PRIVACY POLICY

This privacy policy gives you information about how we collect and use your personal data.

Olympia Auctions Ltd is the controller and responsible for your personal data (collectively referred to as "we", "us" or "our" in this privacy policy).

1. DEFINITIONS

“Auctioneers” means Olympia Auctions Ltd registered in the United Kingdom with company number 07982062 and having a registered address at 25 Blythe Road, London, W14 0PD. 

"Website" means www.olympiaauctions.com.

2. THE TYPES OF PERSONAL DATA WE COLLECT ABOUT YOU

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes first name, last name, any previous names, username or similar identifier, marital status, title, date of birth and gender.
• Contact Data includes billing address, delivery address and other addresses, email address and telephone numbers.
• Financial Data includes bank account and payment card details.
• Transaction Data includes details about payments to and from you and other details of products you have purchased from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access the Website.
• Profile Data includes your username and password, purchases, sales or bids made by you, your interests, preferences, feedback and survey responses.
• Usage Data includes information about how you interact with and use the Website, products and services.
• Marketing and Communications Data includes your preferences in communication and receiving marketing from us and our group company (Thomas Del Mar Ltd), as well as any agents, contractors, suppliers, vendors or service providers who support us with administrative, logistical or other essential services related to the services we provide to you. This also includes those who assist in our business operations, such as providers of storage facilities, communication software, data hosting, and email management services.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals' Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.

3. HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data from and about you including through:

• Your interactions with us.You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or by using our website, online platform or otherwise interacting with us. This includes personal data you provide when you:
  • create an account on our Website;
  • submit an enquiry or request a home visit;
  • participate in our auctions or use our services;
  • subscribe to our publications;
  • request marketing to be sent to you;
  • enter a competition, promotion or survey;
  • give us feedback or contact us; or
  • visit our exhibition days/evenings.
• Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.
• Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:
  • Technical Data is collected from the following parties:
    • analytics providers such as Google based outside the UK; and
    • advertising networks such as industry magazines and websites.
  • Contact, Financial and Transaction Data is collected from providers of technical, payment and delivery services including payment links on our website and credit card companies.
  • Identity and Contact Data is collected from data brokers or aggregators such as American Express and Global Payments/ Sagepay link.
  • Identity and Contact Data is collected from publicly available sources such as Companies House and other government websites and the Electoral Register.

4. HOW WE USE YOUR PERSONAL DATA

On some occasions, the Auctioneers process your data with your consent (e.g., when you agree that the Auctioneers may place cookies, or if you ask the Auctioneers to send you information about upcoming events).

On other occasions, the Auctioneers process your data when the Auctioneers need to do this to fulfil a contract with you (e.g., for billing purposes) or where the Auctioneers are required to do this by law (e.g., where we have to fulfil anti-money laundering requirements). If it is mandatory for you to provide data for these purposes and you do not provide the data then we may not be able to provide the relevant service to you or carry out the relevant transaction (e.g., that the Auctioneers will not be able to process a bid at auction).

The Auctioneers also process your data when it is in the Auctioneers' legitimate interests to do this and when these interests are not overridden by your data protection rights. For example, the Auctioneers have a legitimate interest in ensuring the security and integrity of the auctions, in learning about the interests and preferences of current and prospective clients, in developing new business opportunities, in maintaining accurate business and provenance records, and in ensuring that the Auctioneers' websites and apps operate effectively. When the Auctioneers process personal information to meet the Auctioneers' legitimate interests, the Auctioneers put in place robust safeguards to ensure that your privacy is protected and to ensure that the Auctioneers' legitimate interests are not overridden by your interests or fundamental rights and freedoms.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Direct marketing

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

We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view regarding which products, services and offers may be of interest to you so that we can then send you relevant marketing communications.

Third-party marketing

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

Opting out of marketing

You can ask us to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you.

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to bids, purchases, sales and auctions, appointment reminders, updates to our Terms and Conditions, and checking that your contact details are correct.

Cookies

For more information about the cookies we use and how to change your cookie preferences, please see Cookie Policy | Olympia Auctions.

5. WHO GETS TO SEE YOUR PERSONAL DATA?

Your personal data will be processed by the Auctioneers who initially receives the data, and it may also be transferred to and processed by other companies within the group of Auctioneers. If these companies are located outside of the UK or the EEA or the list of countries deemed by the UK authorities to provide adequate level of protection, any transfer of your personal data to those companies will be subject to appropriate safeguards such as the standard data protection clauses approved by the UK ICO which are available from the ICO website www.ico.org.uk.

Outside the Auctioneers

The Auctioneers do not transfer your personal data to organisations who wish to use it for their own marketing promotions or other purposes.

The Auctioneers may transfer your personal data to other parties relevant to your transaction, such as the buyers or the sellers (or prospective buyers or sellers or their agents) of items under auction (or proposed to be auctioned) in order for us to perform our contract with you or to implement pre-contract measures at your request. These recipients may be located outside UK or the EEA or the list of countries deemed by the UK authorities to provide adequate level of protection.

