Privacy Policy
Privacy Policy
Last Updated: 22 August 2026
At HILLARCH TRADING LIMITED, we respect your privacy and are committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store, share and protect personal information when you:
Visit or use our website
Create an account
Place an order
Make a payment
Contact our customer service team
Subscribe to marketing communications
Return a product or make a warranty claim
Otherwise interact with HILLARCH TRADING LIMITED
We process personal information in accordance with applicable UK data-protection and privacy laws.
1. Who We Are
For the purposes of applicable data-protection law, the data controller is:
HILLARCH TRADING LIMITED
45 Tooting High Street
London
England
SW17 0SP
United Kingdom
Company Number: 16447143
VAT Number: 508204519
Phone: +44 7350 028123
Email: sales@hillarchtrade.co.uk
Throughout this Privacy Policy, references to “we”, “us” and “our” mean HILLARCH TRADING LIMITED.
2. Personal Information We Collect
The personal information we collect depends on how you interact with our website and services.
Identity Information
This may include:
Full name
Account username
Customer reference information
Company name, where applicable
Contact Information
This may include:
Billing address
Delivery address
Email address
Telephone number
Order & Transaction Information
This may include:
Products purchased
Order number
Order value
Order history
Delivery information
Returns
Refunds
Warranty claims
Transaction references
Payment status
VAT or invoice information
Payment Information
Payments made through our website may be processed by third-party payment providers.
Depending on the payment method used, those providers may process information such as:
Cardholder name
Billing information
Payment-card information
Payment authorisation
Transaction information
We do not intentionally store full payment-card numbers or card security codes on our own website servers where these details are handled directly by an authorised payment processor.
We may retain limited payment-related information such as transaction references, payment status and the payment method used.
Account Information
If you create an account on our website, we may process:
Login details
Account preferences
Saved addresses
Order history
Wishlist information
Account activity
Passwords should be stored using appropriate security protections and are not intended to be available to our staff in readable form.
Product & Device Information
For mobile phones and certain electronic products, we may process information such as:
IMEI number
Serial number
Product model
Product condition
Warranty status
Repair or return information
This information may be used for legitimate purposes including product identification, warranty administration, returns and fraud prevention.
Customer Service Information
When you contact us, we may collect:
Emails
Messages
Enquiry details
Complaint information
Return requests
Warranty enquiries
Records of customer-service communications
Technical & Website Information
When you use our website, we may automatically collect certain technical information, including:
IP address
Browser type
Device type
Operating system
Approximate location derived from IP information
Time zone
Pages viewed
Products viewed
Website navigation
Referring website or source
Date and time of visits
Cookie identifiers
Website interactions
Security and diagnostic information
This information may be collected using cookies, server logs and similar technologies.
3. How We Collect Your Information
We may collect personal information:
Directly From You
For example, when you:
Place an order
Create an account
Contact us
Subscribe to marketing
Request a return
Submit a warranty claim
Complete a form
Provide delivery or billing information
Automatically
Certain technical information may be collected automatically when you use our website through:
Cookies
Server logs
Analytics technologies
Similar website technologies
From Third Parties
We may also receive information from organisations involved in providing our services, such as:
Payment providers
Banks and card processors
Courier and delivery companies
Fraud-prevention providers
Website and e-commerce service providers
Analytics providers
Advertising platforms
Customer-service providers
We only use information received from third parties where we have an appropriate lawful basis for doing so.
4. How & Why We Use Personal Information
We only process personal information where we have an appropriate purpose and lawful basis.
Processing Orders
We use information to:
Accept and process orders
Take or verify payments
Provide order confirmations
Arrange delivery
Provide tracking information
Manage cancellations
Process returns and refunds
Our lawful basis will normally be that processing is necessary to perform our contract with you or to take steps at your request before entering into a contract.
Customer Service
We may use your information to:
Answer enquiries
Resolve complaints
Assist with orders
Manage returns
Provide warranty assistance
Resolve delivery issues
Depending on the circumstances, our lawful basis may be performance of a contract or our legitimate interests in providing effective customer service and managing our business.
Legal & Accounting Requirements
We may process and retain information to:
Maintain financial records
Issue invoices
Maintain VAT records
Meet tax obligations
Comply with legal requirements
Respond to regulatory authorities
Our lawful basis is generally compliance with a legal obligation.
Fraud Prevention & Security
We may use personal information to:
Detect fraudulent transactions
Prevent unauthorised payments
Protect customer accounts
Verify transactions
Investigate suspicious activity
Protect our website
Protect our customers and business
Our lawful basis may include our legitimate interests in preventing fraud, protecting our business and maintaining website and transaction security.
