Privacy Policy

Privacy Policy – the ethical gift box

Last updated: 10th August 2026

Thank you for choosing to be part of our community at the ethical gift box ("Company", "we", "us", "our"). We are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about this privacy notice, or our practices with regards to your personal information, please contact us at [insert email].

When you visit our website (the "Website"), and more generally, use any of our services (the "Services", which include the Website), we appreciate that you are trusting us with your personal information. We take your privacy very seriously. In this privacy notice, we seek to explain to you in the clearest way possible what information we collect, how we use it and what rights you have in relation to it. We hope you take some time to read through it carefully, as it is important. If there are any terms in this privacy notice that you do not agree with, please discontinue use of our Services immediately.

This privacy notice applies to all information collected through our Services (which, as described above, includes our Website), as well as any related services, sales, marketing or events.

 

1. Who we are

the ethical gift box ("we", "us", "our") is a trade business supplying co-branded merchandise and gifts. This policy explains how we collect, use, and protect personal data belonging to our customers, trade clients, and website visitors.

  • Data controller: the ethical gift box ltd
  • Company number: 13037482
  • Registered address: 71-75 Shelton Street, London WC2H 9JQ
  • Contact email: info@ethicalgiftbox.com

 This policy applies to www.ethicalgiftbox.com and to any orders, quotes, or correspondence you place with us as a trade customer or individual buyer.

2. What personal data we collect

Depending on how you interact with us, we may collect:

  • Contact details: name, business name, job title, email, phone number, postal/delivery address
  • Order and account information: order history, product preferences, co-branding artwork or logos you supply, billing details
  • Payment information: processed via our payment provider ([e.g. Stripe/PayPal]) — we do not store full card details ourselves
  • Communications: emails, enquiry form submissions, quote requests
  • Technical data: IP address, browser type, device information, pages visited (via cookies/analytics — see Section 6)
  • Marketing preferences: whether you've opted in to receive newsletters or promotional offers

3. How we use your data and our legal basis

Purpose

Legal basis (UK GDPR)

Processing and fulfilling orders

Performance of a contract

Producing co-branded/custom merchandise to your specification

Performance of a contract

Responding to enquiries and quote requests

Legitimate interests

Sending order updates, invoices, delivery notifications

Performance of a contract

Marketing emails and newsletters

Consent (you can withdraw at any time)

Improving our website and services

Legitimate interests

Preventing fraud and meeting legal/accounting obligations

Legal obligation

We only use your data for the purposes we collected it for, or a closely related purpose, unless we notify you otherwise.

4. Sharing your data

We may share personal data with:

  • Delivery/courier partners to fulfil orders
  • Payment processors to handle transactions securely
  • Printing/merchandise production partners, where needed to produce co-branded goods
  • IT and hosting providers who support our website and systems
  • Professional advisers (accountants, solicitors) where necessary
  • Regulators or authorities where required by law

We do not sell your personal data to third parties.

If any of these providers are based outside the UK/EEA, we ensure appropriate safeguards are in place (such as Standard Contractual Clauses) — see Section 8.

5. How long we keep your data

We retain personal data only as long as necessary:

  • Order and transaction records: [e.g. 6 years, to meet HMRC/tax requirements]
  • Marketing contacts: until you unsubscribe or we identify you're no longer active
  • Enquiry/quote data that doesn't convert to an order: [e.g. 12 months]

6. Cookies and website analytics

Our website uses cookies to:

  • Keep the site functioning (essential cookies)
  • Understand site usage via analytics (e.g. [Google Analytics])
  • [Support advertising/retargeting, if applicable]

You can control or disable cookies through your browser settings. See our [Cookie Policy] for full details of the cookies we use.

7. Your rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your data ("right to be forgotten")
  • Object to or restrict certain processing
  • Data portability
  • Withdraw consent at any time (for marketing)
  • Complain to the Information Commissioner's Office (ICO) at ico.org.uk

To exercise any of these rights, contact us at [privacy email].

8. International data transfers

Some of our service providers may be based outside the UK/EEA. Where this happens, we ensure appropriate safeguards are in place, such as adequacy decisions or Standard Contractual Clauses approved by the ICO.

9. Data security

We use appropriate technical and organisational measures (e.g. encrypted connections, restricted access, secure hosting) to protect your data against loss, misuse, or unauthorised access.

10. Children's data

Our services are intended for business customers and adults. We do not knowingly collect personal data from children.

11. Changes to this policy

We may update this policy from time to time. Any changes will be posted here with an updated "last updated" date.

12. Contact us

If you have questions about this policy or how we handle your data:

Email: info@ethicalgiftbox.com Post: the ethical gift box, 71-75 Shelton Street, London, WC2H 9JQ