Effective Date: 21/07/25
Last Updated: 21/07/25

At Saddles Online, we are committed to protecting your personal data and respecting your privacy. This policy outlines how we collect, use, store, and share your information in compliance with UK GDPR and other applicable data protection laws.

1. Who We Are

Saddles Online is a trading name of Polished Saddles Limited, based in the United Kingdom.

Data Controller: Polished Saddles Ltd

Contact Address: 31 Bridleway Views, Evesham, Worcs, WR112AP

Email: admin@saddlesonline.co.uk

If you have questions about this policy or how we handle your data, you can contact our data protection lead at the above email address.

2. What Personal Data We Collect

We may collect the following categories of personal data from you:

When You Use Our Website or Make a Purchase:

• Name
• Billing and Delivery Address
• Email
• Phone Number
• Payment details (handled securely via third-party payment processors)
• Purchase history
• IP address and device/browser information (via cookies)
  

When You Book a Consultation or Submit a Saddle for Sale:

• Saddle details, images, and related horse/rider information
• Notes relating to your horse’s condition or riding activity (if you share them)

When You Contact Us:

• Your name and contact details
• The content of your message or query

3. How We Use Your Personal Data

We use your data for the following purposes:

• To process and deliver your orders
• To provide services, including consultations and commission sales
• To communicate with you about your order or enquiry
• To improve our website and customer service
• For fraud prevention and legal compliance
• For marketing (only if you opt in)

We rely on the following lawful bases to process your data:

• Contract: To fulfil a contract with you (e.g. an order or service booking)
• Consent: Where you opt-in to marketing or cookies
• Legal Obligation: For tax or regulatory purposes
• Legitimate Interests: For business analysis, customer service improvement, and fraud prevention

4. Marketing Communications

We will only send you marketing emails if you have provided consent. You can opt out at any time by clicking the “unsubscribe” link in any email or by contacting us directly.

5. Cookies and Analytics

We use cookies to improve website functionality and gather analytics about usage patterns. You can manage your cookie preferences through your browser settings or via our cookie banner.

6. Sharing Your Data

We do not sell your data. We may share it with trusted third parties who assist us in delivering our services, including:

• Payment processors (e.g. Stripe, PayPal)
• Courier and delivery partners
• IT and website support services
• Professional advisors (e.g. accountants or legal advisors)
• Law enforcement or regulatory bodies (if legally required)

All partners are required to keep your data secure and only use it for specified purposes.

7. International Transfers

Our business is UK-based, but some of our service providers may be located outside the UK. If we transfer your data internationally, we ensure adequate protection is in place as required by UK data protection law.

8. How Long We Keep Your Data

We retain your data only for as long as necessary to fulfil the purposes we collected it for, including legal, accounting, and tax obligations. For example:

• Order data: retained for 6 years
• Consultation notes: retained for up to 3 years
• Marketing preferences: retained until you withdraw consent

9. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Correct inaccurate or incomplete data
• Request deletion of your data (“right to be forgotten”)
• Restrict or object to processing in certain situations
• Withdraw consent (where processing is based on consent)
• Data portability (in some cases)
• Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise any of these rights, please email us at admin@saddlesonline.co.uk

10. Security

We implement appropriate technical and organisational measures to keep your data secure. This includes secure payment gateways, SSL encryption, and access control.

11. Third-Party Links

Our website may include links to other websites. We are not responsible for the privacy practices of those third parties. We recommend you read their privacy policies before sharing your data.

12. Changes to This Policy

We may update this policy from time to time. Any significant changes will be posted on our website and, where appropriate, notified to you directly.