Privacy policy
3.1 General
Below is a summary of the categories of data that we process, the purposes of processing the data and on what legal basis we are processing your data. Our processing of your personal data partly depends on whether you have subscribed for membership with us or not. The processing of personal data relating to customers that are not members is described in section 3.2 below. The processing of our members’ personal data is described in section 3.3 below.
3.2 Customers (non-members)
3.2.1 Data collected when you shop in our webstore or use our online services
Contact details: If you make a purchase online we will collect your name, address, e-mail address, telephone number, country of residence, date of birth, title (Ms./Mr. or other title) and social media account contact details (if any). Not all information is mandatory for making a purchase. We have marked mandatory information with the symbol (*) on our website. We will use your contact information to (i) process your purchase/orders and any returns, exchanges and complaints you may have relating to your purchase; and to (ii) communicate with you regarding your purchase and to answer and administer any questions or comments you may have regarding our products or services. The legal basis is that it is necessary to process your data in order for us to be able to fulfill our contractual obligations to you under the purchase agreement. We will retain your data for as long as necessary for this purpose. We may also process your contact details to keep you informed, via e-mail or other messenger services, of our special events or promotions. The legal basis is our legitimate interest of being able to market our products to our existing customers. We may use your contact details for direct marketing purposes for up to 12 months after your latest purchase subject to your ongoing right to opt-out. You are entitled to reject our marketing messages, that is, to opt out, at any time by clicking on the unsubscribe link included in each message or by contacting customer service at info@utöpia.com
Credit card details: If you make a purchase online and choose to pay by credit card, you will provide your credit card information on our website to finalize your purchase. Your credit card details will be protected using Global Sign Encryption. The legal basis is that the processing is necessary in order for us to be able to fulfill our contractual obligations to you under the purchase agreement. We will retain your data for as long as necessary for this purpose.
Previous purchases and returns: If you have signed up for an account we will store information regarding (i) your online purchases and returns, and (ii) your purchases and returns in physical stores, if you have provided your e-mail address to our personnel. Such information encompasses product, size, price and date of purchase. We will also store information regarding your recently viewed items. This will allow you to keep track of your purchases and returns, and recently viewed items, by logging into your personal account. The legal basis is our legitimate interest to provide you with the service of a personal account as requested by you when you signed up for the account. You may choose to deregister your account at any time. We will also save information on your contact details and previous purchases and returns during 36 months after the purchase to be able to administer returns and/or complaints. The legal basis is our legitimate interest to provide our customers with speedy and efficient service after the purchase.
Social Security number: If you chose to apply for credit, allowing you to make your payment by invoice, you may be required to provide your social security number on our website. Your social security number will be directly transferred and available only to our payment service provider, which will process your social security number to be able to obtain a credit report and to facilitate your payment. The legal basis is that the processing is necessary for us to ensure accurate identification of our customers for invoice purposes and to fulfill our contractual obligations to you under the purchase agreement. It is our policy to retain your social security number only as long as reasonably necessary for this purpose.
3.2.2 Data collected when you shop in our physical stores
If you make a purchase in one of our physical stores and request a digital receipt, we may process your e-mail address in order to be able to send the digital receipt to you. We will only collect your email address and send you a digital receipt if this has been requested or accepted by you. This processing is based on our legitimate interest of being able to provide our customers with a digital receipt on a voluntary basis.
3.3 Members
You may sign up for membership by subscribing to the services provided by Utöpia in accordance with the Membership Policy. The membership is completely voluntary and subscribing for membership is not a requirement for purchasing Utöpia ’ goods. When you subscribe to become a member, you will enter into an agreement with Utöpia (the Membership Policy).
3.3.1 Data collected when signing up for membership
When you sign up for membership (online or in Utöpia ’ physical stores), Utöpia collects your name, address, e-mail address, telephone number, country of residence, date of birth, title (Ms./Mr. or other title) and social media account contact details. Utöpia processes the data to create your personal account and to process the membership which includes certain features such as (i) sending digital receipts upon request when purchasing a product in a physical store, (ii) sending out invitations to special events/promotions, (iii) personalized services in store, and (iv) profiled marketing offers through email, SMS, letters, telephone, WeChat, Whatsapp and other social media. The legal basis is that the processing is necessary in order for us to be able to fulfill our contractual obligations to you under the Membership Policy. We will retain your data for as long as necessary for this purpose.
3.3.2 Data collected when shopping online
Contact details: When you purchase a product online, Utöpia will process your contact details for the following purposes; (i) to process purchases/orders and returns, exchanges and complaints; (ii) to communicate with you regarding the purchases and to answer and administer any questions or comments that you may have regarding Utöpia ’ products or services. The legal basis is that the processing is necessary in order for us to be able to fulfill our contractual obligations to you under the purchase agreement.
