 years

squarespace-announcement-bar

Prevents the announcement bar from displaying if a visitor dismisses it
localstorage
Persistent

squarespace-likes

Shows when you’ve already “liked” a blog post.
localstorage
Persistent

squarespace-popup-overlay

Prevents the promotional pop-up from displaying if a visitor dismisses it
localstorage
Persistent

ss_cookieAllowed

Remembers if a visitor agreed to placing analytics cookies on their browser if a site is restricting the placement of cookies
Cookie
30 days

ss_sd

Ensures that visitors on the Squarespace 5 platform remain authenticated during their sessions.
Cookie
Session

Test

Investigates if the browser supports cookies and prevents errors.
Cookie
Session

Allows a Scheduling client’s appointments to display correctly based on their time zone preferences.
localstorage
Persistent

Reporting and Analytics

Name

Duration

Function

ss_cid

2 years