Privacy Policy

Last updated: 02 November 2025

1. Introduction

fulfilledby. ("we", "our", or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website, services, or interact with us.

As a company based in the United Kingdom, we comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws.

Company Details:

  • Company Name: fulfilledby.
  • Contact Email: matt@fulfilledby.co.uk
  • Address: 16 Llandovery Close, Winsford, CW7 1NA
  • Company Registration Number: 16384345

By using our website and services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

We collect and process the following types of personal data:

2.1 Information You Provide to Us

  • Account Information: Name, email address, username, password
  • Contact Information: Billing address, shipping address, phone number
  • Payment Information: Credit/debit card details, billing information (processed securely through our payment providers)
  • Communication Data: Information contained in any correspondence with us, including customer service inquiries, feedback, and reviews
  • Order Information: Details of products purchased, order history, and transaction details

2.2 Information We Collect Automatically

  • Technical Data: IP address, browser type and version, device type, operating system, time zone settings, and location data
  • Usage Data: Information about how you use our website, including pages visited, time spent on pages, links clicked, and navigation paths
  • Cookies and Similar Technologies: Data collected through cookies, web beacons, and similar tracking technologies (see our Cookie Policy for more details)

2.3 Information from Third Parties

  • Payment Processors: Transaction confirmation and payment status
  • Delivery Partners: Shipping and delivery status information
  • Analytics Providers: Aggregated usage statistics and website performance data

Under UK GDPR, we must have a legal basis to process your personal data. We process your data under the following lawful bases:

  • Contract Performance: To fulfill orders, provide our services, and manage your account
  • Consent: For marketing communications and non-essential cookies (you can withdraw consent at any time)
  • Legitimate Interests: To improve our services, prevent fraud, and ensure website security
  • Legal Obligation: To comply with legal and regulatory requirements, such as tax and accounting obligations

4. How We Use Your Information

We use your personal data for the following purposes:

4.1 Service Provision

  • Processing and fulfilling your orders
  • Managing your account and customer relationship
  • Providing customer support and responding to inquiries
  • Processing payments and preventing fraudulent transactions
  • Arranging delivery of products

4.2 Communication

  • Sending order confirmations, shipping notifications, and delivery updates
  • Responding to your questions and requests
  • Sending important notices about changes to our terms, policies, or services
  • With your consent, sending marketing communications about products, services, and promotions

4.3 Business Operations

  • Improving and developing our website, products, and services
  • Analysing usage trends and customer preferences
  • Conducting market research and analytics
  • Ensuring website security and preventing fraud
  • Complying with legal obligations and resolving disputes

5. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small text files stored on your device that help us:

  • Remember your preferences and settings
  • Understand how you use our website
  • Improve website functionality and performance
  • Deliver targeted advertising (with your consent)

You can control cookie preferences through your browser settings. However, disabling certain cookies may affect website functionality.

Types of cookies we use:

  • Essential Cookies: Necessary for website operation (e.g., shopping cart, login)
  • Performance Cookies: Help us understand website usage and improve performance
  • Functional Cookies: Remember your preferences and personalise your experience
  • Marketing Cookies: Used to deliver relevant advertisements (requires consent)

For detailed information, please see our separate Cookie Policy or contact us at matt@fulfilledby.co.uk.

6. How We Share Your Information

We do not sell your personal data to third parties. We may share your information with the following categories of recipients:

6.1 Service Providers

We work with trusted third-party service providers who process data on our behalf:

  • Payment processors (e.g., Stripe, PayPal) for secure payment processing
  • Shipping and logistics partners for order fulfillment and delivery
  • Email service providers for sending communications
  • Cloud hosting providers for data storage and website hosting
  • Analytics providers for website performance and usage analysis
  • Customer service platforms for managing support inquiries

These service providers are contractually obligated to protect your data and only use it for specified purposes.

We may disclose your information when required by law or to:

  • Comply with legal obligations, court orders, or government requests
  • Enforce our terms and conditions
  • Protect our rights, property, or safety, or that of our users
  • Prevent fraud, security threats, or illegal activity

6.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal data may be transferred to the new owner, subject to this Privacy Policy.

