The Art File is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store & protect your personal data when you visit or make a purchase from www.theartfile.com, contact us, or otherwise interact with us. This policy is provided in accordance with the UK General Data Protection Regulation & the Data Protection Act 2018.

The Art File is the data controller responsible for your personal data.If you have any questions about this policy or how we use your data, please contact us using the details below.

• Address - The Art File, Union Chambers, 11 Weekday Cross, Nottingham, NG1 2GB
• Email - hello@theartfile.com
• Telephone - 0115 850 7490

We may collect and process the following types of personal data:

• Identity Data (name)
• Contact Data (billing address, delivery address, email address, telephone number)
• Account Data (login details for customer accounts)
• Transaction Data (details about payments and orders)
• Marketing Preferences (your preferences for receiving marketing communications)
• Technical Data (IP address, browser type, operating system, and website usage data)
• Communications Data (records of correspondence if you contact us)

We collect personal data when you:

• Place an order or create an account
• Contact us by phone, email, post or via the website
• Sign up to receive marketing communications
• Use or browse our website (via cookies and similar technologies)

Under UK GDPR, we must have a lawful basis to process your personal data. We rely on the following:

• Contract  (to process orders, manage accounts and deliver products or services)
• Legal obligation (to comply with tax, accounting and regulatory requirements)
• Legitimate interests (to operate, improve and protect our business, provide customer support, and prevent fraud)
• Consent (for sending marketing communications where required)

You can withdraw consent at any time by contacting us or using the unsubscribe link in marketing emails.

We use your personal data to:

• Process and fulfil orders
• Manage customer and trade accounts
• Take payments and prevent fraud
• Communicate with you about orders, queries or issues
• Improve our website, services and customer experience
• Send marketing communications (where you have opted in)
• Comply with legal and regulatory obligations

You will only receive marketing emails from us if you have opted in or where permitted under applicable law. You can opt out at any time by:

• Clicking the unsubscribe link in any marketing email, or
• Contacting us at hello@theartfile.com

All third parties are required to protect your data and only use it for specified purposes. We may share your personal data with trusted third parties where necessary, including:

• Payment service providers
• Delivery and courier companies
• IT, website hosting and system support providers
• Professional advisers (e.g. legal, accounting)
• HMRC or other authorities where legally required

Third parties we currently use include:

• Google Analytics
• MailChimp

You can opt of out of Google Analytics with this Google tool: https://tools.google.com/dlpage/gaoptout

Our website is powered by Shopify. You can read more about how Shopify handles your data on their website privacy policy: https://www.shopify.com/uk/legal/privacy

Your personal data is stored and processed within the UK. If any data is transferred outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR.

All data you provide to The Art File is stored on The Art File secure servers. Any payment transactions will be encrypted. We have appropriate technical and organisational measures in place to protect your personal data from loss, misuse, unauthorised access or disclosure.

Payment transactions are encrypted. Where you are provided with login credentials, you are responsible for keeping them confidential.

We only retain personal data for as long as necessary for the purposes for which it was collected, including:

• Order and transaction data (retained in line with tax and accounting requirements)
• Account data (retained while your account remains active)
• Marketing data (retained until you withdraw consent or unsubscribe)

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request erasure of your data
• Restrict processing of your data
• Object to processing
• Request data portability
• Withdraw consent at any time (where processing is based on consent)

To exercise any of these rights, please contact us at hello@theartfile.com. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk

We use cookies and similar technologies to improve website functionality and analyse usage. You can manage or withdraw your cookie consent at any time via your browser settings or our cookie banner. For more information, please see our Cookie Policy.

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites and encourage you to review their privacy policies.

We may update this Privacy Policy from time to time. Any changes will be posted on this page, and we recommend reviewing it periodically.