Privacy Policy

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Last Updated: [Current Date, e.g., 12 June 2025]

At [Your Website Name], we are committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and share your personal information when you visit our website, place an order, or interact with us.

We are a UK-based business and adhere to the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

[Your Business Legal Name / Trading Name] [Your Business Address] [Your Contact Email Address - e.g., privacy@yourwebsite.com] [Your Phone Number - Optional, but good for transparency]

For the purposes of the UK GDPR, we are the data controller responsible for your personal data.

We collect various types of personal data to provide our services, process your orders, and improve your experience. This may include:

• Identity Data: Name, title, date of birth (if applicable for age verification or certain products).
• Contact Data: Billing address, delivery address, email address, telephone numbers.
• Financial Data: Payment card details (processed securely by third-party payment processors, we do not store full card numbers on our servers), bank account details (for refunds, if applicable).
• Transaction Data: Details about products and services you have purchased from us, order history, and payment status.
• Technical Data: 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, and other technology on the devices you use to access this website.
• Profile Data: Your username and password (if you create an account), purchases or orders made by you, your interests, preferences, feedback, and survey responses.
• Usage Data: Information about how you use our website, products, and services (e.g., pages viewed, products added to basket, time spent on site).
• Marketing and Communications Data: Your preferences in receiving marketing from us and our third parties, and your communication preferences.
• Correspondence Data: Information you provide when you contact us with queries, feedback, or customer service requests.

We collect data from and about you through various methods, including:

• Direct Interactions: You provide us with your personal data when you:
  • Create an account on our website.
  • Place an order for our products.
  • Subscribe to our newsletter or other marketing communications.
  • Participate in a competition, promotion, or survey.
  • Contact us with a query or to provide feedback.
  • Arrange a local delivery.
• Automated Technologies or Interactions: As you interact with our website, we may automatically collect Technical Data about your equipment, Browse actions, and patterns. We collect this personal data by using cookies, server logs, and other similar technologies. Please see our [Link to your Cookie Policy] for more details.
• Third Parties or Publicly Available Sources: We may receive personal data about you from various third parties:
  • Technical Data from analytics providers (e.g., Google Analytics).
  • Contact, Financial, and Transaction Data from payment service providers (e.g., Stripe, PayPal).
  • Identity and Contact Data from publicly available sources (e.g., Companies House for business customers).

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• To perform the contract we are about to enter into or have entered into with you. This means processing your data to:
  • Process and fulfill your orders (including packaging and shipping).
  • Manage payments, fees, and charges.
  • Provide customer service and support related to your purchases.
  • Notify you about changes to our terms or privacy policy.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. This includes:
  • Improving our website, products, and services.
  • Marketing our products and services to you (where consent is not required).
  • Detecting and preventing fraud.
  • Administering and protecting our business and website (including troubleshooting, data analysis, testing, system maintenance, support, reporting, and hosting of data).
• Where we need to comply with a legal obligation. This includes:
  • Keeping records for tax and accounting purposes.
  • Responding to lawful requests from public authorities.
• Where you have given us consent to do so. This primarily applies to:
  • Sending you direct marketing communications (e.g., newsletters) if you have opted in.
  • Using certain types of cookies on our website (see our [Link to your Cookie Policy]).

Purposes for which we will use your personal data:

Purpose/ActivityType of Data CollectedLawful Basis for ProcessingTo register you as a new customerIdentity, ContactPerformance of a contractTo process and deliver your order, including:Identity, Contact, Financial, TransactionPerformance of a contract, Legitimate interests (fraud prevention)- Managing payments, fees, and charges- Collecting and recovering money owed to usTo manage our relationship with you, including:Identity, Contact, Profile, Marketing & Communications, Usage, CorrespondencePerformance of a contract, Legitimate interests (customer service, developing products/services), Legal obligation- Notifying you about changes to our terms or privacy policy- Asking you to leave a review or take a surveyTo enable you to participate in a competition or surveyIdentity, Contact, Profile, Usage, Marketing & CommunicationsPerformance of a contract, Consent, Legitimate interestsTo administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting, and hosting of data)Technical, Usage, Identity, ContactLegitimate interests (running our business, network security), Legal obligationTo deliver relevant website content and advertisements to you and measure or understand the effectiveness ofthe advertising we serve to youIdentity, Contact, Profile, Usage, Technical, Marketing & CommunicationsLegitimate interests (studying how customers use our products/services, marketing effectiveness)To use data analytics to improve our website, products/services, marketing, customer relationships, and experiencesTechnical, UsageLegitimate interests (defining customer types, keeping our website updated)To make suggestions and recommendations to you about goods or services that may be of interest to youIdentity, Contact, Technical, Usage, Profile,Marketing & CommunicationsLegitimate interests (developing products/services, growing our business)

We may share your personal data with the following categories of recipients for the purposes described in this policy:

• Internal Third Parties: Other companies within our group (if applicable) for IT and system administration services and to undertake reporting.
• External Third Parties:
  • Service Providers: Who provide IT and system administration services (e.g., website hosting, e-commerce platform), payment processing (e.g., Stripe, PayPal), shipping and delivery services (e.g., Royal Mail), and marketing services.
  • Professional Advisers: Including lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance, and accounting services.
  • HM Revenue & Customs, regulators, and other authorities who require reporting of processing activities in certain circumstances.
  • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets.Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Some of our external third parties may be based outside the UK or European Economic Area (EEA), so their processing of your personal data will involve a transfer of data outside the UK/EEA.

Whenever we transfer your personal data out of the UK/EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK Government or the European Commission.
• Where we use certain service providers, we may use specific contracts approved by the UK Government or European Commission which give personal data the same protection it has in the UK/EEA.

Please contact us if you want further information on the specific mechanism used by us when transferring your personaldata out of the UK/EEA.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

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 requirements.

• Typically, we will retain your order and transaction data for 6 years plus the current financial year after your last interaction for tax and accounting purposes, as required by HMRC.
• If you have an account with us, we will retain your profile data as long as your account remains active or until you request its deletion.
• For marketing consent, we will retain your contact details until you withdraw your consent or opt out of marketing communications.

In some circumstances, you can ask us to delete your data (see "Your Legal Rights" below).

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

• Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us to continue processing it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing, where we may have processed your information unlawfully, or where we are required to erase your personal data to comply with local law.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing ofyour personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format.
• Withdraw consent at any time where we are relying on consent to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us at [Your Contact Email Address for Privacy Queries].

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

We keep our Privacy Policy under regular review. Any changes we make to our Privacy Policy in the future will be postedon this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes