Privacy policy

1. Introduction

Welcome to XVAPER LTD (“we,” “us,” “our”). We are committed to protecting and respecting your privacy.

This policy explains how we collect, use, store, and protect your personal data when you:

  • Visit our website [Insert Your Website Address Here, e.g., www.xvaper.co.uk].

  • Purchase our electric bikes, parts, or accessories.

  • Contact us via phone, email, or social media.

  • Sign up for our newsletter or marketing communications.

  • Interact with us in any other way.

By engaging with us, you agree to the practices described in this policy.

2. Who We Are

XVAPER LTD is the data controller responsible for your personal data.

  • Company Name: XVAPER LTD

  • Registered Address: 87 North Road, Poole, Dorset, England, BH14 0LT

  • Contact Email: admin@xvaper.co.uk

  • Contact Phone: 07877 463837

3. Information We Collect About You

We may collect and process the following types of personal data:

  • Identity Data: Your full name, title, date of birth (for age verification if necessary).

  • Contact Data: Your billing/delivery address, email address, and telephone number.

  • Financial Data: We do not store your full card details. Payment card information is processed securely by our third-party payment service providers (e.g., Stripe, PayPal, WorldPay). We may receive information about the transaction itself (e.g., last 4 digits of the card, payment status).

  • Transaction Data: Details about the products and services you have purchased from us, including warranty information.

  • Technical Data: Your IP address, browser type and version, time zone setting, browser plug-in types, operating system, and platform. This is collected when you visit our website.

  • Usage Data: Information about how you use our website and services.

  • Marketing and Communications Data: Your preferences in receiving marketing from us and your communication preferences.

4. How We Collect Your Data

We use different methods to collect data from and about you:

  • Direct Interactions: You give us your data by filling in forms on our site, creating an account, purchasing a product, or by corresponding with us by post, phone, email, or otherwise.

  • Automated Technologies: As you interact with our website, we may automatically collect Technical and Usage Data using cookies and similar technologies. Please see our Cookie Policy [link to your Cookie Policy] for more details.

  • Third Parties: We may receive Technical Data from analytics providers (like Google Analytics) and advertising networks.

5. How We Use Your Data

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

  • To Perform a Contract with You: To process and deliver your order, manage payments, fees, and charges, and arrange for delivery (including providing tracking information to couriers like DPD, Royal Mail, etc.).

  • For Our Legitimate Interests: To run our business, administer our website, for fraud prevention, and to inform our marketing strategy (where it does not override your rights).

  • To Comply with a Legal Obligation: For accounting, tax, and regulatory purposes (e.g., retaining financial records for HMRC).

  • With Your Consent: Where you have opted in to receive marketing communications from us. You can withdraw this consent at any time.

6. Marketing

We would like to send you information about products, services, and offers that we think you might like.

You will only receive marketing communications from us if you have:

  • Requested information from us or purchased goods from us and have not opted out of receiving marketing.

  • Provided explicit consent to receive marketing communications.

You can ask us to stop sending you marketing messages at any time by:

  • Clicking the “unsubscribe” link in any marketing email.

  • Contacting us at admin@xvaper.co.uk.

7. Who We Share Your Data With

We may share your personal data with the following third parties for the purposes set out in this policy:

  • Service Providers: Such as payment processing companies, delivery and courier services (e.g., Royal Mail, DPD), IT and system administration services, and marketing automation platforms.

  • Professional Advisers: Including lawyers, bankers, auditors, and insurers.

  • HM Revenue & Customs, regulators, and other authorities: Who require reporting of processing activities in certain circumstances.

  • Third Parties: In the event that we sell, transfer, or merge parts of our business or our assets.

We require all third parties to respect the security of your data and to treat it in accordance with the law.

8. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way. We limit access to your personal data to those employees, agents, and contractors who have a business need to know.

9. Data Retention

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. For example, we are required by UK tax law to keep basic customer purchase information (Identity, Contact, and Transaction Data) for six years after the end of the tax year of the transaction.

10. Your Legal Rights

Under data protection laws, you have rights including:

  • The right to access – The right to request copies of your personal data.

  • The right to rectification – The right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.

  • The right to erasure – The right to request that we erase your personal data, under certain conditions.

  • The right to restrict processing – The right to request that we restrict the processing of your personal data, under certain conditions.

  • The right to object to processing – The right to object to our processing of your personal data, under certain conditions.

  • The right to data portability – The right to request that we transfer the data that we have collected to another organisation, or directly to you, under certain conditions.

If you wish to exercise any of these rights, please contact us at admin@xvaper.co.uk.

You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). However, we would appreciate the chance to deal with your concerns first.

11. Cookies

Our website uses cookies to distinguish you from other users. This helps us to provide you with a good experience and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them, see our Cookie Policy [link to your Cookie Policy].

12. Changes to This Privacy Policy

We may update this policy from time to time. The latest version will always be posted on our website with the updated “Last Updated” date.

13. Contact Us

If you have any questions about this privacy policy or our privacy practices, please contact us:

  • Email: admin@xvaper.co.uk

  • Post: Data Protection Officer, XVAPER LTD, 87 North Road, Poole, Dorset, England, BH14 0LT

  • Phone: 07877 463837