The New Home of Ghost Orchid Designs

Privacy Policy

Ceremonials is committed to preserving the privacy of all visitors to the website ("the Website"). This policy is provided to inform you how we collect, use and protect the information that you provide to us. 

This Privacy Policy applies to all countries and was last modified on 15th February 2017.

1. About Us

1.1  Ceremonials are an online retailer offering personalised stationery and accessories for weddings and other special events through our online shop. Our office is based at 16 Williams Road - Oxted - Surrey - RH8 9BF. We can be contacted by telephone on 01883 715 718. We can also be contacted via email using the contact form on our website.

2. Overview of this Privacy Policy

2.1 Ceremonials will ensure that any information it receives will be processed in accordance with the principles contained in the Data Protection Act 1998 and the policy detailed below. This policy only covers the Website and does not cover any third party websites to which links are provided.

2.2  In order to process your orders, respond to your queries and provide you with best possible service we must ask you to provide us information about yourself and your credit or debit card and/or bank account (where applicable). By consenting to, and agreeing the terms of, the Privacy Policy, you also expressly consent and agree to us processing your data in the manner set out in the Privacy Policy. This Privacy Policy describes the information we collect and how we use that information. Ceremonials takes the privacy of your personal information very seriously and will use your information only in accordance with the terms of this Privacy Policy. We will not sell or rent your personally identifiable information or a list of our customers to third parties. This Privacy Policy applies to all functions of the Ceremonials website.

2.3  By accepting the Privacy Policy and our Terms and Conditions, you expressly consent to our use and disclosure of your personal information and direct us to do so in the manner described in this Privacy Policy. This Privacy Policy is incorporated into and subject to our Terms and Conditions.

2.4  Your privacy is important to us. Please note that by accepting this Privacy Policy, you consent to your personally identifiable information being stored and processed on our behalf by our web developers computers. We will hold and transmit your personal information in a manner designed to ensure its security. If you disagree with the terms of Privacy Policy, please do not register for nor use the Ceremonials service.

3. Notification of Changes

3.1  This policy may be revised over time as new features are added to the Ceremonials service or as we incorporate suggestions from our customers. We may amend this Privacy Policy at any time by posting a revised version on our web site. The revised version will be effective at the time we post it. If you disagree with the terms of this Privacy Policy, you may close your account at any time.

3.2  As stated above, we will post the amended Privacy Policy prominently on our website so that you can always review what information we gather, how we might use that information, and whether we will disclose it to anyone. Please check the Ceremonials website at at any time for the most current version of our Privacy Policy.

3.3  Some pages on the Ceremonials website include links to third party websites. These sites are governed by their own privacy statements, and Ceremonials is not responsible for their operations, including but not limited to their information practices. Users submitting information to or through these third party websites should review the privacy statement of these sites before providing them with personally identifiable information.

4. A Special Note About Children

4.1  Children are not eligible to use our online shop and we ask that minors (under the age of 18) do not submit any personal information to us or use the online shop.

5. Information We Collect

5.1  Personal Information
To open a Ceremonials account, you must provide your name, address, phone number, email address and select a password to access your account. In order to make certain payments through Ceremonials, you must provide credit card, debit card or bank account information. In addition, you may make an information request and in order to receive a response to your question, you may disclose personal information to Ceremonials. Ceremonials may also collect information about you from messages you post to the Website and emails or letters you send to us.

5.2  Transaction Information
When you use Ceremonials to place an order, we retain this information in order to process your order and to provide you with the order details via email and through ‘your account’ on the website.

5.3  Information About You From Third Parties
In order to protect all our customers against potential fraud, we use Paypal and Shopify Payments to process credit and debit card payments. Paypal/Shopify Payments verify the information you provide with bank processors. In the course of such verification, Paypal/Shopify Payments receive personally identifiable information about you from such services. In particular, if you register a credit card or debit card with Ceremonials, Paypal/Shopify Payments will use card authorisation and fraud screening services to verify that your card information and address match the information that you supplied to Ceremonials, and that the card has not been reported as lost or stolen.

5.4  Website Traffic Information
We collect information on which pages of our website you visit while you are on the Ceremonials site, IP addresses, the type of browser you use and the times you access our website. We use this information to try to understand our customers' preferences better, so as to improve our service and your experience with Ceremonials.

5.5  Our Use of "Cookies"
"Cookies" are small files of data that reside on your computer and allow us to recognise you as a Ceremonials customer if you return to the Ceremonials site using the same computer and browser. We send a "session cookie" to your computer if and when you log in to your Ceremonials account by entering your email address and password. These cookies allow us to recognise you if you visit multiple pages in our site during the same session, so that you don't need to re-enter your password multiple times. Once you log out or close your browser, these session cookies expire and no longer have any effect.

We also use longer-lasting cookies for other purposes such as to display your email address on our sign-in form, so that you don't have to retype the email address each time when you log in to your Ceremonials account We encode our cookies so that only we can interpret the information stored in them. You are free to decline our cookies if your browser permits, but doing so may interfere with your use of our website.

