Privacy Policy

This Privacy Policy explains how Hartmere collects, uses, stores, protects, and manages personal information when customers visit the website, make enquiries, create an order, purchase Men’s Shorts, Men’s Shirts, Men’s Polos, or otherwise communicate with us.

Company Name: Hartmere
Address: 11 EASTLEA MEWS, LONDON, E16 4NY
Email: support@hartmere.online
Telephone: +44 7716828712

1. Scope of This Privacy Policy

This Privacy Policy applies to personal information collected through our website, customer communications, purchases, order processing, customer service enquiries, returns, refunds, and other interactions with Hartmere.

It explains the types of personal information we may collect, why we collect it, how we use it, when it may be shared, how it is protected, how long it may be retained, and the rights available to individuals under applicable United Kingdom data protection law.

2. Personal Information We May Collect

Depending on how you interact with our website, we may collect information including:

Your full name
Billing address
Delivery address
Email address
Telephone number
Order details
Products purchased
Product quantities
Product sizes or other selected variations
Payment status and transaction-related information
Delivery and fulfilment information
Return and refund information
Customer service correspondence
Information contained in enquiries or complaints
Technical information relating to your use of the website
Information necessary to prevent fraud, misuse, or unauthorised transactions

We only seek to collect information that is reasonably necessary for the relevant purpose.

3. Information Provided When Placing an Order

When you place an order, we may require information necessary to process and fulfil your purchase.

This may include your name, contact details, billing information, delivery address, selected products, quantities, sizes, and order-related information.

We use this information to:

Confirm your order
Process your purchase
Arrange fulfilment
Deliver your products
Communicate about your order
Provide customer support
Handle returns or refunds
Maintain appropriate transaction records
Resolve disputes or complaints

Providing certain information may be necessary for us to complete your order.

4. Payment Information

When you make a payment, payment-related information is used to process and verify the transaction.

Where payment processing is handled through payment service providers or other payment processing systems, we may not directly receive or store complete payment card details.

We may retain information relating to payment status, transaction references, payment confirmation, refunds, failed payments, cancellations, or other information reasonably required for accounting, fraud prevention, customer service, and transaction management.

We do not use payment information for purposes unrelated to processing and managing legitimate transactions.

5. Information Collected Through Customer Communications

If you contact us by email, telephone, or another available communication method, we may collect and retain information contained in your communication.

This may include:

Your name
Email address
Telephone number
Order number
Details about the product concerned
Delivery information
Return or refund information
The content of your enquiry
Information you voluntarily provide

We use this information to respond to your request, provide support, investigate issues, resolve complaints, and maintain an appropriate record of our communications.

6. Technical and Website Usage Information

When you use our website, certain technical information may be generated automatically.

Depending on the website technology and services in use, this may include:

Internet Protocol address
Browser type
Device type
Operating system
Pages visited
Approximate visit times
Referral information
Website interaction information
Technical error information
Security-related information

This information may be used to operate the website, identify technical problems, protect website security, prevent misuse, understand general website performance, and improve the customer experience.

7. Purposes for Using Personal Information

We may use personal information where reasonably necessary to:

Process customer orders
Provide Men’s Shorts, Men’s Shirts, and Men’s Polos purchased through the website
Confirm purchases and transactions
Manage billing and payment records
Arrange product delivery
Provide order updates
Respond to customer enquiries
Provide customer support
Process returns and refunds
Investigate complaints
Prevent fraud and unauthorised activity
Protect the security of the website
Maintain appropriate business and transaction records
Comply with applicable legal obligations
Establish, exercise, or defend legal claims
Improve website functionality and customer service

We do not intend to use personal information in a manner that is incompatible with the purpose for which it was collected unless permitted or required by law.

8. Lawful Basis for Processing

Under United Kingdom data protection law, we must have an appropriate lawful basis for processing personal information.

Depending on the circumstances, we may process personal information because:

Processing is necessary to perform a contract with you
Processing is necessary before entering into a contract at your request
Processing is necessary to comply with a legal obligation
Processing is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms
You have provided valid consent where consent is required

For example, when you purchase a product, we need to process certain personal information in order to accept, fulfil, deliver, and manage your order.

9. Order Fulfilment and Delivery

Personal information may be used and, where necessary, shared with service providers involved in fulfilling and delivering your order.

Relevant information may include your name, delivery address, telephone number, email address, order details, and delivery instructions where provided.

Only information reasonably necessary to complete the relevant service should be shared.

Delivery-related information may also be used to investigate delayed, missing, damaged, returned, or incorrectly delivered orders.

10. Sharing Personal Information

We do not sell personal information.

We may disclose personal information to third parties where reasonably necessary for legitimate business operations or legal compliance.

