Privacy policy
Privacy Policy
Last updated: 3 October 2026
The Gentle Structure Co respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains what personal information we collect, how we use it, who we may share it with, how long we keep it and the rights you have in relation to your information.
For the purposes of UK data protection law, The Gentle Structure Co is the data controller for the personal information described in this policy.
Information we collect
Depending on how you use our website or communicate with us, we may collect:
- Your name
- Email address
- Phone number, where provided
- Billing and delivery address
- Order and transaction details
- Products you purchase, return or enquire about
- Messages or enquiries you send to us
- Account details, if you create a customer account
- Device, browser and website usage information
- IP address and similar technical information
- Marketing preferences
Payment information is processed securely through Shopify and the relevant payment provider. We do not need to see or store your full payment card details ourselves.
How we collect your information
We may collect personal information:
- Directly from you when you place an order, create an account, contact us or sign up to receive marketing
- Automatically when you browse our website, including through cookies and similar technologies
- From service providers that help us operate our website and fulfil orders
- From third parties where appropriate and permitted by law
How we use your information
We use personal information to:
- Process and fulfil your orders
- Take payment and issue refunds
- Arrange delivery
- Respond to questions and customer service enquiries
- Manage customer accounts
- Prevent fraud and keep our website secure
- Maintain business and financial records
- Improve our website, products and services
- Send marketing communications where you have chosen to receive them
- Comply with our legal obligations
Our lawful bases for using your information
UK data protection law requires us to have a lawful basis for processing personal information.
Depending on the situation, we rely on:
Contract
Where processing is necessary to take steps at your request or fulfil our contract with you, for example processing an order, taking payment and arranging delivery.
Legal obligation
Where we need to keep or use information to comply with legal, accounting, tax or regulatory requirements.
Consent
Where you have actively agreed to something, such as receiving certain marketing communications. You can withdraw your consent at any time.
Legitimate interests
Where necessary for the legitimate operation and improvement of our business, provided those interests do not override your rights and freedoms. This may include fraud prevention, website security, customer service and understanding how our website is used.
Marketing
If you choose to receive marketing emails from us, we may contact you with news, product updates and offers.
You can unsubscribe at any time using the unsubscribe link in our emails or by contacting us.
Unsubscribing from marketing will not prevent us from sending you essential messages relating to an order you have placed.
Shopify
Our online store is hosted by Shopify.
Shopify processes certain personal information to provide the website, checkout, payment and ecommerce services we use.
Information may also be processed by Shopify and its service providers outside the United Kingdom where appropriate safeguards are in place.
You can find more information about Shopify’s privacy practices through Shopify’s own Privacy Policy and Consumer Privacy Policy.
Who we share information with
We may share personal information where necessary with:
- Shopify
- Payment processors
- Royal Mail and other delivery providers
- Website, IT and hosting providers
- Professional advisers such as accountants, where necessary
- Marketing or analytics providers where applicable
- Government, regulatory or law-enforcement bodies where required by law
We only share the information necessary for those organisations to provide their services or where we are legally required to do so.
International transfers
Some of the organisations we use, including Shopify and certain technology providers, may process information outside the United Kingdom.
Where personal information is transferred internationally, appropriate safeguards are used where required by law, such as recognised adequacy arrangements or approved contractual protections.
How long we keep your information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to meet legal, accounting and tax requirements.
For example, order and transaction records may need to be retained for several years to meet financial and legal obligations.
Other information may be deleted sooner where it is no longer required.
The ICO requires businesses to explain either their retention periods or the criteria they use to decide how long information is kept.
Cookies and similar technologies
Our website uses cookies and similar technologies to operate correctly, remember preferences, understand website use and, where applicable, support analytics or advertising.
Some cookies are necessary for the website to function. Where required, non-essential cookies will only be used with your consent.
You can manage cookie preferences through the controls available on our website or through your browser settings.
The ICO says users must be told about cookies, and consent is normally required for cookies that are not strictly necessary.
Children’s information
Our products may be designed for children and young people, but our online shop is intended to be used by adults purchasing on their behalf.
We do not knowingly ask children to provide personal information directly through our website.
If you believe a child has provided us with personal information, please contact us so that we can review and, where appropriate, delete it.
Keeping your information secure
We take reasonable steps to protect personal information from loss, misuse, unauthorised access or disclosure.
Our website and checkout are operated through Shopify and use appropriate technical and organisational security measures.
However, no method of transmitting or storing information online can be guaranteed to be completely secure.
Your data protection rights
Depending on the circumstances, you may have the right to:
- Ask for a copy of the personal information we hold about you
- Ask us to correct inaccurate information
- Ask us to delete your information
- Ask us to restrict how we use your information
- Object to certain types of processing
- Ask for certain information to be transferred to you or another organisation
- Withdraw consent where we rely on consent
These rights are not absolute and may depend on the circumstances and lawful basis involved.
To exercise any of these rights, contact us using the details below.
Your right to object
Where we rely on legitimate interests to process your personal information, you may have the right to object to that processing.
You also have the right to object to your personal information being used for direct marketing.
Complaints
If you are unhappy with how we have handled your personal information, please contact us first so that we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection.
The ICO recommends that UK businesses tell customers about this right and provide a route for making a complaint.
Third-party websites
Our website may contain links to third-party websites, including social media platforms.
We are not responsible for how those websites collect or use personal information. You should review their own privacy policies when using them.
Changes to this policy
We may update this Privacy Policy from time to time to reflect changes to our business, services, legal requirements or how we use personal information.
The latest version will always be published on our website with the date it was last updated.
Contact us
If you have questions about this Privacy Policy, how we use your personal information or your data protection rights, please contact:
The Gentle Structure Co
Email: gentlestructureco@outlook.com
For the purposes of applicable data protection legislation, The Gentle Structure Co is the data controller.