7. International Data Transfers

Some of our service providers may be located outside the United Kingdom or European Economic Area (EEA). When we transfer your data internationally, we ensure appropriate safeguards are in place, such as:

  • Standard Contractual Clauses approved by the UK Information Commissioner's Office (ICO)
  • Adequacy decisions recognising equivalent data protection standards
  • Certification schemes such as Privacy Shield (where applicable)

We only transfer data to countries and organisations that provide adequate protection for your personal information.

8. Data Security

We implement appropriate technical and organisational security measures to protect your personal data against unauthorised access, loss, destruction, or alteration. These measures include:

  • Encryption of data in transit and at rest (SSL/TLS)
  • Secure payment processing through PCI-DSS compliant providers
  • Regular security assessments and vulnerability testing
  • Access controls and authentication measures
  • Employee training on data protection and security
  • Regular backups and disaster recovery procedures

While we strive to protect your data, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but continually work to maintain the highest standards.

9. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law.

Retention periods:

  • Account data: Retained while your account is active and for a reasonable period after closure
  • Order and transaction records: Retained for 7 years to comply with tax and accounting regulations
  • Marketing data: Retained until you unsubscribe or withdraw consent
  • Technical and usage data: Typically retained for 12-24 months
  • Customer service records: Retained for 3-5 years for quality and training purposes

After the retention period expires, we securely delete or anonymise your data.

10. Your Data Protection Rights

Under UK GDPR, you have the following rights regarding your personal data:

10.1 Right of Access

You can request a copy of the personal data we hold about you (subject access request).

10.2 Right to Rectification

You can ask us to correct inaccurate or incomplete personal data.

10.3 Right to Erasure ("Right to be Forgotten")

You can request deletion of your personal data in certain circumstances, such as when:

  • The data is no longer necessary for its original purpose
  • You withdraw consent
  • You object to processing and there are no overriding legitimate grounds
  • The data has been unlawfully processed

10.4 Right to Restrict Processing

You can request that we limit how we use your data in certain situations.

10.5 Right to Data Portability

You can request your data in a structured, commonly used format for transfer to another service provider.

10.6 Right to Object

You can object to processing based on legitimate interests or for direct marketing purposes.

You have the right not to be subject to decisions based solely on automated processing that significantly affects you.

Where we rely on consent to process your data, you can withdraw consent at any time.

How to Exercise Your Rights:

To exercise any of these rights, please contact us at matt@fulfilledby.co.uk. We will respond to your request within one month, though this may be extended by two additional months for complex requests.

You will not have to pay a fee to access your personal data or exercise your rights. However, we may charge a reasonable fee or refuse requests that are manifestly unfounded, excessive, or repetitive.

11. Right to Lodge a Complaint

If you believe we have not handled your personal data properly, you have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner's Office (ICO)

  • Website: https://ico.org.uk
  • Telephone: 0303 123 1113
  • Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We encourage you to contact us first at matt@fulfilledby.co.uk so we can address your concerns directly.

12. Marketing Communications

With your consent, we may send you marketing communications about our products, services, special offers, and promotions via email.

Opting Out:

You can unsubscribe from marketing emails at any time by:

  • Clicking the "unsubscribe" link in any marketing email
  • Adjusting your communication preferences in your account settings
  • Contacting us at matt@fulfilledby.co.uk

Even if you opt out of marketing, we will still send you transactional communications related to your orders and account.

13. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal data from children. If you are under 18, please do not provide any personal information through our website.

If we become aware that we have inadvertently collected data from a child, we will take steps to delete it promptly. If you believe we have collected information from a child, please contact us at matt@fulfilledby.co.uk.

Our website may contain links to third-party websites, services, or applications. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

When we make significant changes, we will:

  • Update the "Last updated" date at the top of this policy
  • Notify you via email or a prominent notice on our website
  • In some cases, request your renewed consent

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your data.

16. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email: matt@fulfilledby.co.uk

We aim to respond to all inquiries within 5 business days.