Previous purchases and returns: Utöpia will also process data regarding your contact details and previous purchases and returns online (product, size, price and date of purchase) during 36 months after the purchase. The information will be processed for the following purposes:
Administering returns and complaints. The processing is based on our legitimate interest to provide our members with speedy and efficient service after the purchase.
Allowing you to keep track of your purchases and returns by logging into your account. The legal basis is that the processing is necessary in order for us to be able to fulfill our contractual obligations to you under the Membership Policy.
For the purpose of sending out invitations to special events/promotions, personalized services in store and profiled marketing offers through email, SMS, letters, telephone, WeChat, Whatsapp and other social media. The legal basis is that the processing is necessary in order for us to be able to fulfill our contractual obligations to you under the Membership Policy.
Credit card details: If you make a purchase online and chose to pay by credit card, you will provide your credit card information on the website for the purpose of making payment for the purchase. The legal basis is that the processing is necessary in order for us to be able to fulfill our contractual obligations to you under the purchase agreement. As a member you may, but need not, also choose to have our system save your credit card details for future purchases, for the purpose of speeding up the checkout the next time you shop. The legal basis for this processing is your consent. We will retain your data for as long as necessary for this purpose.
Social Security number: If you chose to request credit, allowing you to make your payment by invoice, you may be required to provide your social security number on our website. Your social security number will be directly transferred and available only to our payment service provider, which will process your social security number to be able to obtain a credit report and to facilitate your payment. The legal basis is that the processing is necessary for us to ensure accurate identification of our customers for invoice purposes and to fulfill our contractual obligations to you under the purchase agreement. It is our policy to retain your social security number only as long as necessary for this purpose.
3.3.3 Data collected when shopping in physical stores
When you shop in Utöpia ’ physical stores, Utöpia may collect and store information regarding (i) your clothing and shoe size, (ii) your clothing preferences (such as preferred colors and style) and (iii) other shopping preferences, provided that you have shared this information with Utöpia ’ personnel on a voluntary basis. Utöpia may also store data regarding your purchases and returns in physical stores (product, size, price and date of purchase) if you have provided your e-mail address to Utöpia ’ personnel. This information is processed for the purpose of enhancing your future purchasing experience with Utöpia and to provide customized service, which is part of Utöpia ’ membership service. Utöpia may also use the information regarding your shopping preferences for the purpose of sending out invitations to special events/promotions and profiled marketing offers through e-mail or other messenger services. The legal basis for this is that the processing is necessary in order for us to be able to fulfill our contractual obligations to you under the Membership Policy.
3.3.4 Data collected when using Utöpia website services
Utöpia will store information regarding your recently viewed items when browsing Utöpia ’ website. This will allow you to keep track of your recently viewed items, by logging into your personal account. The legal basis for this is that the processing is necessary in order for us to be able to fulfill our contractual obligations to you under the Membership Policy. We will retain your data for as long as necessary for this purpose.
3.4 Newsletter Subscribers
If you have subscribed to one of our newsletters, we will process your name, email address, country and information on whether you are interested in womenswear or menswear for the purpose of sending out such newsletter. The legal basis for this processing is your consent. The newsletters may be sent to you until you unsubscribe to the newsletter service.
3.5 Archive Subscribers
If you have subscribed to receive information and updates via e-mail and text messages regarding Utöpia Archive events, we will process your name, telephone number, e-mail address, country of residence and gender to send out information regarding Archive events. The legal basis for this processing is your consent. The information and updates regarding Archive events will be sent to you until you unsubscribe to the service.
3.6 Customer service
If you have contacted Utöpia regarding a complaint, return or question, the e-mail or chat conversation will be stored for as long as it is necessary to administer your matter, including following up on the matter for a minimum of 12 months. Depending on the nature of the matter for which you are contacting us, the legal basis may be that our processing is necessary for us to be able to fulfill our obligations under the purchase agreement or Membership Policy, or that we have a legitimate interest of being able to communicate with individuals who contact our customer service.
3.7 Anonymized data
Please note that we may also use anonymized data (i.e. by removing personally identifiable information) for internal analysis, feedback, marketing and demographic studies to analyze, profile and monitor customer patterns in order for us to be able to improve our products and services. Because anonymized data does not include any personal data, it may be sold to or shared with others, or used for any purpose at Utöpia’s discretion.
3.8 Consent and withdrawal
You hereby confirm that you have read and understood the content of this privacy policy. Where the legal basis for the processing of your personal data is your consent you agree to Utöpia ’ processing of your personal data in accordance with the provisions herein. Should you wish to object to, or withdraw your consent, to any of our processing, please contact us at info@utöpia.com . Please note, however, that your withdrawal will not affect our right to process your data when such processing is necessary to perform our contractual obligations to you, and/or to the extent we are required to process your data by law or to defend ourselves in a dispute, to prevent fraud or abuse, or to enforce our Terms and Conditions. If you withdraw your consent to any consent-based processing, we will cease all such processing.