1. What Personal Data we collect from you

We collect and process the following data about you:

• When you shop with us in store we process your payment card information where credit or debit cards are used for payment. We may also collect and process details of your transaction history and shopping preferences including details of purchases you made, items viewed or added to your basket, voucher redemptions, brands you show interest in and, if applicable, web pages you visit.
• When you make an online purchase, we collect and process transaction-based data which may include your payment card information, billing/delivery address, orders and receipts, email and telephone number. We may also collect technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, for the purposes of fraud screening.
• When you join our reward card loyalty scheme (MatalanMe) we collect and process the information you provide including your name, gender, date of birth, address, email and telephone number.
• When we process your MatalanMe card when you buy products in a shop or online, we collect and process details of your transaction history, shopping preferences and voucher redemptions.
• When you create an online account with us, we collect and process the information you provide including your name, gender, date of birth, billing/delivery address, email and telephone number.
• When you’ve given a third-party permission to share with us the information they hold about you.
• When you use our car parks and shops which sometimes have CCTV systems operated for the security of both customers and us. These systems may record your image during your visit.
• Some of our car parks also have automatic number plate recognition system which may record your car number plate.
• Details of your interactions with us through our contact centres, in store, online or by using one of our apps.

2. How we collect Personal Data

We collect personal data from you by the following means: Information you give us when:

• Entering into transactions
• Opening an account on our website
• Filling in forms or providing information in store
• By corresponding with us by phone, email, in person or via social media
• Registering an online account or reward card loyalty scheme on our website
• Downloading any Matalan App
• Participating in discussion boards or other social media functions
• Entering a competition, promotion or survey.
• Submitting a complaint to us
• When you report a problem with our website.

The information you give us may include your name, address, email address and phone number, debit or credit card information, personal description and photograph. Any information you provide to us will only be used for the reason(s) you provided it.

If you choose to create an account or join our MatalanMe scheme, you will be able to manage your personal data online via www.matalan.co.uk/me.list. If you do not choose to do so, you will not be able to view or modify this information. If you wish to change any preferences and you have not created an account, please contact Customer Services by calling us on 0333 0044444.

When you visit our website we may automatically collect the following information:

• Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform.
• Information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number.
• Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie Policy
• We work with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers and search information providers) and may receive information about you from them.

3. How we use your personal data

We can only use (process) your personal data under strict conditions. These are called ‘Lawful bases for processing’ and we must be able to justify using your personal data under at least one of these bases. There are 6 lawful bases for processing, of which, in different circumstances, we only rely upon the following 4.

3.1 Consent

We may process your personal data where we have Consent to do so. For example, to send you marketing communications where you have consented to receive them from us.

3.2 Contractual Obligations

We may process your personal data where we have a Contractual Obligation to do so. For example, sharing your home address with a delivery business to ensure delivery of goods you have purchased from us.

3.3 Legal Obligation

We may process your personal data where we have a Legal Obligation to do so. For example, to share personal data with law enforcement, or to comply with a court order.

3.4 Legitimate Interest

We may process your personal data where we have a Legitimate Interest to do so whilst not overriding your rights, freedoms or interests. These legitimate interests include the following:

3.4.1 Surveys

We may, from time to time, send you opportunities to take part in customer surveys to improve our range of products or your shopping experience. It is entirely optional as to whether you take part in any such survey(s) and you will always have the opportunity of opting out of doing so at any time.

3.4.2 Refunds and complaints

If you ever need to complain to us about a purchase or any aspect of your interactions with us, or you need to request a refund of any purchase you have made from us, we may keep a record of your queries, refund requests and complaints for the following purposes, in accordance with our Legitimate Interests:

• To inform our future communications with you.
• To review whether there are any patterns regarding the complaints we receive, for example, quality issues with any particular products.
• To be able to demonstrate how we dealt with your complaint.
• To consider how we can improve our services based on your experience.

3.4.3 Marketing

In order to keep you up to date with news of products and services including store events, offers, promotions and sale information, we may send you materials which we feel will be of interest to you, unless you have previously told us you do not wish to hear from us either via your MatalanMe account or directly in response to any marketing email we will send to you.

4. Sharing Your Data

We may share your personal information with any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006. We may share your information with selected third parties including:

• Business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you.
• Advertisers and advertising networks in order to select and serve relevant adverts to you and other customers. Any information shared is anonymised beforehand and we do not disclose information about identifiable individuals to our advertisers. However, we may provide them with aggregate information about our users (for example, we may inform them that, based on the data we hold, 500 men aged under 30 have searched for ‘shirts’ on our website during any given period). We may also use such aggregate information to help advertisers reach the kind of audience they want to target (for example, women between 45-55 living in SW1). We may process some elements of the personal data we have collected from you in order work with advertisers and advertising networks in order that they can display their advertisement(s) to the most appropriate audience.
• In the event that we sell any business or assets, we may disclose your personal data to the prospective buyer of such business or assets.
• If Matalan Retail Limited or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Terms & Conditions and other agreements; or to protect the rights, property, or safety of Matalan Retail Limited, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

In order to support, operate, maintain our website, to assist your user experience of the website and for fraud management we currently use the following IT companies who may process your personal data pursuant to contracts with Matalan:

• Createthe Group, Inc
• The Hut Group (THG)
• Capgemini UK Plc
• Shift
• Shipstation
• Salesforce
• Chopin
• The Optima Value Group Limited (trading as Optima Connect)
• Lokulus
• MetaPack Limited
• ACI Worldwide (EMEA) Ltd
• PayPal (Europe) Sarl et Cie, SCA
• Klarna
• Voucher Express (part of Hemingways)