Privacy
Policy

01 Information We Collect

We collect information that is reasonably necessary to operate our online shop, fulfil orders and respond to customer enquiries. The information collected depends on how you use the website.

• Contact details: name, email address, telephone number and delivery address supplied when placing an order or contacting us.
• Order details: products selected, quantities, order reference, purchase value, delivery preferences and order status.
• Payment records: payment status, transaction reference and related order records. Payment details are handled through the applicable payment service and are not intentionally stored by us beyond what is necessary for our operations.
• Correspondence: messages and information you choose to provide when contacting our customer service team.
• Technical information: limited device, browser and website usage information that may be collected through server logs or enabled website technologies.

Please provide only information needed to complete your purchase or enquiry. We do not ask customers to submit information unrelated to the operation of the store.

02 How We Use Information

Personal information is used for clear business purposes connected with running GAMEHEAD CAPS and providing our online retail service.

• To confirm, process and manage orders after payment has been received.
• To arrange delivery, provide order updates and respond to delivery enquiries.
• To answer customer questions and provide assistance relating to purchases.
• To maintain accurate sales, accounting and transaction records.
• To maintain the availability, functionality and performance of the website.
• To meet applicable legal, accounting and record-keeping obligations.
• To maintain appropriate records of customer requests and communications.

We use information only where there is an appropriate legal basis, such as fulfilling a contract, complying with a legal obligation, pursuing a legitimate business interest or obtaining consent where consent is required.

03 Orders and Payments

When you place an order, the details you provide are used to identify your purchase, confirm the items selected and arrange fulfilment. We may send transactional messages concerning order confirmation, payment status, dispatch or delivery.

Payments are handled through the payment method available at checkout. Depending on the payment service used, the relevant provider may process payment details under its own privacy terms. We receive the information necessary to identify and reconcile the transaction, such as payment confirmation and a transaction reference.

Order and payment records are retained for the period described in Section 07, including where required for accounting and applicable legal obligations.

04 Delivery and Order Records

Your name, delivery address and relevant contact details may be shared with the delivery provider responsible for transporting your parcel. This information is used to deliver the order and address delivery-related enquiries.

We retain order references, dispatch information and delivery status for up to 24 months after fulfilment for routine customer service and order tracking, unless a longer period is required to resolve an ongoing matter or comply with a legal obligation.

Delivery providers process information in accordance with their applicable terms and privacy notices.

05 Cookies and Website Use

Our website may use cookies or similar technologies to support essential functions, remember relevant shopping preferences and understand website performance.

• Essential technologies: support functions such as shopping basket operation, checkout sessions and basic website security.
• Preference technologies: remember selected settings where these features are enabled.
• Analytics technologies: help assess website usage and performance where analytics tools are configured and the appropriate permissions have been obtained.

Where consent is required, non-essential cookies or similar technologies will be used only after the relevant choice has been provided. You can also manage cookie settings through your browser. Blocking essential cookies may affect certain shopping functions.

Cookie lifetimes depend on the technology concerned. Session cookies generally expire when the browsing session ends, while persistent cookies remain for their configured period and can usually be removed through browser settings.

06 Sharing Information

We do not make customer personal information available to other businesses for their own unrelated marketing purposes. Information may be provided to service providers where reasonably necessary to operate the store and complete customer requests.

• Payment service providers for processing and confirming transactions.
• Delivery and fulfilment providers for sending purchased items.
• Website hosting, maintenance and technical service providers.
• Accounting or professional service providers where required for legitimate business administration.
• Public authorities or other relevant parties where disclosure is required by applicable law.

Service providers are expected to handle information in accordance with applicable contractual, confidentiality and data protection requirements. We limit the information shared to what is reasonably necessary for the relevant purpose.

07 Data Retention

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, taking account of applicable legal and accounting requirements.

• Customer enquiries: generally up to 12 months after the enquiry is closed, unless further correspondence or an unresolved matter requires a longer period.
• Routine delivery records: generally up to 24 months after order fulfilment, subject to ongoing enquiries and legal requirements.
• Order and accounting records: generally up to 6 years after the end of the relevant financial year where required for UK accounting or tax record-keeping.
• Website technical logs: generally up to 90 days where maintained for routine technical monitoring, unless a longer period is reasonably needed to investigate a technical issue.
• Cookie information: retained for the lifetime configured for the relevant cookie or until it is removed or consent is withdrawn where applicable.

These periods are standard retention guidelines rather than absolute limits. A record may be retained for longer where a legal obligation applies or where it is reasonably necessary to establish, exercise or defend a legal claim. Information that is no longer needed will be deleted or anonymised where reasonably practicable.

08 Your Privacy Rights

Depending on your circumstances and applicable data protection law, you may have the right to request access to your personal information, ask for inaccurate information to be corrected, request deletion or restriction of certain processing, object to processing based on legitimate interests, or request a portable copy of information you provided.

Where processing relies on consent, you may withdraw that consent at any time. Withdrawal does not affect processing carried out lawfully before consent was withdrawn.

To make a privacy request, email sales@gameheadcaps.com with the subject line “Privacy Request”. We aim to acknowledge requests within 5 working days and respond within one calendar month of receiving a valid request. If a request is complex or several requests have been made, the response period may be extended by up to a further two months where permitted by law; we will explain the reason for any extension within the initial month.

We may request proportionate information to verify your identity before disclosing or changing personal information. Certain requests may be limited where an applicable legal exception or record-keeping obligation applies.

If you believe your information has not been handled in accordance with applicable UK data protection law, you may contact the Information Commissioner’s Office (ICO) through its official website at ico.org.uk.

09 Data Security

We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure or loss. Measures may include access restrictions, appropriate account permissions, website updates and the use of service providers with relevant security controls.

Access to customer information is limited to people and service providers who need it for their assigned business responsibilities. Security measures are reviewed when reasonably necessary, taking account of the nature of the information and how it is used.

No method of electronic transmission or storage can be guaranteed to be completely secure. We therefore work to maintain reasonable safeguards appropriate to our online retail operations.

10 External Websites

Our website may contain links to external websites or services that are not operated by GAMEHEAD CAPS. When you follow an external link, the destination website’s own privacy terms and practices will apply.

We recommend reviewing the relevant privacy information before providing personal details to an external website. This policy applies to information processed through our own website and business operations.

11 Policy Updates

This policy takes effect immediately upon publication on the website. We may update its content when our website functions, business processes or applicable legal requirements change.

Updated wording will replace the previous version on this page when published. For material changes affecting how personal information is handled, we will provide additional information through an appropriate website notice or direct communication where required by law.

We encourage customers to review this page when returning to the website. Continued website use does not, by itself, replace consent where consent is legally required.

12 Contact Information

For questions about this policy, requests relating to personal information or enquiries about how customer details are used, please contact the business using the details below.