Privacy Policy

1. Introduction

"Ewbanks LLP" / "Ewbanks Auctioneers" (we) take your privacy seriously. This privacy policy describes how and why we obtain, store and process data which can identify you. We may update this policy from time to time and shall indicate on the web site when changes have been made.


2. What information do we store?

We store personal data on individuals and companies with whom we have dealings including;

  • • Staff
  • • Partners
  • • Suppliers
  • • Valuation clients
  • • Buyers and sellers both trade and private individuals

The information all password secured includes;

  • • Names
  • • Addresses
  • • Postcodes
  • • Phone numbers
  • • Email addresses

In some cases additional information is gathered, including;

  • • Bank details see below
  • • Taxation information for employees and partners
  • • Details of proof of identity
  • • Ownership of goods valued/offered for sale including descriptions, images and provenance.

Information is collected from you when you register with us, or when you contribute to, or use some of the advanced features on the site.

The information we collect is clearly set out on the web page on which we collect it. In addition, we may collect your IP address and use cookies unless you configure your web browser not to accept them.

We only collect credit / debit card information in order to process transactions. Ewbanks Auctioneers does not retain any customer credit / debit card information and are fully PCI compliant.


3. Reasons for holding information

We hold and store information for the following reasons;

  • • Record keeping for Taxation: PAYE, pensions and NI for employees and partners.
  • • Provision against money laundering: to confirm our compliance with cash limits and to enable us to assist authorities with relation to tax, money laundering and theft investigations where asked to provide information.
  • • To combat fraud and forgery unlimited by time.
  • • Details of goods sold /valued for accounting purposes and tax purposes including Captial Gains Tax, Inheritance Tax, Artist's resale rights and VAT.
  • • We are required by insurers to retain details of clients and valuations.
  • • Ownership details of goods valued or sold for retention for an unlimited period (for normal accounting purposes and against title claims).
  • • Details including provenance and images of goods required for transactional record purposes to go in catalogues and on our website and other third party auction platforms.
  • • Marketing and advising buyers of goods coming up for sale which they may be interested in as traders or collectors where users have opted in.
  • • Bank details of staff, partners, suppliers, buyers and sellers held in our back office programme and on our third party bank website principally for recurring payments.


4. Where is information held, and who has access to it?

All main contact details, lot descriptions and images are held in our back office system. For ease of access and efficiency this is accessible to all staff (password protected).

Certain details such as bank information, salary details and bank account information are accessed only by key members of staff (including Payroll Accountants and / or Partners).

Email and other contact information including addresses are also in Outlook Express and our back office system and are accessible to staff.

Taxation, NI and pension details are held in Sagepay, which is generally only accessed by Accounts staff and our external accountants.


5. Protection

All staff computers are password protected to the individual user. For security reasons passwords are retained by the LLP in a locked safe within an alarmed building.


6. Access

It is essential for the efficient running of the business for all staff to have free and quick access to computers where data is stored in the office.

In consultation with our IT consultants we are constantly reviewing and monitoring the security of the data we hold, and protection of our business level server.

All computers have updated anti-virus software installed.


7. Marketing

All data collected for marketing purposes is through our website. Customers who create an account online have the option to tick a box to receive marketing emails and to select specific marketing emails on certain areas of interest. Customers can modify these selections from the website and can unsubscribe at any time including on receipts of all emails from us.

Clients who sell goods are provided with the option to tick a box on their receipt to receive marketing emails from us.

Bidders in person also tick a box on sale registration forms should they wish to receive marketing communication from us.


8. Cookies

A cookie is a text file sent by a web server - a device where one or more websites are stored - to a web browser, and stored by the browser. The text file is then sent back to the web server each time the web browser requests a page from the web server. This enables the web server to identify and track the web browser and provide richer user experiences for visitors to a web site.

Our website is powered by the Joomla Web Content Management System (CMS). By default this automatically installs a cookie into your web browser as soon as you visit this website. Below, this cookie is referred to as a "session" cookie; that means, the cookie lasts only as long as your current session when using our website.

Currently, we use cookies to count the numbers of visitors and understand how to serve our visitors and customers better. We may install and use various plugins or extensions that help enrich the experience of using this website, and which may also use additional cookies, to, for example, monitor how successful each plugin or extension is, or further count the number of times a plugin or extension is used. In this way, those providers can measure the effectiveness of their solutions and make changes to improve their products.

We use Google Analytics to analyse the use of this website. Google Analytics generates anonymous statistical and other information about website use by means of cookies, which are stored on users' computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information. Google's privacy policy is available at: http://www.google.com/privacypolicy.html

Below is a full list of cookies that we currently use on this website at the time of writing this update:

  • • __utma, __utmb, __utmc, __utmz = from Google Analytics. These cookies are installed in a visitor's web browser when they agree to have cookies stored on their web access device. These cookies are used to collect information about how visitors use our website. We can then use the resulting data to generate reports that can help us improve the website experience. These cookies collect data anonymously; the resulting information allows us to identify the number of visitors who have come to the website, where visitors have come from, and which web pages visitors viewed while on our website.
  • • Joomla session cookies (for example: ddfd5b8e2eb21abeda21d8f744ea3c4a) = cookies that are part of Joomla website Content management System (CMS) for this installation, normally automatically installed into a visitor's web browser when visiting this website. The cookies are active only for the current session, and are deleted when the web browser is closed.

If you choose not to accept cookies, then only the standard Joomla session cookie will load and be active until you close your web browser, the website will not function as intended and some facilities will be unavailable.

Most browsers allow you to refuse to accept cookies. This choice will, however, have a negative impact upon the usability of many websites, including this one.

Most browser companies provide instructions on disabling cookies on their web sites. The most popular browser companies are listed below:

  • • Google Chrome
  • • Microsoft Internet Explorer
  • • Firefox
  • • Safari

You can learn more about cookies at AboutCookies.org.


9. Contacting the Web Site

If you have any questions about this privacy statement, the practices of this site, or your dealings with this Web site, you can contact us at the address below;

Ewbanks Auctioneers, Burnt Common Auction Rooms, London Road, Send, Woking, Surrey, GU23 7LN.

Ewbanks have a designated information officer and are registered with the ICO (Information Commissioner's Office)