Improving Our Website & Services
We may use information to:
Understand how customers use our website
Identify technical problems
Improve website functionality
Improve product listings
Analyse customer behaviour
Improve customer experience
Where personal information is involved, we will rely on an appropriate lawful basis, such as legitimate interests or consent where consent is legally required.
Marketing
Where permitted, we may use your contact information to send you information about:
Products
Promotions
Special offers
Relevant services
Company news
Marketing communications will only be sent where we have an appropriate lawful basis and comply with applicable electronic-marketing rules.
5. Lawful Bases We Rely On
Depending on the processing activity, we may rely on one or more of the following lawful bases:
Contract
Where processing is necessary to:
Process your order
Accept payment
Arrange delivery
Manage returns
Provide products or services requested by you
Legal Obligation
Where processing is necessary for us to comply with applicable laws, including:
Accounting requirements
Tax requirements
VAT requirements
Regulatory obligations
Legal claims
Legitimate Interests
We may process information where it is reasonably necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms.
Our legitimate interests may include:
Preventing fraud
Protecting our website
Providing customer support
Managing our business
Improving our services
Maintaining transaction records
Defending legal claims
Consent
Where required, we may ask for your consent before processing information.
This may apply particularly to:
Certain marketing communications
Certain analytics technologies
Advertising cookies
Other non-essential cookies or tracking technologies
Where processing is based on consent, you can withdraw your consent at any time.
6. Cookies & Similar Technologies
Our website uses cookies and similar technologies.
Cookies are small files or identifiers stored on or accessed from your device.
They may be used to:
Keep products in your shopping basket
Remember website preferences
Maintain login sessions
Provide website security
Process checkout functions
Analyse website traffic
Measure website performance
Support advertising and marketing
Strictly Necessary Cookies
Some cookies are necessary for our website and services to operate correctly.
For example, they may be needed for:
Shopping baskets
Checkout
Security
Authentication
Fraud prevention
Where an applicable legal exemption applies, these cookies may not require consent.
Analytics & Advertising Cookies
Where required by applicable law, analytics, advertising and other non-essential cookies will not be activated until you have made the appropriate choice through our cookie-consent system.
You should be able to accept, reject or manage non-essential cookies through the options provided on our website.
You can also manage cookies through your browser settings.
More detailed information may be provided in our separate Cookie Policy.
7. Marketing Communications
We may send marketing communications where:
You have provided valid consent; or
Another lawful electronic-marketing basis applies, such as the applicable existing-customer or “soft opt-in” provisions.
Where we rely on an existing-customer marketing exemption, it will only be used where the applicable legal requirements are satisfied.
You can stop receiving marketing communications at any time by:
Using an unsubscribe link in a marketing email
Changing available marketing preferences
Contacting us at sales@hillarchtrade.co.uk
Opting out of marketing will not stop essential service communications relating to matters such as:
Orders
Payments
Deliveries
Returns
Refunds
Security
Warranty claims
8. Analytics & Advertising
Where enabled with the appropriate permissions, we may use third-party analytics and advertising services.
These may include services provided by companies such as:
Google
Meta/Facebook
Microsoft/Bing
Other analytics or advertising providers
Depending on the technology used and your cookie choices, these providers may receive information such as:
IP address
Device identifiers
Browser information
Pages viewed
Products viewed
Advertising interactions
Referral information
Non-essential advertising and tracking technologies will be managed in accordance with applicable consent requirements.
9. Who We Share Personal Information With
We do not sell customer personal information.
We may share information where reasonably necessary with trusted organisations that assist us in operating our business.
These may include:
Payment Providers
To:
Process transactions
Authorise payments
Prevent payment fraud
Process refunds
Couriers & Delivery Providers
To:
Deliver orders
Provide tracking
Investigate lost or damaged shipments
Confirm delivery
Website & Hosting Providers
To:
Host our website
Maintain website systems
Provide technical services
Protect website security
IT & Security Providers
To:
Maintain systems
Detect security threats
Prevent fraud
Provide technical support
Professional Advisers
Where reasonably necessary, information may be shared with:
Accountants
Auditors
Legal advisers
Insurance providers
Other professional advisers
Government, Regulatory & Law-Enforcement Authorities
We may disclose personal information where:
Required by law
Required by a court order
Required by a regulator
Necessary to prevent or investigate fraud or crime
Necessary to establish, exercise or defend legal rights
Third-party service providers are expected to process information securely and only for permitted purposes.
