Privacy policy

1. Who is responsible for your information

Ahsan Ghafar, trading as Spirits Select, is the controller responsible for the personal information processed for the operation of this store.

Address: 19 St Margarets Road, Ward End, Birmingham, B8 2BA, United Kingdom
Website: spiritsselect-co.com
Email: support@spiritsselect-co.com
Telephone: +44 121 758 5446

This policy explains how we collect, use, disclose and retain personal information when you browse our website, place an order or contact us. Our processing is subject to applicable UK data protection legislation, including the UK GDPR, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations, as amended.

2. Information we collect

• Contact and account information: your name, email address, telephone number, delivery address, billing address and account details where you create an account.
• Order and transaction information: products ordered, order numbers, payment status, transaction references, refunds and payment disputes.
• Delivery information: tracking references, carrier updates, delivery instructions and information needed to investigate a shipment.
• Customer service information: messages, photographs, attachments and details supplied in enquiries or complaints.
• Technical information: IP address, browser and device information, security logs and information collected through permitted cookies or similar technologies.
• Preferences: your cookie choices, communication preferences and records of consent or withdrawal.

Payment providers process payment credentials through the payment services offered at checkout. We receive the transaction information needed to manage your order. Please do not send full card numbers, card security codes or unrelated identity documents to our support address.

3. Where information comes from

We receive information directly from you, automatically through your use of the website where permitted, and from providers involved in payment processing, order fulfilment, delivery tracking and customer support.

If you give us another person's details for delivery, provide only the information needed to fulfil the order and make this policy available to that person.

4. Why we use information and our legal bases

• Orders and customer service: to take payment, fulfil orders, arrange delivery, answer contractual enquiries and administer refunds. The legal basis is performance of a contract or steps requested before entering one.
• Legal obligations: to keep required accounting records, comply with consumer law and respond to lawful requests. The legal basis is compliance with applicable legal obligations.
• Security and business administration: to prevent fraud, protect systems, maintain appropriate business records and establish or defend legal claims. We rely on legitimate interests where those interests are not overridden by your rights.
• Optional cookies: to provide optional website functions or measurement where enabled. We obtain consent before using optional technologies that require it.
• Marketing: to send promotional communications where you have consented or another permission recognised by applicable marketing law applies. You can object or unsubscribe at any time.

Where we rely on legitimate interests, those interests include operating a secure store, preventing misuse and resolving disputes fairly. You may object to processing based on legitimate interests on grounds relating to your particular circumstances.

You do not have to provide information that is optional. However, without information needed for payment, delivery or legally required checks, we may be unable to complete your order.

5. Shopify, customer support and parcel tracking

• Shopify: provides the commerce platform used to operate our website, checkout and order administration. Relevant information is processed to provide these services and associated security functions.
• Replyna: supports customer service using artificial intelligence. Relevant enquiry content and order information may be processed to prepare or send replies and assist with support requests.
• 17TRACK: provides parcel tracking. Tracking references and relevant shipment information are processed to obtain and display delivery updates.
• Payment providers: process payments, authentication, refunds and disputes through the payment methods available at checkout.
• Suppliers and carriers: receive the information needed to prepare and deliver your order, including recipient details and the delivery address.

Providers may act as processors on our behalf or as independent controllers for particular activities, depending on their services and legal responsibilities. Their own privacy information applies where they process information for their independent purposes.

6. AI support and automated decisions

Our support service uses Replyna to assist with and automate customer communications. AI-generated responses can be incomplete or inaccurate. If a response does not resolve your issue, contact support@spiritsselect-co.com and request further review.

Where a decision based solely on automated processing has legal or similarly significant effects on you, the safeguards required by UK data protection law apply. These include appropriate information about the decision and the ability to make representations, obtain human intervention and contest the decision.

You may contact us to ask whether such processing applies to a particular decision concerning you and to exercise the safeguards available under the law.

7. Cookies and similar technologies

Cookies and similar technologies can store information on your device or access information already stored there.