The Auctioneers will transfer your personal data to other organisations who provide services to us to enable the Auctioneers to provide you with the services you have requested (for example: the Auctioneers may transfer your data to the Auctioneers' bank, payment card acquirers, online third party platforms, branding and marketing agency, shippers, warehouses, insurers, experts who help the Auctioneers authenticate or value property, event venues, caterers, catalogue and direct marketing fulfilment and distribution). Where these organisations process your personal data on behalf of the Auctioneers, , it will be on the basis that these organisations are required to keep the information confidential and secure, and that they will only use the information to carry out the instructed services. Some of these organisations may be located outside the UK or the EEA or the list of countries deemed by the UK authorities to provide adequate level of protection. Any transfer of your personal data to those organisations will be subject to appropriate safeguards such as the standard data protection clauses approved by the UK ICO which are available from the ICO website www.ico.org.uk.

The Auctioneers may also need to retain and disclose certain information about you to appropriate agencies to conduct anti-money laundering and trade sanction checks and to assist with fraud, crime prevention and detection.

When the Auctioneers receive a request for information from a government or law enforcement agency, the Auctioneers will disclose information which is the subject matter of that request, if the Auctioneers are satisfied that the government or law enforcement agency has the right to seek disclosure and the correct procedure has been followed. In all other circumstances such information will only be disclosed if the Auctioneers are ordered to do so by a court of law.

6. HOW LONG WILL THE AUCTIONEERS KEEP YOUR PERSONAL DATA?

The Auctioneers will retain your personal data for as long as is necessary to provide the relevant services, maintain business records to satisfy tax, legal and other regulatory requirements, and protect and defend against potential legal claims. 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.

In the context of our research and records on ownership of art objects to assist with checks on authenticity, provenance and title, we will keep this data for as long as the record is relevant to our legitimate business interest and the public interest.

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.

By law we have to keep basic information about our customers (including contact, identity, financial and transaction data) for six years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see 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.

7. WHAT STEPS DO THE AUCTIONEERS TAKE TO KEEP YOUR PERSONAL DATA SECURE?

The Auctioneers will take reasonable and appropriate steps to protect the security and integrity of all personal information provided via our website, or by any other means.

The Auctioneers use a variety of security technologies and procedures to help protect your personal details from unauthorised physical and electronic access.

As effective as modern security practices are, we cannot guarantee the complete security of personal data held in our systems, nor that information you supply through the internet or any network is entirely safe from unauthorised intrusion, access or manipulation during transmission. Any transmission is at your own risk. We will not be liable for any resulting misuse of your personal data.

8. THIRD PARTY WEBSITES

The Auctioneers' website may contain links to other websites not operated by us. The information you provide to us will not be transmitted to other websites, but these other websites may collect personal information about you in accordance with their own privacy notice and cookies policy. We as the Auctioneers cannot accept any responsibility for the privacy practices or content of those websites.

9. YOUR LEGAL RIGHTS

You have the right to request a copy of the information we hold about you. If you would like a copy of some or all of your personal information then please write to the Auctioneers at our registered address (provided above) or email the Auctioneers at the below email address (see section 12).

Subject to certain exemptions and conditions, you have the following rights in relation to your personal data:

• Right to make an access request to receive a copy of your personal data held by us.
• Right to rectification of any inaccurate or incomplete personal data. 
• Right to withdraw consent previously provided.
• Right to object to our processing of personal data based on our legitimate interests.
• Right to erasure of personal data that is no longer needed.
• Restriction on the processing of personal data.
• Right to human intervention in respect of any automated decision-making without human involvement that significantly affected you.
• Right to data portability from one service provider to another, where applicable.

If you wish to exercise any of the rights set out above, please contact us as set out below.

10. INTERNATIONAL TRANSFERS 

We may transfer personal data to countries outside the UK, including to countries which have different data protection standards to those which apply in the UK. Please refer to section 5 (Who Gets to See Your Personal Data) above.

11. AUTOMATIC DECISION MAKING

When you submit a successful bid, we may run some checks on it before it is fulfilled. These checks may include verifying your address, creditworthiness, and checking for fraud. As to the latter, we run partly automated checks on all bids to filter out unusual or suspect transactions, or transactions which can be identified as susceptible to fraud. Suspected fraud on our online auctions will be investigated and if necessary prosecuted. If you disagree with the results of our automated checks about you, you may contest the decision and request that we have the decision reviewed by a human.

Analysis undertaken by us or on behalf of us for advertising and marketing purposes, business development, risk assessment or fraud prevention may involve profiling. For example, we may use the information we collect (including bidding and purchase information and browsing history) to infer your interests and influence automated decisions about the content presented to you on our Website and emails.

12. COMPLAINTS AND OUR CONTACT DETAILS

If you have any queries or complaints in relation to the Auctioneers processing your personal data please contact the Auctioneers at enquiries@olympiaauctions. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the opportunity to address your concerns before you approach the ICO so please contact us in the first instance.