1. The information we collect

The personal information we collect depends on how you interact with VintySplit.

We may collect information including:

• your name;
• billing and delivery addresses;
• email address;
• telephone number;
• order and purchase details;
• payment and transaction information;
• details of items you consign to us;
• photographs and other files you submit with an enquiry or consignment;
• information about sales and payments due to consignors;
• messages and correspondence you send to us;
• delivery and tracking information;
• technical information about how you use our website; and
• cookie and analytics information where applicable.

2. Where we obtain your information

We usually obtain personal information directly from you, for example when you:

• place an order through our website;
• contact us by email, telephone or through a website form;
• book a collection;
• ask us to sell items on your behalf;
• provide delivery or payment details;
• communicate with us about an order or consignment; or
• use our website.

We may also receive limited personal information from payment providers, delivery companies, marketplaces or other service providers involved in completing an order or consignment.

3. Orders and purchases

When you buy from VintySplit, we use your information to:

• process and confirm your order;
• take or arrange payment;
• deliver your order;
• send order and delivery communications;
• handle cancellations, returns and refunds;
• provide customer service; and
• keep appropriate accounting and transaction records.

We generally process this information because it is necessary to perform our contract with you and to comply with our legal obligations.

4. Consignors and sellers

If you ask VintySplit to sell items on your behalf, we may use your information to:

• create and administer your consignment;
• record the items entrusted to us;
• contact you about pricing and sale decisions;
• manage sales made through VintySplit or third-party marketplaces;
• calculate amounts due to you;
• make payments to you;
• arrange the return of unsold items;
• record your chosen disposal or exit instructions; and
• maintain financial and transaction records.

This processing is generally necessary to perform our agreement with you and to comply with legal and accounting obligations.

5. Customer service and enquiries

If you contact us with a question or enquiry, we use the information you provide to respond and to manage any ongoing relationship with you.

Depending on the circumstances, our lawful basis may be performance of a contract, taking steps at your request before entering into a contract, or our legitimate interests in operating and supporting our business.

6. AI-assisted enquiry responses

We may use an artificial intelligence service to help us review enquiries and prepare draft responses. This may involve processing the information you provide in a contact or Sell With Us form, including your name, enquiry, item details and submitted photographs where relevant.

We only provide the AI service with information reasonably necessary to prepare the draft. Contact details such as your full postal address, telephone number and email address will not normally be included where they are not needed for this purpose.

AI-generated responses are suggestions only. They are reviewed by a member of the VintySplit team before being sent, and we do not use AI to make solely automated decisions about whether to accept or reject a consignment.

We process this information on the basis of our legitimate interests in handling enquiries efficiently and consistently, and where applicable to take steps at your request before entering into a contract. We may use a third-party AI service provider such as OpenAI to provide this functionality.

7. Fraud prevention, security and legal matters

We may use personal information where reasonably necessary to:

• prevent or investigate fraud or misuse;
• protect VintySplit, our customers and consignors;
• establish, exercise or defend legal claims;
• comply with legal or regulatory requirements; and
• maintain the security of our website and systems.

We rely on our legitimate interests or legal obligations where appropriate.

8. Marketing

We may occasionally send marketing communications about VintySplit where we have an appropriate lawful basis to do so.

Where consent is required, we will ask for it before sending such communications. You can unsubscribe from marketing at any time using the unsubscribe option in the message or by contacting us.

Service messages about an order, payment, delivery or consignment are not marketing communications and may still be sent where necessary.

9. Service providers

We may share personal information with trusted organisations where necessary to operate VintySplit.

These may include:

• payment processing providers;
• banks and financial institutions;
• delivery and courier companies;
• website hosting and technical service providers;
• WooCommerce and related ecommerce services;
• email and communication service providers;
• artificial intelligence service providers used to prepare draft enquiry responses;
• accounting or bookkeeping providers;
• professional advisers; and
• marketplaces used to advertise or sell consigned items.

We only provide these organisations with the information reasonably necessary for the relevant purpose.

10. Payment information

Payments made through the VintySplit website are processed using third-party payment providers.

We do not normally receive or store your full payment card details. Payment providers process those details in accordance with their own security and privacy practices.

11. Delivery companies

Where we send an order or return an item to you, we may provide a courier or delivery service with information such as your name, delivery address, telephone number and email address where needed to complete or manage the delivery.

12. Marketplaces

VintySplit may sell consigned items through third-party marketplaces such as Vinted or eBay.

When such services are used, those organisations may process information independently under their own privacy policies.

13. Cookies

Our website may use cookies and similar technologies.

Some cookies are necessary for the website and online shop to function correctly, for example cookies used for shopping baskets, checkout, security or remembering your preferences.

We may also use optional cookies for purposes such as analytics or measuring website performance.

Where required, optional cookies will only be used after you have given the appropriate consent.

14. Analytics

We may use website analytics to understand how visitors use the VintySplit website, such as which pages are visited and how people navigate through the site.

Where analytics rely on non-essential cookies or similar technologies, we will seek consent where required.

15. How long we keep personal information

We do not keep personal information for longer than reasonably necessary.

The period for which we retain information depends on why it was collected and whether we need to retain it for legal, tax, accounting, fraud prevention or dispute-resolution purposes.

Transaction and financial records may be retained for the period required by applicable tax and accounting laws.

Enquiry and correspondence records may be retained where reasonably necessary to deal with follow-up questions, complaints or disputes. AI-generated draft responses form part of the relevant enquiry or correspondence record and are retained on the same basis.

16. Security

We take reasonable technical and organisational steps to protect personal information against accidental loss, unauthorised access, misuse, alteration or disclosure.

No internet or electronic storage system can be guaranteed to be completely secure, but we take appropriate steps to reduce the risks.

17. International transfers

Some organisations that provide services to VintySplit may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards are in place where required by data protection law.

18. Your rights

Depending on the circumstances, UK data protection law may give you rights including the right to:

• ask for access to the personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to erase information in certain circumstances;
• ask us to restrict how information is used;
• object to certain uses of your information;
• receive certain information in a portable format;
• withdraw consent where processing is based on consent; and
• complain about how your information has been handled.

These rights do not apply in every circumstance and there may be legal reasons why we cannot fully comply with a particular request.

19. How to exercise your rights

To exercise a data protection right, please contact us at:

vintysplit@gmail.com

We may need to confirm your identity before responding to certain requests.

20. Complaints

If you have concerns about how we use your personal information, please contact us first and we will try to resolve the matter.

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's data protection regulator.

21. Changes to this privacy policy

We may update this privacy policy from time to time to reflect changes to our business, website, services or legal obligations.

The latest version will be published on this page and the date at the top of the policy will be updated.