• Strictly necessary technologies: support functions such as the shopping basket, checkout, security and remembering privacy choices. These do not require consent where the legal exemption applies.
• Optional preference technologies: remember additional choices where the relevant feature is enabled.
• Optional analytics technologies: help measure website use where these features are enabled and you have agreed.
• Optional marketing technologies: support promotional measurement or personalisation where such features are enabled and you have agreed.

Shopify provides the store platform and associated technical functions. Replyna is used for customer support, and 17TRACK is used for shipment tracking. Parcel tracking is different from tracking browsing activity for advertising purposes. Any optional device storage or access associated with these services is subject to the applicable cookie rules.

Our cookie banner allows you to accept, reject or customise optional cookies. Optional technologies requiring consent remain disabled unless you enable them. You can change your choices through the website's cookie settings and withdraw consent as easily as you gave it.

You can also block or delete cookies through your browser. Blocking technologies necessary for checkout may prevent some requested functions from working.

Some cookies last only for a browsing session. Persistent cookies remain until their expiry or earlier deletion. Your browser's cookie information can show the expiry of cookies stored on your device.

8. Marketing choices

You can stop promotional emails by using the unsubscribe option in the message or contacting support@spiritsselect-co.com. We will implement your request within the period required by applicable law.

Opting out of marketing does not stop necessary transactional messages, such as order confirmations, delivery information, refund updates or responses to your enquiries.

9. Other disclosures

We may disclose relevant information to professional advisers, authorities or other recipients where necessary to meet legal obligations, protect legal rights or investigate fraud. Any disclosure must have an appropriate legal basis and be limited to what is necessary.

If the business is transferred or reorganised, personal information may be disclosed where lawful and necessary for that transaction, subject to appropriate safeguards and any required notice.

10. International processing and transfers

We operate from the United Kingdom. Products are fulfilled by a supplier in China, and delivery to Australian customers requires information to be used in Australia. Our service providers may also process information in other countries.

Transfers outside the United Kingdom must comply with UK data protection requirements. Where a restricted transfer requires safeguards, these must include an applicable UK adequacy arrangement or another valid mechanism, such as the UK International Data Transfer Agreement or the UK Addendum to the European Commission's standard contractual clauses, together with any required assessment and supplementary measures.

You can contact us for information about the safeguards applicable to a particular transfer and how to obtain a copy, subject to necessary protection of confidential information.

11. Retention and security

We retain information only for as long as reasonably necessary for its purpose, applicable legal requirements and the establishment or defence of legal claims.

Retention depends on the type of information, accounting obligations, the status of an order or complaint, relevant limitation periods and any ongoing dispute. Marketing suppression records may be retained to respect an unsubscribe request. Information no longer needed is deleted or anonymised, subject to lawful retention requirements.

We use appropriate technical and organisational measures to protect personal information. No website, communication method or storage system can be guaranteed completely secure.

12. Your rights

Subject to the conditions and exceptions in applicable law, you may:

• Request access to your personal information.
• Ask us to correct inaccurate or incomplete information.
• Request erasure or restriction of processing.
• Request portability of eligible information.
• Object to processing based on legitimate interests.
• Object to direct marketing at any time.
• Withdraw consent without affecting processing lawfully carried out before withdrawal.
• Exercise applicable safeguards concerning significant decisions based solely on automated processing.

Send requests to support@spiritsselect-co.com. We may request proportionate information to verify your identity or clarify your request where necessary and lawful.

We normally respond within one month. Where the law allows an extension because of complexity or the number of requests, we may extend this by up to two further months and will explain the extension within the initial month. Any permitted adjustment to response periods will be applied only in accordance with the law.

13. Privacy complaints

You may make a data protection complaint by email, telephone or post using the contact details above. Please explain the concern and provide enough information for us to investigate.

We will acknowledge a data protection complaint within 30 days of receiving it. We will investigate, keep you informed as appropriate and communicate the outcome without undue delay.

You may also raise a concern with the UK Information Commissioner's Office at ico.org.uk/make-a-complaint/. This does not restrict other remedies available to you.

14. Changes to this policy

We may update this policy to reflect changes in our operations or legal requirements. Where a change requires further information or fresh consent, we will provide that information or obtain consent before relying on it.