Privacy policy

PRIVACY POLICY

Version: 1.0

Effective Date: 5 June 2026

Review Date: 5 June 2027

WHO WE ARE

Alchemy Aftercare is a tattoo aftercare and skincare company based in Sheffield.

Our registered business address is:

Alchemy Aftercare

Unit 6A

58 Upper Allen Street

Sheffield

S3 7GL

Email: enquiries@alchemyaftercare.com

Website: www.alchemyaftercare.com

For the purposes of UK data protection law, Alchemy Aftercare is the Data Controller responsible for the personal information we collect and process.

OUR COMMITMENT TO YOUR PRIVACY

We are committed to protecting your personal information and respecting your privacy.

This Privacy Policy explains:

• What information we collect

• Why we collect it

• How we use it

• Who we share it with

• How long we keep it

• Your rights regarding your information

• How to make a complaint

By using our website or purchasing from us, your personal information may be processed as described in this Privacy Policy.

INFORMATION WE COLLECT

Information You Provide

When you place an order, create an account, contact us, subscribe to our newsletter, apply for sponsorship, apply for a trade account, enter a competition or otherwise interact with us, we may collect:

• Name

• Studio name

• Business name

• Billing address

• Delivery address

• Email address

• Telephone number

• Order history

• Product reviews

• Sponsorship application information

• Trade account information

• Wholesale account information

• Competition and giveaway entries

• Customer service enquiries

• Information provided through contact forms

Information Collected Automatically

When you visit our website, we may collect:

• IP address

• Device type

• Browser type

• Operating system

• Website usage information

• Pages visited

• Referring websites

• Approximate location derived from IP address

• Shopping basket activity

• Website performance information

HOW WE USE YOUR INFORMATION

We use your information to:

• Process and fulfil orders

• Deliver products

• Provide customer support

• Manage your account

• Respond to enquiries

• Process refunds and returns

• Assess sponsorship applications

• Administer sponsorship programmes

• Manage trade and wholesale accounts

• Improve our products and services

• Improve our website and customer experience

• Prevent fraud and unauthorised activity

• Meet legal and regulatory obligations

• Send marketing communications where you have consented to receive them

OUR LEGAL BASIS FOR PROCESSING

Under UK GDPR we rely on the following lawful bases:

Contract

To process and fulfil orders, provide customer support and manage your account.

Legitimate Interests

To improve our website, assess sponsorship applications, administer trade accounts, operate our business effectively, prevent fraud and enhance customer experience.

Consent

For email marketing, cookies where required and certain promotional activities.

Legal Obligation

To comply with tax, accounting, consumer protection and regulatory requirements.

PAYMENT PROCESSING

We do not store full payment card details.

Payments are processed securely through trusted third party payment providers including Shopify Payments and PayPal.

These providers process your payment information in accordance with their own privacy policies.

All payment transactions are encrypted using secure technology.

DELIVERY OF YOUR ORDERS

To deliver your purchases we share necessary information with our delivery partners including:

• Royal Mail

• DPD

This information may include:

• Name

• Delivery address

• Email address

• Telephone number

• Order value where required for insurance purposes

These providers use the information solely for the purpose of delivering your order and providing delivery related communications.

WEBSITE HOSTING

Our website is hosted by Shopify.

Shopify stores customer information on secure servers and processes personal data on our behalf.

You can view Shopify's Privacy Policy at:

https://www.shopify.com/legal/privacy

COOKIES

Our website uses cookies and similar technologies to ensure the website functions correctly, improve user experience and help us understand how visitors use our website.

Some cookies are essential for the operation of the website. Others, including analytics and marketing cookies, will only be used where you have provided consent through our cookie banner.

You can manage or withdraw your cookie preferences at any time through your browser settings or our cookie management tool.

GOOGLE ANALYTICS

We use Google Analytics to understand how visitors use our website.

Google Analytics may collect information including:

• Device information

• Browser information

• Pages visited

• Approximate location

• Time spent on the website

• Website interactions

We use this information to improve our website and customer experience.

Where required by law, analytics cookies will only be used after consent has been provided.