5.6  Customer Service Correspondence
If you send us correspondence, including emails and faxes, we retain such information in the records of your account. We will also retain customer service correspondence and other correspondence from Ceremonials to you. We retain these records in order to keep records of our relationship, to measure and improve our customer service. We may, over time, delete these records if permitted by law.

5.7  Questionnaires, Surveys and Profile Data
From time to time, we may offer optional questionnaires and surveys to our users for such purposes as collecting demographic information or assessing users' interests and needs. The use of the information collected will be explained in detail in the survey itself. If we collect personally identifiable information from our users in these questionnaires and surveys, the users will be given notice of how the information will be used prior to their participation in the survey or questionnaire.

6. Our Use and Disclosure of Information

6.1  Internal Uses

We collect, store and process your personal information on servers operated by our web developer, Shopify. Our primary purpose in collecting personal information is to provide you with a safe, smooth, efficient, and customised experience. You agree that we may use your personal information to:

  • Provide the services and customer support you request.
  • Enable us to bill you and contact you where necessary regarding any order.
  • Contact you regarding a request for information or to follow up any feedback forms or questionnaires you may have completed and returned.
  • Resolve disputes and troubleshoot problems.
  • Customise, measure, and improve our services and the content and layout of our website.
  • Tell you about new products, and promotional offers if you have subscribed to our newsletters. You can choose whether to receive the newsletter when you complete the registration process, or at any time even if you do not have an account by entering your email address in the ‘newsletter subscription’ box on the left navigation pane of the website. You can unsubscribe from the newsletter at any time by clicking the link in the email.

6.2  If Ceremonials wishes to use your personal information for a purpose other than the one for which you provided the information, it will ask for your consent first.

6.3  Disclosure to Third Parties

Ceremonials will not sell or rent any of your personally identifiable information to third parties, except: in the following circumstances:

  • Disclose information in response to requirements of civil or criminal legal process.
  • Disclose information to your agent or legal representative (such as the holder of a power of attorney that you grant, or a guardian appointed for you).
  • Disclose aggregated statistical data with our business partners or for public relations. For example, we may disclose that a specific percentage of our users live in Manchester. However, this aggregated information is not tied to personal information.
  • If you have ordered goods or services, Ceremonials may have to give information to agents or subcontractors in order to process and deliver your order. If this was necessary, Ceremonials would ensure that agents or subcontractors are aware of the obligations in the Data Protection Act 1998 and this Privacy Policy.
  • As with any other business, it is possible that Ceremonials in the future could merge with or be acquired by another company. If such an acquisition occurs, the successor company would have access to the information maintained by Ceremonials, including customer account information, but would continue to be bound by the Data Protection Act 1998 and this Privacy Policy unless and until it is amended.
  • In connection with independent audits of our financial statements and operations, the auditors may seek to contact a sample of our customers to confirm that our records are accurate. However, these auditors cannot use personally identifiable information for any secondary purposes.

7. Information Security

7.1 Ceremonials is committed to handling your customer information with high standards of information security. We use a secure server to process and store your account information. 

7.2  The checkout system within the Website is a secure area and is certified as secure for financial transactions. All credit/debit card transactions are processed through a secure server. We do not hold your credit/debit card information on our web-server.

7.3 Ceremonials has ensured that any members of staff or agents processing personal information on behalf of Ceremonials are aware of their obligations under the Data Protection Act 1998 and this Privacy Policy.

7.4  The security of your Ceremonials account also relies on your protection of your Ceremonials password. You may not share your Ceremonials password with anyone. Ceremonials representatives will never ask you for your password, so any email or other communication requesting your password should be treated as unauthorised and suspicious and should be deleted. If you do share your Ceremonials password with a third party for any reason, including because the third party has promised to provide you additional services such as account aggregation, the third party will have access to your account and your personal information, and you may be responsible for actions taken using your password. If you believe someone else has obtained access to your password, please change it immediately by logging in to your account and clicking on ‘change my account password’.

8. Accessing and Changing Your Information

8.1  You can review the personal information you provided us and make any desired changes to such information, or to the settings for your Ceremonials account, at any time by logging in to your account on the Ceremonials website and changing your preferences by clicking on the "My Account" tab.

9. Offensive Material and Crime Prevention

9.1  In accordance with the Terms and Conditions of the Website, you are not permitted to post or send any offensive or inappropriate material or information to the Website or to us via email. In the event that you breach this term, Ceremonials may use your personal information to take action against you to prevent further breaches of this term.

9.2 Ceremonials has systems in place to protect itself, the community and users of its Website against fraud and other crimes. Ceremonials may use your personal information to detect and prevent crime and may disclose your information to the police and fraud prevention agencies, where it suspects that you have or are going to commit a crime.

10. Accountability

10.1  If you have any questions about this privacy statement, or your dealings with Ceremonials, you can contact us by using the form on our Contact page, or by calling us on 01883 715 718, or by writing to us at Ceremonials - 16 Williams Road - Oxted - Surrey - RH8 9BF.