Privacy Policy

Last updated: 7 October 2026

1. Who we are

Groove Records operates Groove Records and is the controller of personal information processed through this shop. Contact us at [email protected]. Our correspondence address is 25 Lime Tree Mews, Dunnington, York, YO19 5SD.

2. Information we collect

• Order and contact information: your name, email address, telephone number where supplied, delivery address and items ordered.
• Newsletter information: your normalised email address, subscription status, consent source and wording version, consent and unsubscribe timestamps, and an append-only consent history. Secure confirmation and unsubscribe tokens are stored only as keyed digests.
• Transaction information: order totals, payment status and Stripe transaction references. Full payment-card details are handled by Stripe and are not stored by Groove Records.
• Delivery and support information: shipping service, tracking details, fulfilment notes and messages you send us.
• Technical and security information: essential session identifiers and limited server records needed to operate and secure the shop. Newsletter and Help form limits use keyed, non-reversible request fingerprints rather than retaining the submitted network address.

3. How and why we use information

We use information to process payment, fulfil and deliver orders, provide passwordless access to your order history, send transactional emails, manage returns and refunds, answer enquiries, prevent fraud, maintain accounting records, secure the service and meet legal obligations.

Where you make a separate affirmative newsletter choice, we use consent to send occasional Groove Records news and release updates. A standalone signup is not active until its short-lived email verification code is confirmed. You can withdraw consent at any time using an unsubscribe link, without affecting your order.

Our other lawful bases include performance of our contract with you, compliance with legal obligations and our legitimate interests in operating and securing the shop and handling customer service and legal claims.

4. Who receives information

We share information only where needed with providers supporting payment processing, hosting, email delivery and shipping; with professional advisers; or with public authorities where legally required. Stripe processes payment and fraud-prevention information under its own privacy terms.

5. International transfers

Some providers may process information outside the United Kingdom. Where required, we rely on an adequacy regulation or approved contractual safeguards.

6. Retention

Order and transaction records are normally retained for up to seven years for tax, accounting and dispute purposes. Newsletter subscription and suppression records are retained while the subscription is active and afterwards as needed to honour an unsubscribe and demonstrate consent. Expired request-limit rows are routinely removed. Support, security and delivery records are retained only for as long as reasonably needed, then deleted or anonymised.

7. Your rights

Depending on the circumstances, you may ask for access, correction, deletion, restriction, objection or portability of your personal information. You may complain to the UK Information Commissioner's Office at ico.org.uk. Please contact us first if you can, so we have an opportunity to resolve your concern.

8. Security and changes

We use reasonable technical and organisational safeguards, but no online service can guarantee absolute security. We may update this policy as the shop or applicable law changes and will publish the revised version here.