MARKETING COMMUNICATIONS

We may send marketing communications where you have:

• Given consent

• Signed up to receive our newsletter

• Requested information from us

• Applied for sponsorship, trade or wholesale opportunities

Marketing communications may include:

• Product launches

• Promotions and special offers

• Tattoo aftercare education

• Sponsorship opportunities

• Trade and wholesale updates

• Company news

You may unsubscribe at any time by:

• Clicking the unsubscribe link contained in any marketing email

• Contacting us directly

We do not sell customer data to third parties.

SOCIAL MEDIA

We use social media platforms including Facebook, Instagram, TikTok and other social media channels for marketing purposes.

When interacting with our social media pages, your information may also be processed by those platforms in accordance with their own privacy policies.

SPONSORSHIP, TRADE AND WHOLESALE APPLICATIONS

If you apply to join our sponsorship programme, trade account scheme or wholesale programme, we may collect information including:

• Name

• Studio name

• Business details

• Social media profiles

• Contact information

• Application responses

This information is used solely for assessing and administering the relevant programme.

Submission of an application does not guarantee acceptance into any programme.

COMPETITIONS, GIVEAWAYS AND PROMOTIONS

If you enter a competition or giveaway we may collect:

• Name

• Email address

• Postal address

• Telephone number

This information will only be used to administer the promotion unless you separately choose to receive marketing communications.

Competition data will normally be deleted within three months of the promotion ending unless required for legal, accounting or regulatory purposes.

SPECIAL CATEGORY DATA

We do not normally collect special category personal data.

This includes information relating to:

• Health

• Religious beliefs

• Political opinions

• Ethnic origin

• Sexual orientation

• Trade union membership

If you voluntarily provide such information, we will only process it where permitted by law.

WHO WE SHARE INFORMATION WITH

We may share information with trusted service providers including:

• Shopify

• PayPal

• Royal Mail

• DPD

• Google Analytics

• Professional advisers including accountants, insurers and legal advisers where necessary

• Regulatory authorities where required by law

We require all third parties to respect the security of your information and process it lawfully.

We never sell customer information.

HOW LONG WE KEEP INFORMATION

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected and to meet our legal obligations.

Typical retention periods are:

Order records: 7 years

Accounting records: 7 years

Customer enquiries: Up to 2 years

Sponsorship applications: Up to 2 years

Trade account records: 7 years

Wholesale account records: 7 years

Competition entries: 3 months after completion

Marketing subscriptions: Until consent is withdrawn

Website analytics data: According to Google Analytics retention settings

Where legal obligations require longer retention periods, information may be retained for longer.

YOUR RIGHTS

Under UK GDPR you have the right to:

• Access your personal information

• Correct inaccurate information

• Request deletion of information

• Restrict processing

• Object to processing

• Withdraw consent

• Request transfer of your data

• Lodge a complaint

To exercise your rights please contact:

enquiries@alchemyaftercare.com

We may request proof of identity before processing your request.

We will normally respond to requests concerning your personal information within one month of receipt. In certain circumstances this period may be extended where permitted by law.

DATA SECURITY

We use appropriate technical and organisational measures to protect personal information.

These measures include:

• Secure website encryption

• Password protected systems

• Restricted access controls

• Secure data storage

• Staff confidentiality obligations

• Secure third party service providers

Where a data breach occurs that may affect your rights and freedoms, we will comply with our legal obligations to notify affected individuals and regulators where required.

DATA PROTECTION COMPLAINTS PROCEDURE

We are committed to handling concerns about personal information fairly and transparently.

If you have a concern regarding how we collect, use, store or share your personal information, you may make a complaint by contacting:

Email: enquiries@alchemyaftercare.com

Post:

Alchemy Aftercare

Unit 6A

58 Upper Allen Street

Sheffield

S3 7GL

When a complaint is received we will:

• Acknowledge the complaint within 30 days

• Investigate the matter fairly and impartially

• Keep you informed where appropriate

• Provide a written response outlining the outcome

Where additional time is required due to the complexity of the complaint, we will explain the reason for any delay and provide an updated timeframe.

We maintain records of data protection complaints in accordance with our legal obligations.

HOW TO COMPLAIN

If you remain dissatisfied after contacting us, you have the right to complain to the Information Commissioner's Office (ICO).

Information Commissioner's Office

Website: https://ico.org.uk/make-a-complaint/

Telephone: 0303 123 1113

Address:

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time.

Any significant changes will be published on our website together with the date of the latest revision.

We recommend checking this page periodically to ensure you remain informed about how we protect your personal information.