Privacy Policy

Information We Collect

When you use Cool Cartridge or place an order, we may collect information including:

• your name;
• billing and delivery addresses;
• email address and telephone number;
• order and transaction information;
• account details if you create an account;
• communications you send to our customer service team;
• technical information about your use of our website; and
• cookie and preference information where applicable.

We only ask for information that is reasonably required to provide our products and services, operate the website or meet our legal obligations.

How We Use Your Information

We may use personal information to:

• process and fulfil your order;
• take and administer payment;
• arrange delivery and returns;
• send order and service communications;
• provide customer support;
• manage your Cool Cartridge account;
• prevent fraud and protect the website;
• maintain financial and transaction records;
• improve our website and customer experience; and
• comply with legal and regulatory requirements.

Our Lawful Bases

UK data protection law requires us to have a lawful basis whenever we use personal information.

Contract

We use information where it is necessary to process an order, provide products or services, arrange delivery, administer returns or otherwise perform our contract with you.

Legal obligation

Certain information must be retained or processed so that we can comply with tax, accounting, consumer protection and other legal obligations.

Legitimate interests

We may use information where reasonably necessary for legitimate business purposes such as preventing fraud, keeping our systems secure, responding to customers and improving our services, provided those interests do not override your rights.

Consent

Where the law requires consent, for example for certain non-essential cookies or optional marketing activity, we will rely on your consent.

Who We Share Information With

We may share the minimum information necessary with trusted organisations that help us provide Cool Cartridge services.

These may include:

• payment service providers;
• delivery and postal providers;
• order fulfilment partners;
• website hosting and technology providers;
• fraud prevention and security providers;
• professional advisers such as accountants or legal advisers; and
• public authorities where disclosure is required by law.

These organisations are only given information required for the relevant purpose.

Some service providers may process information outside the UK. Where this happens, we take appropriate steps to ensure that the transfer is protected as required by applicable data protection law.

Payment Information

Payments made through Cool Cartridge are processed using the payment methods offered at checkout.

Payment providers may collect and process payment information directly in order to authorise and complete your transaction.

Our customer service team does not need access to your full card number in order to provide ordinary order support.

How Long We Keep Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected.

The period may depend on the type of information, whether an account remains active, whether an order or dispute is ongoing and any legal, tax, accounting or regulatory retention requirements that apply.

When information is no longer required, it is deleted, anonymised or otherwise securely disposed of where appropriate.

Cookies and Website Data

Our website may use cookies and similar technologies to operate important website functions such as shopping baskets, checkout, security and user preferences.

Other technologies, such as analytics or marketing tools, will only be used where permitted and where any required consent has been obtained.

More information is available in our Cookie Policy .

Your Data Protection Rights

Depending on the circumstances, UK data protection law may give you rights to:

• ask for access to your personal information;
• ask us to correct inaccurate information;
• ask us to erase information in certain circumstances;
• ask us to restrict how information is used;
• object to certain uses of your information;
• receive certain information in a portable format; and
• withdraw consent where processing relies on consent.

These rights are subject to the conditions and exemptions set out in data protection law.

Keeping Your Information Secure

We take appropriate technical and organisational measures designed to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.

No internet-based system can be guaranteed to be completely secure, but we review our systems and working practices with data security in mind.

Contact and Complaints

If you have a question about this policy, want to exercise a data protection right or have a concern about how your information has been used, contact:

Cool Cartridge
A trading name of BCMY Ltd
Unit 1 Fort Road, Wick
Littlehampton, West Sussex
BN17 7QU

Email: [email protected]

You also have the right to complain to the Information Commissioner's Office if you are unhappy with the way your personal information has been handled.

This Privacy Policy may be updated from time to time where our services, legal obligations or use of personal information changes.