10. International Data Transfers
Some third-party technology, analytics, payment, hosting or service providers may process personal information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer complies with applicable UK data-protection requirements.
Depending on the destination and provider, this may involve:
UK adequacy regulations
Appropriate contractual safeguards
Other legally recognised transfer mechanisms
Where required, additional protections may also be implemented.
11. How Long We Keep Personal Information
We do not keep personal information for longer than reasonably necessary.
The appropriate retention period depends on:
Why the information was collected
Legal requirements
Accounting and tax obligations
Warranty requirements
Fraud-prevention needs
Contractual requirements
Potential legal disputes
Order, invoice, payment and accounting records may need to be retained for several years to meet legal, tax and accounting obligations.
Certain company accounting records are generally retained for six years from the end of the relevant company financial year, unless a longer period is legally required.
Customer-service or marketing information may be retained for different periods depending on its purpose.
When information is no longer required, we will take reasonable steps to:
Delete it
Securely destroy it
Anonymise it
12. Data Security
We take reasonable technical and organisational measures to protect personal information.
Depending on the systems involved, these measures may include:
Encrypted website connections
Secure payment processing
Access controls
Password protections
Restricted administrative access
Security monitoring
System updates
Fraud-prevention systems
Secure hosting arrangements
However, no internet transmission or electronic storage system can be guaranteed to be completely secure.
Customers should also take reasonable steps to protect their own account information and passwords.
13. Your Data Protection Rights
Depending on the circumstances and lawful basis used, you may have rights relating to your personal information.
These may include:
Right to Be Informed
You have the right to receive clear information about how we use your personal information.
Right of Access
You may request access to personal information we hold about you.
Right to Rectification
You may ask us to correct inaccurate or incomplete personal information.
Right to Erasure
In certain circumstances, you may ask us to delete your personal information.
This right is not absolute. For example, we may need to retain certain information to comply with legal obligations.
Right to Restrict Processing
In certain circumstances, you may ask us to restrict how your personal information is processed.
Right to Data Portability
Where applicable, you may have the right to receive certain information in a structured, commonly used and machine-readable format or request its transfer to another organisation.
Right to Object
You may have the right to object to certain processing carried out on the basis of legitimate interests.
You have the right to object at any time to the use of your personal information for direct marketing.
Right to Withdraw Consent
Where processing is based on your consent, you may withdraw that consent at any time.
Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.
14. Exercising Your Rights
To exercise a data-protection right, please contact:
Email: sales@hillarchtrade.co.uk
Please provide enough information for us to understand and respond to your request.
We may need to verify your identity before providing or changing personal information.
We will respond in accordance with the timescales required under applicable data-protection law.
Some rights are subject to exemptions and may not apply in every circumstance.
15. Complaints
If you have concerns about how we use your personal information, please contact us first so that we can investigate.
You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s data-protection regulator.
Making a complaint to us first does not prevent you from contacting the ICO.
16. Automated Decision-Making & Fraud Checks
Payment processors, fraud-prevention services or other service providers may use automated systems to assess transactions for fraud or security risks.
This may involve information such as:
Transaction information
Billing information
Delivery information
Device or network information
Payment behaviour
Where applicable law provides specific rights relating to solely automated decisions that produce legal or similarly significant effects, we will respect those rights.
17. Children’s Privacy
Our online store and purchasing services are not intended for children.
Customers placing orders must meet the eligibility requirements set out in our Terms of Service.
We do not knowingly seek to collect personal information from children for the purpose of selling products directly to them.
If we become aware that personal information relating to a child has been collected inappropriately, we will take reasonable steps to address the matter.
18. External Links
Our website may contain links to websites or services operated by third parties.
Once you leave our website, the privacy practices of those third parties will be governed by their own privacy policies.
HILLARCH TRADING LIMITED is not responsible for the privacy practices of independent third-party websites that we do not control.
We recommend reviewing the privacy policy of any external website you visit.
19. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to:
Our website
Our services
Technology
Payment systems
Third-party providers
Business practices
Applicable laws or regulatory guidance
When we make changes, the updated version will be published on this page and the Last Updated date will be revised.
Where a significant change requires additional notice or consent under applicable law, we will take appropriate steps.
20. Contact Information
If you have questions about this Privacy Policy, how we use your personal information, or wish to exercise a data-protection right, please contact:
HILLARCH TRADING LIMITED
45 Tooting High Street
London
England
SW17 0SP
United Kingdom
Phone: +44 7350 028123
Email: sales@hillarchtrade.co.uk
Company Number: 16447143
VAT Number: 508204519