How VOP protects and uses your personal data
This Privacy Policy explains how VOP (“we”, “our”, “us”) collects, uses, stores and shares your personal information when you use our website and services. We are committed to protecting your privacy and handling your data in a transparent, secure way in line with UK GDPR and applicable data protection laws.
VOP is the data controller responsible for your personal data. Our registered office is at [insert address], and we are registered in [insert country / registration number]. By using our website, you agree to the terms described in this Privacy Policy.
What personal data we collect
We may collect and process the following categories of personal data:
- Identity & contact details: name, title, billing and delivery address, email address, phone number.
- Transaction data: products purchased, order details, payment reference (processed via secure third-party payment providers), and order history.
- Technical & usage data: IP address, device and browser type, operating system, pages visited, time spent on site, referring website, and general usage patterns.
- Marketing & communication data: your preferences for receiving marketing from us and how you prefer to be contacted.
We collect this information when you provide it directly (for example when creating an account, placing an order or contacting us) and automatically when you use our website (for example through cookies and similar technologies).
How we use your personal data
We only use your personal data when the law allows us to. The main purposes and legal bases include:
- To fulfil our contract with you: processing and delivering orders, managing payments, providing customer support, and handling returns or refunds.
- For our legitimate business interests: improving our website and services, analysing performance, preventing fraud, protecting our business and customers, and sending relevant marketing where legally permitted and you have not opted out.
- To comply with legal obligations: maintaining records for tax, accounting or regulatory purposes, and responding to lawful requests from authorities.
- With your consent: for example, when you opt-in to receive marketing communications or accept certain non-essential cookies. You can withdraw your consent at any time.
When we share your data
We do not sell your personal data. We may share it with trusted third parties where necessary to operate our business, including:
- Service providers: such as payment processors, IT and hosting providers, email platforms, customer support tools, logistics and delivery partners.
- Analytics and advertising partners: to help us understand website performance and run targeted, relevant campaigns.
- Professional advisers and authorities: such as lawyers, accountants, regulators or law enforcement where required by law or to protect our rights.
- Business transfers: if we undergo a merger, acquisition or sale of assets, your data may be transferred to the new owner under the same privacy protections.
All service providers processing personal data on our behalf are required to keep it secure and use it only according to our instructions.
International transfers of your data
Some of our service providers may be located outside the UK or European Economic Area (EEA). This means your personal data may be transferred to and stored in countries with different data protection laws.
Whenever we transfer your personal data outside the UK/EEA, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by relevant authorities, or that the destination country has an adequate level of data protection. These measures are designed to keep your data protected and secure.
Cookies and tracking
We use cookies, pixels and similar tracking technologies to:
- remember your preferences and account details;
- keep your shopping basket and checkout working;
- analyse traffic and website performance;
- help prevent fraud and keep our platform secure;
- deliver and measure the effectiveness of our advertising.
When you first visit our site, you will see a cookie banner giving you the option to accept or manage non-essential cookies. You can change your cookie preferences at any time via your browser settings or our cookie settings link. For more detail, please see our dedicated Cookie Policy (if applicable).
How long we store your personal information
We keep your personal data only for as long as necessary to fulfil the purposes we collected it for, including meeting any legal, accounting or reporting requirements.
Retention periods depend on factors such as:
- how long you have an account or active relationship with us;
- statutory limitation periods for claims;
- legal obligations to keep certain records;
- whether we still need the data to operate our business.
When your personal data is no longer needed, we will either securely delete it or anonymise it so it can no longer be linked to you.
Your data protection rights
Under UK GDPR and the Data Protection Act 2018, you have the right to:
- Access the personal data we hold about you.
- Correct inaccurate or incomplete data.
- Request deletion of your data in certain circumstances.
- Restrict processing where you contest its accuracy or object to our use.
- Object to certain processing, including direct marketing.
- Request data portability for information you have provided to us, in a structured, commonly used, machine-readable format.
- Withdraw consent where processing is based on your consent.
To exercise any of these rights, please contact us using the details below. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data.
How We Keep Your Data Secure
including: secure servers, access controls, encryption where appropriate, regular monitoring and staff training on data protection.
While we do our best to protect your personal information, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security, but we work continuously to minimise risks and respond quickly to any potential issues.
Our responsibility for external sites
Our website may contain links to third-party websites, plug-ins or services (for example, social media pages or external resources). We do not control these websites and are not responsible for their privacy practices or content.
When you leave our site, we encourage you to read the privacy policy of every website you visit to understand how your data will be used.