Recipients may include service providers assisting with:

Payment processing
Order fulfilment
Delivery services
Website operation
Website hosting
Technical support
Fraud prevention
Security services
Customer service
Accounting or professional services

We may also disclose information where required by law, regulation, legal process, court order, or lawful request from an authorised public authority.

Where third parties process personal information on our behalf, they should only use the information for the services they are providing and subject to appropriate data protection obligations.

11. Cookies and Similar Technologies

Our website may use cookies or similar technologies where necessary for website functionality, security, shopping features, customer preferences, and website operation.

These technologies may help the website:

Maintain shopping basket information
Remember user selections
Support checkout functionality
Maintain website security
Detect suspicious activity
Improve site performance
Understand how website features are used

Where consent is required for non-essential cookies, such cookies should only be used in accordance with applicable consent requirements.

Users may also be able to manage cookies through their browser settings, although disabling certain cookies may affect website functionality.

12. Data Security

We take reasonable organisational and technical measures designed to protect personal information against:

Unauthorised access
Unauthorised disclosure
Accidental loss
Misuse
Alteration
Destruction
Unlawful processing

Access to personal information should be limited to persons or service providers who reasonably require it for legitimate business purposes.

Although we take reasonable precautions, no internet-based system or electronic storage method can guarantee absolute security.

Customers should also take reasonable precautions to protect their account information, devices, passwords, and communications where applicable.

13. Retention of Personal Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and for any additional period required for legitimate business, accounting, tax, legal, fraud prevention, dispute resolution, or record-keeping purposes.

Retention periods may vary depending on:

The type of information
The purpose for which it was collected
The nature of the transaction
Applicable legal obligations
Whether an enquiry, complaint, refund, dispute, or legal matter remains unresolved

When personal information is no longer reasonably required, it may be securely deleted, anonymised, or otherwise disposed of in accordance with appropriate data-handling practices.

14. Your Data Protection Rights

Subject to applicable United Kingdom data protection law and any relevant exemptions, you may have rights concerning your personal information.

These may include the right to:

Request confirmation of whether we process your personal information
Request access to personal information we hold about you
Request correction of inaccurate information
Request completion of incomplete information
Request deletion of personal information in certain circumstances
Request restriction of processing in certain circumstances
Object to certain processing
Request transfer of eligible personal information in a structured format where applicable
Withdraw consent where processing is based on consent
Raise concerns regarding the handling of your personal information

These rights are not absolute and may be subject to legal conditions, exceptions, or limitations.

15. Requests to Access, Correct, or Delete Information

If you wish to exercise an applicable data protection right, you may contact us using the contact information provided in this Privacy Policy.

Please clearly explain:

Your name
The nature of your request
The information concerned
Any relevant order details where necessary to identify the applicable records

We may need to request reasonable information to verify your identity before disclosing, correcting, deleting, or otherwise acting on personal information.

Identity verification helps protect customers against unauthorised requests.

16. Children’s Personal Information

Our products and website are intended for customers who can lawfully enter into transactions or who are purchasing with appropriate involvement from a parent or legal guardian where required.

We do not knowingly seek to collect personal information from children where such collection would be unlawful.

If we become aware that personal information relating to a child has been collected in circumstances where appropriate consent or another lawful basis was required but was not obtained, we may take reasonable steps to delete or appropriately restrict that information.

17. Fraud Prevention and Website Security

We may process relevant personal and technical information where reasonably necessary to identify, investigate, prevent, or respond to:

Fraudulent transactions
Unauthorised payments
Account misuse
Suspicious ordering behaviour
Website attacks
Security threats
Attempts to interfere with website functionality
Other unlawful or abusive activity

Where appropriate and lawful, relevant information may be shared with payment processors, security service providers, financial institutions, professional advisers, or competent authorities for fraud prevention or investigation purposes.

18. International Processing of Information

Some service providers involved in operating an online store may process or store information outside the United Kingdom.

Where personal information is transferred internationally, appropriate safeguards should be used where required by applicable data protection law.

Such safeguards are intended to provide an appropriate level of protection for personal information when it is processed outside the United Kingdom.

We seek to limit international transfers to circumstances where they are reasonably necessary for legitimate website, payment, fulfilment, technical, or business operations.

19. Changes to This Privacy Policy

We may revise this Privacy Policy when necessary to reflect changes in our business practices, website operations, legal obligations, products, services, or methods of processing personal information.

The version displayed on our website will apply to the handling of personal information from the point at which the updated policy becomes effective.

Customers are encouraged to review the Privacy Policy periodically to understand how their personal information is handled.

20. Contact Us About Privacy

If you have questions about this Privacy Policy, how your personal information is handled, or wish to make a data protection request, you may contact us using the following details: