Privacy Policy
Who We Are
This Privacy Policy explains how Optics Warehouse Ltd (“we”, “us” or “our”) collects and uses your personal data when you use our EU website, www.opticswarehouse.eu, place an order, or contact us. We supply shooting optics, rifle scope mounts, clothing and accessories to customers in the European Union.
We are the data controller for your personal data:
Optics Warehouse Ltd
Registered office: Riviera House, Nicholson Road, Torquay, Devon, TQ2 7TD, United Kingdom
Company number: 06364785 (registered in England)
Email: [email protected]
Telephone: +44 1803 611 895
We have not appointed a Data Protection Officer. Questions about your data can be sent to the email address above.
Our EU Representative
As we are based in the United Kingdom, we have appointed a representative in the European Union, in accordance with Article 27 of Regulation (EU) 2016/679 (the General Data Protection Regulation, “GDPR”). You can contact them, as well as or instead of us, on all matters relating to the processing of your personal data and to exercise your rights:
Elite Optical Distribution (Ireland) Limited
77 Lower Camden Street
Dublin 2
Co Dublin
D02 XE80
Ireland
The Personal Data We Collect
We collect and use the following personal data:
- Identity and contact details: your name, billing address, delivery address, email address and telephone number.
- Order and account details: the products you order, order history, delivery and returns information, and your account login details if you create an account.
- Payment information: we do not see or store your full card or bank details. Payments are handled by our payment provider, Mollie, and by the payment method you choose. We receive confirmation of whether your payment succeeded.
- Communications: emails, messages, form submissions, withdrawal and return requests, and records of telephone calls with our team.
- Chat and search data: what you type into our AI Shopping Assistant and our site search, and the replies given (see “Artificial Intelligence on Our Website” below).
- Marketing preferences: your email address and whether you have subscribed to our newsletter.
- Technical and usage data: your IP address, device and browser information, and how you use our website. We collect this through cookies and similar technologies only where you have agreed to them, apart from strictly necessary cookies (see “Cookies” below).
You do not have to give us any personal data to browse our website, but we cannot process an order or deal with your request without the information we need to do so.
How We Use Your Data and Our Legal Basis
We must have a lawful basis for each use of your personal data. The table below sets out why we use it and the basis we rely on.
| What we do | Legal basis |
|---|---|
| Take, process, deliver and invoice your orders; handle withdrawals, returns, exchanges, refunds and faulty goods; keep you updated about your order | Performance of our contract with you (Article 6(1)(b)) |
| Create and manage your customer account | Performance of our contract with you (Article 6(1)(b)) |
| Keep accounting and tax records; meet consumer protection, product safety and other legal duties | Legal obligation (Article 6(1)(c)) |
| Prevent fraud and misuse; keep our website and systems secure; respond to complaints and legal claims; improve our products and service | Our legitimate interests in running a secure and reliable business (Article 6(1)(f)) |
| Send you our marketing newsletter and promotions | Your consent (Article 6(1)(a)), which you can withdraw at any time. Where you have bought from us and not opted out, we may also email you about similar products on the basis of our legitimate interests, as permitted by law in your country, and you can object at any time |
| Use analytics and other non-essential cookies and similar technologies | Your consent (Article 6(1)(a)), given through our cookie banner |
| Provide our AI Shopping Assistant and AI-assisted search and product recommendations, and improve them | Our legitimate interests in helping you find products and improving our service (Article 6(1)(f)) |
We do not make decisions about you based solely on automated processing that have legal or similarly significant effects on you. If you use a buy now, pay later payment method, the provider of that method makes its own decision about whether you qualify, as described below.
Marketing
We will only send you marketing emails if you have asked us to, for example by subscribing through the form on our website, or, where the law of your country allows, if you are an existing customer and we are promoting similar products and you have not opted out. Every marketing email contains an unsubscribe link, and you can also tell us at any time at [email protected]. We do not sell your personal data and we do not share it with third parties for their own marketing.
Who We Share Your Data With
We share personal data only where needed to run our service. These recipients act on our behalf, or, where stated, as independent controllers under their own privacy policies:
| Recipient | Data | Purpose |
|---|---|---|
| Nine Yards Logistics (Ireland) | Name, delivery address, contact details, order details | Storing, packing and dispatching EU orders and receiving returns |
| FedEx | Name, delivery address, email, telephone number | Delivering EU orders to you |
| Mollie | Name, contact details, order amount, payment details you enter | Processing payments and refunds |
| Payment method providers you choose, such as PayPal, Apple Pay, Google Pay, iDEAL | Wero, Bancontact, Blik, Satispay, TWINT, Vipps and others offered at checkout | Data needed to carry out your payment | Providing the payment method. Each provider has its own privacy policy |
| Alma, in3, Riverty and Billink (if you choose a pay later or instalment option) | Name, contact details, order details | Deciding whether you qualify and administering your payment plan. They act as independent controllers and decide this under their own privacy policies |
| Pixie Media | Name, contact details, order details | Website development, hosting and support, and managing our customer records |
| Mailchimp | Name, email address | Sending our newsletter, if you have subscribed |
| Online identifiers and website usage data | Website analytics, if you accept analytics cookies | |
| Clerk.io | Search queries, chat messages, browsing data on our site | Powering our AI search, product recommendations and AI Shopping Assistant |
| Cookiebot | Cookie consent choices and technical data | Managing and recording your cookie choices |
| Elite Optical Distribution (Ireland) Limited | Contact details and order details where relevant | Acting as our EU representative and our EU responsible person for product safety |
We may also share personal data with our professional advisers, with regulators and courts, or with law enforcement authorities where the law requires it or where we need to protect our rights. We will not sell or rent your personal data to anyone.
Where Your Data Is Processed (International Transfers)
We are based in the United Kingdom, so your data is transferred from the European Economic Area (EEA) to us in the UK. The European Commission has decided that the UK provides an adequate level of data protection, which allows these transfers to take place freely. Our Irish warehouse and our other EU-based service providers process data within the EEA.
Some of our providers, such as Google and Mailchimp, may process data in the United States or other countries outside the EEA. Where they do, we make sure the transfer is covered by an adequacy decision (for example the EU-US Data Privacy Framework, where the provider is certified) or by the European Commission’s Standard Contractual Clauses, together with any additional safeguards required. You can ask us for a copy of the safeguards in place using the contact details above.
How Long We Keep Your Data
| Data | How long we keep it |
|---|---|
| Order information, including delivery details, invoices and payment records | 6 years from the date of the order, to meet our accounting, tax and legal obligations. We then delete or anonymise it |
| Customer accounts | Until you close your account or ask us to close or delete it. Order records we are legally required to keep are retained separately, as shown above |
| Newsletter subscriptions | Until you unsubscribe or ask us to delete your details. We may also remove subscribers who have been inactive for a long period |
| Correspondence, withdrawal and return requests, and AI chat conversations | For as long as needed to deal with your request and any follow-up, and to deal with any claims, after which we delete or anonymise them. Where they relate to an order, we keep them with the order record |
| Cookies and analytics data | For the periods shown in our cookie declaration and in the settings of the relevant tool |
Where the law requires us to keep data for longer, for example because of a legal claim, we will do so only for as long as necessary.
Artificial Intelligence on Our Website
Our website uses artificial intelligence (AI) provided by Clerk.io. This includes our “Your AI Shopping Assistant” chat, which is an AI system and not a person, and our AI-assisted search and product recommendations. They use what you type and how you use our site to suggest products and answer your questions. Chat conversations are stored, and our team may review them to improve the service. Please do not enter sensitive personal information, such as health details or payment card numbers, into the chat. If you would like to speak to a person, you can contact us at [email protected].
Cookies
We use cookies and similar technologies. Strictly necessary cookies, which make the website work, are always on. We only use analytics and other non-essential cookies if you agree to them. When you first visit our website, our cookie banner lets you accept, or reject, non-essential cookies, and you can change or withdraw your choice at any time using the cookie settings on our website. Our full list of cookies, what they do and how long they last is provided in our cookie declaration.
If you block cookies in your browser settings, parts of our website may not work properly.
Your Rights
Under the GDPR you have the following rights over your personal data:
- Access: to ask for a copy of the personal data we hold about you and information about how we use it.
- Rectification: to have inaccurate or incomplete data corrected.
- Erasure: to ask us to delete your data in certain circumstances, for example where we no longer need it.
- Restriction: to ask us to limit how we use your data in certain circumstances.
- Portability: to receive the data you gave us in a structured, commonly used, machine-readable format, and to ask us to transmit it to another controller, where we process it by automated means on the basis of consent or contract.
- Objection: to object to our use of your data that is based on our legitimate interests, and to object at any time to direct marketing.
- Withdrawing consent: where we rely on your consent, to withdraw it at any time. This does not affect the lawfulness of what we did before you withdrew.
To use any of these rights, contact us at [email protected] or contact our EU representative at the address above. We will respond without undue delay and within one month. If your request is complex or we receive several requests, we may extend this by up to two further months and will tell you why. We do not normally charge a fee, although we may charge a reasonable fee or refuse a request that is manifestly unfounded or excessive. We may need to ask you for information to confirm your identity before we act on a request.
Complaints
If you have a concern, please contact us first so that we can try to put it right. You also have the right to complain to the data protection supervisory authority in the EU member state where you live, where you work, or where you believe an infringement took place. You can find your authority in the list published by the European Data Protection Board at https://www.edpb.europa.eu/about-edpb/about-edpb/members_en. In Ireland, this is the Data Protection Commission (www.dataprotection.ie).
Security and Data Breaches
We use appropriate technical and organisational measures to protect your personal data, including encryption of data in transit, access controls and regular security checks. Payment details are handled by our payment providers and are not stored on our servers. No online service can be completely secure, so please keep any account password confidential and do not share it.
If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will notify the relevant supervisory authority within 72 hours of becoming aware of it where required, and we will tell you without undue delay if the breach is likely to result in a high risk to you.
Children
Our website is not aimed at children, and we do not knowingly collect personal data from anyone under the age at which they can consent to the use of their data in their country (this is between 13 and 16 depending on the member state). If you believe a child has given us personal data, please contact us and we will delete it.
Links to Other Websites
Our website may contain links to other websites. We do not control them and are not responsible for their privacy practices. Please read their privacy policies before giving them your personal data.
Changes to This Policy
We may update this Privacy Policy from time to time. We will post the updated version on this page with a new “last updated” date, and where a change is significant we will tell you in a suitable way, for example by email.
Contact Us
If you have any questions about this Privacy Policy or how we use your personal data, please contact:
Optics Warehouse Ltd
Riviera House, Nicholson Road, Torquay, Devon, TQ2 7TD, United Kingdom
Email: [email protected]
Telephone: +44 1803 611 895